EVENT RUNSHEET
2
Run sheet #:
This plan outlines set up, timing, service flow, food and beverage, and key decisions required to deliver the event smoothly, providing clarity from planning through to on-day delivery.
Asteron Day 2 - Go-live Celebration
LOGISTICS
Date:
Tuesday, June 2, 2026
Guest arrival time:
4:00pm
End time:
8pm
Guest number:
93
Host / Organiser:
Joel Nasmith and Matt Kuti. VYC Contact Jo McCauly
General information:
Event details:
• Date: 2nd June
• Guest numbers: 87
• Format: Standing cocktail event
Key requirements:
• In house canapés / light food
Allergy-safe, vegetarian/vegan, cultural (incl. halal/no pork), and healthy options with clear labelling
• Drinks package (beer and wine)
• DJ
• Microphone and sound system suitable for short speeches
• Budget: NZD 20,000, inclusive
EVENT SCHEDULE
BEFORE EVENT - SET UP / PACK IN
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
2pm
Doors open
Bar set up and ready for service
4pm
ARRIVAL
Guest arrival time
4:00pm
VYC Background music
THE MAIN EVENT
4:00pm Doors open
4:00pm Guest arrival
Background music on arrival, platters out on arrival
4:30pm Canapés service part 1
5pm DJ set starts through to conclusion (stopping for speeches)
No food service, or ice drinks during service. AC off for speeches.
5.30pm Speeches (3 speakers for total of 20 mins)
6:00pm Canapés service part 2
7.30pm Last call, soft wind down
8pm 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
If Spotify playlist can be emailed to barcrew@vyc.co.nz
END
Last Call
Last call for last drinks order
Wind down half hour - lights slowly increase while music volume slowly decreases.
Concludes (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)
AFTER / PACK OUT / COLLECTIONS
At close or the following day. For events on a Saturday 1pm the following Tuesday. Next day times to be arranged based on event bookings.
7.30pm
8pm
3.45pm - 8.15pm (4.5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None, but Peroni and Prosecco pre-poured for speed of service on arrival.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, House spirits, Non alcoholic
Drinks package (if selected):
House Drinks Set - 4 hours $89 (average of 6.4 drinks per guest)
BAR TAB
Drinks package
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
SET UP
Set up:
Mix & mingle with bar leaners dotted around the venue
Registration table at entrance, DJ table
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system, Wireless microphone $129 incl GST
Lighting:
Mid soft then dark and moody after formalities, Roll with staff settings
FOOD selection
Food on arrival:
$
0
Cheeseboard (10 - 15 Guests)
0
0
Antipasto (10 - 15 Guests)
0
0
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
4.30pm
0
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
5115
The Bouge $75pp
Smaller Canapes
0
Potato Pave, NGA, Vegetarian
0
Mixed Pakora with Green Chutney (Vegan)
0
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
Char Siu Pork Belly Skewers (Dairy free)
0
Beef Tataki
Buttermilk Fried Chicken
0
Lamb Kofta Skewers
0
Fries in individual boats
0
Substantial Canapes
Fenugreek Chicken Bao buns
0
Pork Schnitzel Sliders
0
Korean Tofu Bao buns
0
Crispy fried chicken sliders NF
0
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
0
Crispy chicken sliders & side fries NF
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
Tandori Chicken
0
Fish & Chips
0
Casual Grazing
Classic Roll Station
0
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
6.30pm
Fries served in individual boats
0
Bowl of Fries served with tomato sauce
0
Parmesan Truffle Fries
0
Arancini (seasonal flavour changes)
0
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
0
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
0
Food order outside standard menu
Food service:
Canapes service for canape items, Food station 'Grazing Table'
Dietaries:
Please ensure options are available for common dietary requirements including vegetarian, vegan, gluten-free, dairy-free, nut allergies, seafood allergies, and other intolerances. Trays to include dietaries to serve requirements at service.
Vegetarian: 4
Gluten free: 2
No pork or beef: 1
No sushi or pickled ginger: 1
No seafood: 3
Low FODMAP: 2
No dietary requirements: 80
Total: 93
Arancini Index:
EXCLUDES Custom Menu items.
Scale
Snack size 3 -5, Over main meal 7 - 9, Generous portions / cover catered 10 - 20.
Food Spend (invoiced):
6975
$
INVOICING DETAILS
Invoicing Details
Booking & Set Up Fee
Microphone hire
Food Selection
BYO Cake Fee
Drinks on arrival
Pre-ordered drinks
Decorations
Entertainment / AV
Security
TOTAL FIXED COST INVOICE
16818.5
$
350
129
6975
8277
862.5
225
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
-11752
15252
Invoicing Recipient
Send invoice to campbell.walker@resolutionlife.com.au and Matt.Kuti@resolutionlife.com.au.
Address to:
Resolution Life Services NZ Limited
125 Queen Street
Auckland Central
Auckland 1010
NEW ZEALAND
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 AMEX, 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
