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.
Cultivate - Woman in Finance
LOGISTICS
Date:
Friday, June 12, 2026
Guest arrival time:
12pm
End time:
2.00pm
Guest number:
55
Host / Organiser:
Rachel and Trina
General information:
Women In Finance lunch, and the 7th we have had the pleasure to host at VYC. We are delighted to be hosting again, and to see the growing popularity in this event.
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
10am
Doors open
Bar set up and ready for service
11.45pm
ARRIVAL
Guest arrival time
12pm
THE MAIN EVENT
12pm – food ready on arrival & bar open
12:20pm – formalities
2.00pm - pack out
5 x BANQUET TABLE/ LINEN
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.
2.00pm
2.00pm
NA
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
juice & soft drinks, Alcohol bar service throughout, Cash bar for alcohol. Non - alcoholic drinks on TAB
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Non-alcoholic only
Juice & soft drinks, Alcohol bar service throughout, Cash bar for alcohol. Non - alcoholic drinks on TAB
Drinks package (if selected):
BAR TAB
discuss with rachel on arrival
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:
Low & leaner cabaret seating facing speaker "1 x high leaner and a stool for the presenter (only one presenter at a time) in front of the small Terrace TV. Some leaners dotted around the bar area for mingling. Seating set up for 60 - catering for 50. Food station set up on the large table in the Oar area with food labels for allergens. "
Registration table at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
AV Set Up:
House sound system, VYC large screen (191cm x 109cm)
Lighting:
Roll with staff settings
FOOD selection
Food on arrival:
$
0
Cheeseboard (10 - 15 Guests)
0
0
Antipasto (10 - 15 Guests)
0
0
0
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
0
Oyster Platter
0
55
Full Grazing Table
1375
Main food service order:
12.00pm
0
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
Smaller Canapes
0
0
Potato Pave, NGA, Vegetarian
0
0
Mixed Pakora with Green Chutney (Vegan)
0
0
0
Arancini (seasonal flavour changes) NGA
0
Fenugreek Chicken Filo-Ette’s
0
0
Char Siu Pork Belly Skewers (Dairy free)
0
0
Beef Tataki
0
Buttermilk Fried Chicken
0
0
Lamb Kofta Skewers
0
0
Fries in individual boats
0
Substantial Canapes
0
Fenugreek Chicken Bao buns
0
0
Pork Schnitzel Sliders
0
0
Korean Tofu Bao buns
0
0
Crispy fried chicken sliders NF
0
0
Potato Rosti with Braised Brisket
0
Walk & Fork
0
Beef Meatballs
0
Cheese burger sliders & side fries NF
0
0
0
Crispy chicken sliders & side fries NF
0
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
0
Tandori Chicken
0
0
Fish & Chips
0
Casual Grazing
0
Classic Roll Station
0
0
Gourmet Roll Station
0
Sweet
0
Sweet Platter
0
Sweet Bites
0
Late night food:
Fries served in individual boats
Error: #VALUE!
Bowl of Fries served with tomato sauce
Error: #VALUE!
Parmesan Truffle Fries
Error: #VALUE!
Arancini (seasonal flavour changes)
Error: #VALUE!
Chicken Croquettes
0
Mini Croq Platter Ham & Cheese (20 Mini Croqs)
Error: #VALUE!
Mini Croq Platter Cheese Vegetarian (20 Mini Croqs)
Error: #VALUE!
Food order outside standard menu
Food service:
Dietaries:
55x Afternoon tea Grazing table.
Special request: last time sandwiches and wraps - can these and any other larger items be cut into smaller sizes.
Dietaries:
Vegan, Vegetarian, GF and DF - table to have dietaries seperate and labelled
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):
1375
$
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
1804
$
300
129
1375
0
0
0
0
0
0
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
-1375
1375
Invoicing Recipient
Rachel as per email
​​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
