top of page
General Travel Gala Dinner
EVENT RUNSHEET
General Travel Gala Dinner
Date:
Friday, October 24, 2025
Guest arrival time:
8.30pm
Guest number:
34
Host / Organiser:
Winnie
General info:
Red & Black theme with a wonderful Maori welcome on arrival.
Very special 4-course custom dinner menu.
There are 31 adults x$179
1 child $25 and
2 tour operators (1 x tour guide and 1 x runner) with a crew meal $56.
Band also with a Crew Meal (Main, side and 1 non-alcoholic drink) for the 3 band members
Set up:
Option A The Vertical Terrace, 4 x 75cm tables facing the stage, Stage centre of the terrace
Banquet rectangle tables x 4 (2.4 x 1.5m) 8 per table - 9th setting to be set then removed
Seperate table for the 2 x tour operators and the band
Black table cloths $1pp x 32
Black napkins with red ribbon $1.50pp x36 incl 9th setting
Standard VYC set up - host may bring red roses as a centre piece.
Other requirements:
Black and red theme, Only red cushions to be used. Green and Black/White to be put into store room, Black Door fee for dining set up for Band and operators and green room for Maori performers
Dining only
Decorations:
VYC candles & flowers
Red & Black Theme
Host will be bringing a media wall to be set up with a photo booth in the Oar area (to the left of the bar)
VYC to book red / black ballon garland 4m on an angle to one side $655.
Blue fairy lights to be removed
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, Fireplace to be on when guests arrive (light at 5.55pm before briefing)
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), VYC screen in front terrace (128cm x 77cm), Stage for band 2x2m $583 including delivery and pick up, Connection for both screens $160
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
5.30pm
Doors open
Bar set up and ready for service
8.15pm
ARRIVAL
Guest arrival time
8.30pm
FORMALITIES:
SET UP
5.30pm Staff onsite and band set up. Balloon garland install.
7pm - 7.30pm Band crew meals x 3 to be served in oar area
7.45pm Maori welcome performers arrive
ARRIVAL
8.15pm Arrival back to the Wharf - walk to VYC
8.30pm Doors to be closed and guests to wait outside for formal Maori welcome.
Maori welcome to be performed at the top of the stairs - retreating as the are welcomed into the venue.
8.45pm Maori dance
8.50pm Trip video
8.55pm Speeches
9.10pm Dinner service
9.10pm Oysters & lobster served | Children's main served
9.15pm Band performance
9.30pm Game played - ice bucket required from VYC bar
9.45pm - 10pm Speeches and mains / sides served
10pm Band Performance
10.15pm to end Sharing speeches
10.30pm Dessert served
11pm Cake ready for 11pm October babies celebration
11.10pm departure to hotel
11.15 Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Chocolate Mouse Ganache Cake
MUSIC:
VYC background music
Live band playing performances as per the run sheet timings
Crew dinner and one soft drink or juice supplied - invoiced.
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
9.30pm
11.15pm
SECURITY BOOKED:
8.15pm - 11.15pm (3 hours)
FOODClick Eye to see Dining Menu
Food on arrival:
Platters or canapes served before being seated for dining
Seated for dining
9.10pm
8 x dozen oysters served raw with Mignonette (3 per adult) on crushed ice sharing platters, Followed by starter grilled lobster served to the 31 adults
ENTREE
MAIN
Chicken Breast filled with ricotta and fig, x8, Eye Fillet, x15, Salmon, Children's Fish & Chips x 1, Crew meal Chicken Cacciatore with rice and one soft drink or juice
Side Options
Roasted baby potatoes in Duck Fat, Rocket & Parmesan salad
DESSERT
Children's Menu Ice cream with chocolate and Jelly Beans, x1, Italian Lime Meringue x 31, Chocolate Mousse Ganache Cake $135 + $18 delivery fee
Late Night Food:
N/A
Food & Beverage Service:
Mains to be individually plated, Oysters shared platters on crushed ice, Lobster individually plated, Mains and sides individually plated, Dessert individually plated, Beverage full table service
Dietaries:
None specified
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Bar Set Up:
2 hour Spritz Package, Post package + childrens drinks charged on consumption TL / Escort to pay at the end
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines VYC, Wines by the glass (branded), Branded wines sold by the bottle rather than by the Glass (more cost effective), House spirits, Branded and top shelf spirits, Mini Spritz cocktails $16, Non-alcoholic
CEO only drinks Perrier Sparkling water - ensure good stock levels. 2 bottles pre-billed for, additional bottles added to the TL / Escort bar TAB
Drinks package (if selected):
2 hour Spritz package $65 per adult (times 30 adults) = $1,950. After the 2 hours on TAB paid on the day directly by the Event Escort.
BAR TAB
Not set
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
$
700
Drink on arrival
Food selection
Cake Fee
Decorations
Wireless microphone hire
Entertainment / Extra AV
Security if applicable
1966
6007
741
743
150
TOTAL
10307
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
Winnie via Email
bottom of page