EVENT RUNSHEET
1
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.
Carolyn Test Canape runsheet
LOGISTICS
Date:
Thursday, June 18, 2026
Guest arrival time:
3pm
End time:
5pm
Guest number:
30
Host / Organiser:
carolyn
General information:
test
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
1pm
Doors open
Bar set up and ready for service
2.45pm
ARRIVAL
Guest arrival time
3pm
DJ
THE MAIN EVENT
None at this stage
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Direct booked DJ (VYC XLR connection. Black Door RCA connection)
If Spotify playlist can be emailed to barcrew@vyc.co.nz
DJ starting at 3pm
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.
4.30pm
5pm
not needed
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
not needed
Bar Set Up:
Bar TAB with reduced bar offering
not needed
Beverage selection to include:
Bottled beer, House wines, House spirits
not needed
Drinks package (if selected):
Not needed
BAR TAB
5000
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:
Registration table at entrance, Cake table in speeches area, Gift table set up at entrance, DJ table, Staffed coat check $250, Wheel chair access (VYC only)
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
arriving at 2pm
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Wireless microphone $129 incl GST
Lighting:
Roll with staff settings
FOOD selection
Food on arrival:
$
1
Cheeseboard (10 - 15 Guests)
170
1
Antipasto (10 - 15 Guests)
170
1
1
Manuka Salmon Platter (10-15 Guests)
190
Chicken Platter (10 - 15 Guests)
180
1
Oyster Platter
85
1
Full Grazing Table
25
Main food service order:
1
Wellness Platter (10 - 15 Guests)
180
Food package (if selected):
0
Smaller Canapes
1
8
Potato Pave, NGA, Vegetarian
1
8
Mixed Pakora with Green Chutney (Vegan)
1
1
8
Arancini (seasonal flavour changes) NGA
9.5
Fenugreek Chicken Filo-Ette’s
8.5
1
Char Siu Pork Belly Skewers (Dairy free)
1
8.5
Beef Tataki
1
Buttermilk Fried Chicken
7.5
1
Lamb Kofta Skewers
9
1
Fries in individual boats
6
Substantial Canapes
1
Fenugreek Chicken Bao buns
14
1
Pork Schnitzel Sliders
14
1
Korean Tofu Bao buns
14
1
Crispy fried chicken sliders NF
14
1
Potato Rosti with Braised Brisket
14
Walk & Fork
1
Beef Meatballs
15
Cheese burger sliders & side fries NF
16
1
1
Crispy chicken sliders & side fries NF
16
1
Slow roasted tomato, spinach and mushroom Gnocchi NGA
15
1
Tandori Chicken
20
1
Fish & Chips
17
Casual Grazing
1
Classic Roll Station
25
1
Gourmet Roll Station
35
Sweet
1
Sweet Platter
150
Sweet Bites
0
Late night food:
1
1
1
1
1
Fries served in individual boats
6
Bowl of Fries served with tomato sauce
15
Parmesan Truffle Fries
17
Arancini (seasonal flavour changes)
8.5
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
60
1
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
60
Food order outside standard menu
Food service:
Canapes service for canape items
Dietaries:
test
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):
1626
$
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
2405
$
350
129
1626
50
0
0
0
0
250
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
-1626
1626
Invoicing Recipient
Carolyn
​​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
