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PL Machinery End of Year Amazing Race 2926PtL
EVENT RUNSHEET
PL Machinery End of Year Amazing Race 2926PtL
Date:
Saturday, November 29, 2025
Guest arrival time:
2.45pm
Guest number:
40
Host / Organiser:
Client Contact - Kelly Lawson. The Events Group contact - Heather Shaw
General info:
This is the end of year celebration for PTL Machinery. The team are having an Amazing Race around the Viaduct followed by the Happy Fig dinner.
Set up:
Option A The Vertical Terrace
4 tables of 10 (1.2 x 2.4m tables) 4 each side and 1 head and 1 tail. (Dinner for 40pax)
Standard VYC table setting.
Leaners placed around the large screen for presentation and viewing of photos (31 pax)
Other requirements:
No other requirements
Dinner only
Decorations:
VYC candles & flowers
VYC Christmas decorations
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 then dark and moody after formalities
AV Set Up:
VYC large screen (191cm x 109cm)
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
1pm
Doors open
Bar set up and ready for service
2.30pm
ARRIVAL
Guest arrival time
2.45pm
FORMALITIES:
2.30pm Events Group arrives
2.45pm Guest arrival for Amazing Race briefing - bar open
3pm Briefing
3.15pm Amazing Race commences for 2 hours
5.15pm Race concludes
5.30pm Presentation and viewing of photos / videos
6pm The Events Group departs
6.30pm Seated for dinner and Antipasti served
7.15pm Mains served
8.30pm Sweet bites served, followed by drinks
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:
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
10pm
10.30pm
SECURITY BOOKED:
6pm - 10.45pm (4.75 hours)
FOODClick Eye to see Dining Menu
Food on arrival:
Platters or canapes served before being seated for dining
Seated for dining
6.30pm
Antipasti plate
ENTREE
MAIN
Chicken Breast filled with ricotta and fig, Eye Fillet, Roast Tomato Gnocchi for specific individuals dietary needs
Side Options
Roasted baby potatoes, Warm seasonal greens
DESSERT
$ Sweet Bites
Late Night Food:
None
Food & Beverage Service:
Shared Family Banqet (Large platters in the cetnre of the table)
Dietaries:
TBC
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, Branded wines sold by the bottle rather than by the Glass (more cost effective), House spirits
Specific wine list including Prosecco, VYC Rose, Lake Chalice Sauvignon Blanc, Lake Chalice Chardonnay, Devils Staircase Pinot Gris, Lake Chalice Pinot Noir.
No lemon lime and bitters. No Red bull.
Drinks package (if selected):
None
BAR TAB
TBC
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
4160
Cake Fee
Decorations
Wireless microphone hire
Entertainment / Extra AV
Security if applicable
237.5
$
Min Food & Bev Spend (if any)
10000
Food & Beverage Spend
Balance to met minimum spend
5840
4160
TOTAL
4798
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
The Events Group - Heather Shaw
Via email
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