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NZPEM 2026
EVENT RUNSHEET
NZPEM 2026
3
Run sheet #:
Date:
Tuesday, March 24, 2026
Guest arrival time:
6:30pm
Guest number:
63
Host / Organiser:
Daan Tissink, 021 1008241, Secondary: Christine Thompson 021 504 617
General info:
Social conference dinner for NZPEM, a national medical physics conference.
Set up:
Option A The Vertical Terrace, 5 Tables of 12, 2.4m x 1.2m
Standard table layout and set up
Other requirements:
Arrival mix and mingle, followed by seated buffet dinner.
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
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
4pm
Doors open
Bar set up and ready for service
6.15pm
ARRIVAL
Guest arrival time
6:30pm
FORMALITIES:
Suggested run sheet
6.15pm | Doors open
6.30pm | Guest arrival
Drinks on arrival
Platters on arrival dotted around the bar / leaners
7.30pm | Guests seated with Antipasti and Cheese
8.15pm | Main course served buffet style
9.15pm | Sweet Bites served
11.00pm | Last Call
11.30pm | Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
No
MUSIC:
VYC Background Music
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
11pm
11.30pm
SECURITY BOOKED:
6.15pm - 11.45pm (5.5 hours)
FOODClick Eye to see Dining Menu
Food on arrival:
Platters or canapes served before being seated for dining
Canapés on arrival:
45 x Lamb Kofta Skewers
45 x Mixed pakoras with green chutney
45 x Arancini
45 x Buttermilk Fried Chicken
Total arrival canapés $1,462.50
Seated for dining
7.30pm
Cheese & Antipasti, With Gluten free bread option included and labelled
ENTREE
MAIN
Along with sides, 1 x Salmon and 3 x Vegetarian dishes served individually, Buffet set up with 39 Herby Crusted Sirloin and 20 x Miso Glazed Salmon
Side Options
Boulangère potatoes, Hot seasonable vegetables
DESSERT
$10 Sweetbites
Late Night Food:
N/A
Food & Beverage Service:
Entree platter sharing style, Mains Buffet Style, Canapes served canapes style, Entrees served family sharing platter style, Mains served as buffet except Salmon Coeliac and Vegetarian Wellington x 3 served individually., Dessert served family sharing platter style
Dietaries:
Dietary requirements served individually where required.
3 Vegetarian: Trulani, Jensen, Christine (just wants the vegetarian main) - served main individually
2 Dairy Free: Ruth Smith, Huw Mair
1 No Beef/Pork: Anica Dutt
1 No capsicum/bell pepper: Nanette Schleich
1 Coeliac: Mark McLean - served main individually
1 Halal: Moamen Aly
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Pre-poured on the bar and topped up as taken by guests to a TAB of $960. After $960 is reached revert to reduced TAB offering. This first pour totals $695
15 x Mini Margarita $16
5 x Mini Virgin Mojito (Non-alcoholic options) $13
15 x Mini Aperol Spritz $16
10 x Sawmill Hazy Pale Ale $15
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, House wines, Cider, Non-alcoholic, Specific wines to be served at the table during dinner service by the bottle -, VYC Pinot Gris · VYC Chardonnay · VYC Pinot noir · VYC Rose
Drinks package (if selected):
None
BAR TAB
$3,600 PRE-BILLED
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
350
Drink on arrival
3960
Food selection
6772.5
Cake Fee
Decorations
Wireless microphone hire
Entertainment / Extra AV
Security if applicable
275
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
-7232
10732.5
TOTAL
11358
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
Via email
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