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USL Awards Night
EVENT RUNSHEET
USL Awards Night
1
Run sheet #:
Date:
Thursday, February 19, 2026
Guest arrival time:
6.30pm
Guest number:
41
Host / Organiser:
Susie Spain
General info:
Sales and marketing awards night, seated dinner, speeches and presentations, followed by dancing and frivolity.
Set up:
Option B The Horizontal Terrace
White linen napkins
Other requirements:
No other requirements
Dinner, transitioning to dancing
Decorations:
VYC candles & flowers
Susie has some props ordered from First Scene, table centre pieces and a neon light - I'd like to discuss further where some of these items can go and what I would need to order from you. I will need a stag but need advice on size and location please.
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:
Roll with staff settings
AV Set Up:
House sound system, VYC screen in the front terrace (128cm x 77cm), Wireless microphone $129 incl GST, Staging 2x1m $517.50
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
4.30pm
Doors open
Bar set up and ready for service
6.15pm
ARRIVAL
Guest arrival time
6.30pm
FORMALITIES:
4.30pm Pack In - assume First Scene may need earlier
6.15pm Door Open
6.30pm Arrival - entrees served as mix and mingle
7pm - Seated for speeches & mains to follow
7.05pm - Speeches and awards presented
7.30pm - Mains served (need longer than 30 mins to serve, clear then serve platters)
8.15pm - External presenters show videos and more awards
8.45pm - Platters of desserts served
9pm - Boogie
10.30pm Fries served
Pack Out Friday school hours - Susie to advise from first scene.
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, Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
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
Entrees served as platters on arrival
Seated for dining
7.10pm
Cheese & Antipasti
ENTREE
Entree served as Platters on Arrival while mix and mingling
MAIN
Herb Crusted Beef Sirloin, Chicken Parmigiana
Side Options
Boulangère Potatoes, Hot Vegetables
DESSERT
$10 Sweetbites
Late Night Food:
10.30pm
6 x Fries with Tomato sauce $15 and 6 x Truffle Parmesan Fries $17
Food & Beverage Service:
Alternate drop - Mains individually plated
Dietaries:
Dietary requirements served individually where required.
Shane - vegetarian
Emma - gluten and dairy free required
Karryn - gluten and dairy free required
Karla - gluten free (coeliac)
Sally - gluten free
Claire- gluten free
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Peroni bottled beer x15
House Prosecco x12 (2 bottles)
Orange juice in flute x5
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Wines by the glass (branded), Wines by the bottle (branded excludes House Wines), House spirits, Mini Spritz cocktails $16
Drinks package (if selected):
None
BAR TAB
$4,000
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
435
Food selection
3882
Cake Fee
Decorations
117.4
Wireless microphone hire
129
Entertainment / Extra AV
517.5
Security if applicable
275
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
683
4317
TOTAL
5706
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
Universal Specialities Limited
P O Box 15645,
New Lynn,
Auckland 0640
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