EVENT PLANNING HUB ROCKET RESOPNSE
01 Key Logistics
Event Foundations.
The basics.
Your Hero Image helps keep your event focused and connected to what matters as you plan.
Start & End Time
Set your event start and end time.
See VYC's start and end time policy and event extension costs
02 Key Logistics
Host Details.
Our key contact on the day including bar TAB approvals
EVENT MASTERPLAN KEY LOGISTICS
EVENT RUNSHEET
KEY LOGISTICS
Date:
Date:
Venue:
VYC (Viaduct Yacht Club)
108 Custom Street West
Auckland Viaduct Harbour
Arrival time:
Guest arrival time:
End time:
Guest arrival time:
Guest number:
Guest number:
Host / Organiser:
Host / Organiser:
General information:
General info:
03 Food Selection
Food on arrival.
Served at
Arrival
Let us know if you want to order any food to be served on arrival.
See Menu
Cheese Platter (10 Guests)
Antipasto Platter (10 guests)
Manuka Smoked Salmon Platter (10 Guests)
Chicken Platter (10 Guests)
Wellness Platter (10 Guests)
Oyster Platter (cost per dozen, minim of 5 dozen)
Grazing Table (Minimum 30 guests, enter number)
Selection of Chefs choice canapes covering all main dietaries.
3 light canapés per person $23
4 light canapes per person $31
See Menus
Breakfast table $30 per person
Morning tea table $25 per person
Afternoon tea table $25 per person
The centrepiece of your event. Choose your service style then build your menu below.
04 Food Selection
Main food service.
See Menu
For canapes events this is approx. 30 mins after guest arrival for 90 - 120 mins depending on quantity. ​
We recommend including a few vegetarian, vegan, gluten free and dairy free options in case of unknown dietary needs.
Light Canapes (Minimum 20 of each selection)
Mixed Pakora with green chutney
Potato Pave
Arancini, seasonally changes
Fenugreek Chicken Filo-Ette’s
Char Siu Pork Belly Skewers
Lamb Kofta Skewers
Beef Tataki
Buttermilk Fried chicken
Fries in Individual Boats
Substantial Canapés (Minimum 20 of each selection)
Fenugreek Chicken Bao buns
Koren Tofu Bao buns
Pork Schnitzel Sliders
Crispy Chicken Sliders
Potato Rosti with Braised Brisket
Walk & Fork (Minimum 20 of each selection)
BEEF MEATBALLS
AMERICAN SLIDERS - CHEESEBURGER & FRIES
AMERICAN SLIDERS - CRISPY CHICKEN & FRIES
BAKED GNOCCHI
TANDOORI CHICKEN
FISH & CHIPS
CLASSIC ROLL STATION
GOURMET ROLL STATION
Sweet
Dessert Platter (Served 10 guests)
See Menu
See Working Menus
05 Food Selection
Late event food.
Let us know if you would like to order any food to be served later in your event (approx 1.5 - 2 hours before the end time).
See Menu
You are also free to order from our bar menu at any time during your event. See Menu
06 Food Selection
Custom food order.
06 Food Selection
Food service style.
Define how your food will be served to your guests. This will influence the flow of your event and how guests interact with food.
You may choose one approach or combine multiple styles over the course of your event.
-
Canapés — passed to guests
-
Food stations — guests serve themselves
-
Platters — placed for shared access
-
Grazing table
-
Seated service — full table service or table service, drinks served from the bar.
-
Dining Buffet — self-service with optional beverage service
07 Food Selection
Dietary requirements.
Standard response that food covers all main dietaries.
07 Food Selection
Celebratory cake.
Do you have a cake? We are happy for you to BYO from a cake supplier, but charge a $50 handling fee.
Please see our cake menu if you would like to order from us
EVENT MASTERPLAN FOOD SELECTION
EVENT RUNSHEET
FOOD SELECTION
Food On Arrival
Time
Food on arrival
The Detail
Canapes
x Cheese Platter (10 Guests)
x Antipasto Platter (10 guests)
x Manuka Smoked Salmon Platter (10 Guests)
x Chicken Platter (10 Guests)
x Wellness Platter (10 Guests)
x Oyster Platter
x Grazing Table
Dining
x 3 light canapés per person $23
x 4 light canapes per person $31
Meetings
x Breakfast table
x Morning tea table
x Afternoon tea table
0
x
x
x
x
x
x
x
x
x
x
x
x
EVENT MASTERPLAN FOOD SELECTION
EVENT RUNSHEET
FOOD SELECTION
Main Food Service
Time
Food on arrival
Canapes Selections
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
xMixed Pakora with green chutney
xPotato Pave
xArancini, seasonally changes
xFenugreek Chicken Filo-Ette’s
xChar Siu Pork Belly Skewers
xLamb Kofta Skewers
xBeef Tataki
xButtermilk Fried chicken
xFries in Individual Boats
xFenugreek Chicken Bao buns
xKoren Tofu Bao buns
xPork Schnitzel Sliders
xCrispy Chicken Sliders
xPotato Rosti with Braised Brisket
xBEEF MEATBALLS
xAMERICAN SLIDERS - CHEESEBURGER & FRIES
xAMERICAN SLIDERS - CRISPY CHICKEN & FRIES
xBAKED GNOCCHI
xTANDOORI CHICKEN
xFISH & CHIPS
xCLASSIC ROLL STATION
xGOURMET ROLL STATION
xDessert Platter (Served 10 guests)
Seated dining selections
Entree
Entree
Main Selections
Mains
Side Selections
Sides
To Finish
Dessert
Meeting / Off-Site Selections
Breakfast
Food Spend
$
Food on arrival
Food on arrival
Main food order Canapes
Main food order
Main food order
Main food order Dining
Main food order
Main food order Working Menus
Late night food
Late night food
Celebratory Cake
Celebratory Cake
Total Food Spend
Celebratory Cake
EVENT MASTERPLAN FOOD SELECTION
EVENT RUNSHEET
FOOD SELECTION
Late Event Food
Time
The Detail
x
x
x
x
x
x
x
xBowl of fries with tomato sauce
xBowl of fries with parmesan and truffle
xFries served in individual boats
xArancini (seasonal flavour changes)
xChicken Croquettes
xCroque Toastie Platter Ham & Cheese (20 Mini Croqs)
xCroque Toastie Platter Cheese & Béchamel (Vegetarian, 20 Mini Croqs)
Cost: $
Custom food order:
Food service
Food service:
Food service
Dietaries:
Dietary requirements
Food Spend
$
Food on arrival
Food on arrival
Main food order Canapes
Main food order
Main food order
Main food order Dining
Main food order
Main food order Working Menus
Late night food
Late night food
Celebratory Cake
Celebratory Cake
Total Food Spend
Celebratory Cake
08 Beverage Selection
Bar set up.
See general bar information and FAQs ​​
09 Beverage Selection
Drinks selection.
Specific Drink Items
Please let us know if you have specific wines, spirits or cocktails you would like included on the TAB.
As a dedicated private events venue we do not have an extensive drinks menu, therefore we have created a 'Big Menu' where you can pre-order from and add to your custom menu. This includes more expensive wines, champagne options including Magnums, as well as some other fun options like a Champagne Tower.
See the 'Big Menu'
​We recommend under ordering from this menu, as guests will drink a variety of drinks, alongside specific orders. They also probably wont appreciate more expensive wines later in the evening after a few drinks.
10 Beverage Selection
Bar TAB.
Please let us know whether you need a bar TAB set up and what you would like to set the limit at. Please also let us know if you require a second TAB for family or named friends.
Our team will let you know when the TAB is approaching the limit, and you will have the option to increase the limit or open the bar to guest purchases.
11 Beverage Selection
Do you want to offer a special drink on arrival to welcome guests. This might be Champagne, a signature cocktail, or another considered option. These can be served from trays at the entrance, or lined up on the bar. Let us know what you would like and the quantity of each. These are pre-billed and we treat as seperate from the bar TAB.
​
Drinks on Arrival.
12 Beverage Selection
Momentous Drink.
A momentous drink sits outside your standard beverage menu and is pre-billed.
• Champagne after speeches
• A shot at midnight
• A champagne tower in place of cake
It marks a key moment in your event
Let us know if you want to include a momentous drink(s), when it is to be served and the quantities.
11 Beverage Selection
Drinks Package.
We have 3 drinks packages that can be purchased over 2, 4 or 5.5 hours. See package details
They are made up from the most common selections. They are for a set number of hours or the maximum units (which ever is reached first).
EVENT MASTERPLAN BEVERAGE SELECTION
EVENT RUNSHEET
BEVERAGE SELECTION
Drink on arrival:
Time
Drink on arrival
Bar Set Up:
Cash bar, TAB, restricted offering, subsidised, package
Beverage selection to include:
Drinks package
Beverage types or brands included
Big Menu
Beverage for a special moment
Toast or shots during the night
BAR TAB
Bar TAB
12 Venue Set Up
Event type set up.
The event type defines how your space is organised — for guests, food, and overall flow.​
13. Vendors
Memories.
Capturing memories allows you to revisit your event.
If relevant let us know how and where you want us to set up for recording memories. We are happy for you to book vendors directly or we can book for you.
14. Vendors
Decorations
VYC has candles in candle boxes and white flower arrangements as standard.
Do you have other decorations booked? We are happy for you to book vendors directly or we can book for you.
If you have Vendors booked and require our team to meet suppliers for set up and pack out outside our standard hours, we charge a $60ph fee to cover extra time onsite.
See our Decorations Brochure
15. Vendors
Entertainment & Music
Do you have entertainment booked? If you have entertainment let us know their details and performance times.
We are happy for you to book vendors directly or we can book for you.
See our Entertainment Brochure
​
If you do not have entertainment booked, let us know if you would like background music or if you would like to email us Spotify playlists.
Click to see set up information
If there is a band or DJ - add this Disclaimer ​
Customary for the host to provide drinks to the DJ (standard of 1 alcoholic drink per hour of their set). This will be added to the bar TAB unless you advise us that you do not want to cover the DJ’s beverage
16. Vendors
Audio Visual Requirements.
17. Vendors
Lighting.
18. Set Up
Floor Plan.
A picture paints 1,000 words, and a floor plan can be is useful to ensure the set up is clear and easy to follow.
Click here for a blank floor plan and upload for the VYC team to add to the run sheet.
EVENT MASTERPLAN VENDORS & SET UP
EVENT RUNSHEET
SET UP
Event Style:
Event type set up
Event type set up
Decorations:
Memories:
Memories What Who Where Cost
Decorations - What and where
Entertainment:
Entertainment
AV Set Up:
AV Instructions
Lighting:
Lighting
Internal: All pre-arrival set up / timing information
Add what time staff are on-site for set up / tech checks.
19 Timing & Flow
Arrival.
19 Timing & Flow
Arrival.
Let us know what happens as your guests arrive at your event?
Key considerations:
Food on arrival, Drinks on arrival, Music on entry: what is playing as guests arrive? Keep it low enough for conversation. Arrival moments: photo points, guest book, or anything guests should do on entry.
Seating: will guests be seated immediately or mingle first?
20. Timing & Flow
The Main Event. Formalities
Do you have any formalities (speeches or presentations)? Let us know what you are planning and what time you would like these to happen?
​
Key considerations:
• Speeches or presentations, Cake cutting or formal moments, Cultural or traditional elements, Entertainment (DJ, band, performers, photo booth), Key moments (e.g. first dance, champagne tower) Dining flow: when guests are seated and how service is timed with formalities.
19 Timing & Flow
End Time.
Internal: All end time wrap up information
19 Timing & Flow
Post Event.
Internal: All post event pack out / pick up information.
21. Money Matters
Invoicing
Please confirm who the invoice is to be made out to including address requirements and PO number if applicable.
Click here to see invoice and payment timings
EVENT MASTERPLAN TIMING & FORMALITIES
EVENT RUNSHEET
EVENT SCHEDULE
Before Set Up / Pack In
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks. Who, what, when
Doors open
Doors Open
ARRIVAL
Guest arrival time
Arrival Time
What happens on arrival?
Music, drinks, food
THE MAIN EVENT
What happens when and who is responsible?
Music, entertainment, speeches, drinks, food timings, cutting of cake, dances
END
Last Call
Wind down half hour - lights slowly increase while music volume slowly decreases.
Conclusion
What happens at the end?
End
CONCLUDES
AFTER / PACK OUT / COLLECTIONS
Pack out / tidy up / collection of gifts
Who and when
MONEY MATTERS
$
SUMMARY OF COSTS
Venue / Location
Canapes $350
Dining $350
Meetings $100 + Black Door $75 per hour. VYC $100 per hour.
2.45pm - 8.45pm (6 hours)
Food Costs
This total is entered manually as a forced check to ensure the total food cost is calculating correctly. It then is used to calculate the balance left on the min spend.
Beverage Costs.
Decor & Styling.
Entertainment and AV Costs.
GRAND TOTAL $
GRAND TOTAL $
$
Min Food & Bev Spend (if any)
Min Spend
Food & Beverage Spend
Food & Bev Spend
Balance
Balance to met minimum spend
$
Budget
Min Spend
Food & Beverage Spend
Food & Bev Spend
Balance to met minimum spend
Balance
Invoicing Recipient / PO Number:
​
​​T&C's & Timeline
2 Weeks Prior
We invoice for all fixed costs 2 weeks prior to your event; eg booking and set up fee, security, food selection, microphone hire, any booked decorations, entertainment or DJ's.​
One Week Prior
Payment of fixed invoices is due one week prior to your event. Funds must be received before your event date to pay suppliers who have short payment terms. ​
BAR TABs
Bar TABs need to be paid at the end of your event. We accept Eftpos, Mastercard or Visa. ​
Since Covid, we are unable to accept cash ​
Invoicing is possible by prior arrangement and prior credit card security. Our payment terms are 3 working days after the invoice has been issued. ​
Minimum Spend
If a minimum spend or is not reached the balance is charged as a venue hire fee at the end of your event.
Deposit Any deposit paid to either be refunded the following week or deducted from invoice if invoiced.
All costs include GST