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Fire Protection Association NZ Dinner
EVENT RUNSHEET
Fire Protection Association NZ Dinner
Date:
Tuesday, October 7, 2025
Guest arrival time:
7pm
Guest number:
50
Host / Organiser:
Elaine - accounts@fpanz.org
General info:
Dinner for the Fire Protection Agency. Invitations have gone out and final guest number confirmed at 50. 3 - course Happy Fig Custom Menu individually plated $119 per guest.
Set up:
Option B The Horizontal Terrace, https://www.vyceventplan.com/option-b
Standard VYC Set Up
Requirements for Absent Friends ceremony
The Table (Please refer to picture as an example of what we require)
is set for dinner for one, (cutlery, side plate and dinner plate to be included. The table is also to have a single candle on it (not required to be a big candle as in the photo below)
a) The Tablecloth is to be white
b) The Napkin is to be black
c) On the table is a single red rose displayed in a vase (we can supply rose )
d) A side plate with slices of lemon on it
e) A small dish or similar containing salt
f) An inverted wine glass
Other requirements:
Absent friends ceremony table to be set up. 1 x small table with chair place set for one. (Image at the bottom of run sheet). Elaine to supply the rose and helmet. To be positioned in clear line of sight of all guests., Table cloths ironed with set up, 5 tables of 10, 1.2 x 2.4m banquet tables plus the Oar table
Dinner Only
Decorations:
VYC candles & flowers
None
You are welcome to book any decorations directly from local suppliers. The team are onsite for set up as per the event schedule below.
Lighting:
Mid soft
AV Set Up:
House sound system, Wireless microphone $129 incl GST
EVENT SCHEDULE
Set up time / Pack In
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
5pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7pm
FORMALITIES:
Approved timings:
7pm Guest arrival
7.15pm Entree canapés service
7.45pm Seated for dinner
Absent Friends Ceremony
8.10pm Mains served after ceremony
9pm Speeches
9.30pm Dessert served
10pm Last Call
10.30pm Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
MUSIC:
Spotify playlists
CONCLUSION
Last call for last drinks order
Wind down half hour - lights slowly increase while music volume slowly decreases.
CLOSE (30 mins after last call)
Events can be extended for an additional $300 per hour to cover staffing. Confirmation is required 21 days prior for staff rostering)
PACK OUT
At close or 1pm the following day. For events on a Saturday 1pm the following Tuesday. If decorations are booked directly with local suppliers please let them know our pack in / out times for their scheduling
10pm
10.30pm
SECURITY BOOKED:
6.45pm - 10.45pm (4 hours)
FOODClick Eye to see Dining Menu
Food on arrival:
Platters or canapes served before being seated for dining
Canapés served on arrival instead of a seated formal entree
American cheeseburger sliders, Arancini, Jaggery lime fried chicken, Teriyaki Meatballs
Seated for dining
7.45pm
ENTREE
MAIN
Chicken, Lamb, Roast Tomato Gnocchi for specific individuals dietary needs
Side Options
Roasted baby potatoes in Duck Fat, Warm seasonal greens
DESSERT
Chocolate Mousse, Individual portions
Late Night Food:
None
Food & Beverage Service:
Table service for food and beverage. Menu is alternative drop for main and sides. Dessert is individually portioned.
Dietaries:
Angela Fearnley - Vegan
Michael James - Vegetarian
Devin Glennie - No fish or seafood
John Kitchen - Gluten Free
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None pre-paid, all on TAB but pre-pour 10 x glasses of Peroni and 10 x glasses of Prosecco for speed of service on arrival
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap, Bottled beer, House spirits, Selected wines served by the bottle, Bottles to be served on the table
Wines - Lake Chalice Sauvignon Blanc, Lake Chalice Chardonnay, Devil's Staircase Pinot Gris, Bijou Rose, Lake Chalice Pinot Noir
Drinks package (if selected):
None
BAR TAB
No set limit
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
INVOICING DETAILS
Booking and set up fee
$
400
Drink on arrival
Food selection
Cake Fee
Decorations
Wireless microphone hire
Entertainment / Extra AV
Security if applicable
5950
129
200
TOTAL
6679
Bar TAB to be settled on the night (unless by prior arrangement)
If minimum spend is not reached the balance is charged as a 'venue hire fee'
All fixed costs invoiced approx. 10 days prior to the event. Invoice payment terms are 3 working days unless by prior arrangement.
Deposit
Any deposit paid to either be refunded the following week or deducted from invoice if invoiced.
All costs include GST
Invoicing details
Elaine via email
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