EVENT RUNSHEET
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.
J’aimee’s 21st Birthday
LOGISTICS
Date:
Saturday, May 23, 2026
Guest arrival time:
6:30pm
End time:
12pm
Guest number:
110
Host / Organiser:
J’aimee
General information:
Girls 21st birthday.
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
4pm
Doors open
Bar set up and ready for service
6.15pm
ARRIVAL
Guest arrival time
6:30pm
Spotify
THE MAIN EVENT
6.30pm Guest arrival
Platters on arrival
Cake out of chiller
7:30pm cutting of the cake and speeches - wireless microphone hire
8pm Roll station set up
11.30pm Last call for wind down half hour
12am Conclusion
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
Cake:
Yes BYO cake
Music:
Spotify playlists (email to barcrew@vyc.co.nz). Two recommended
If Spotify playlist can be emailed to barcrew@vyc.co.nz
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
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.
11.30pm
12pm
6.15pm - 12.15am (6 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, House wines
Drinks package (if selected):
None
BAR TAB
$3,000
Please advise the host when the bar TAB reaches this amount. Option to increase the bar TAB or open the bar for guest purchases.
SET UP
Set up:
Mix and mingle with leaners dotted around the venue
Cake table in speeches area, Gift table set up at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
None
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), Wireless microphone $129 incl GST
Lighting:
Mid soft then dark and moody after formalities
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
2
Antipasto (10 - 15 Guests)
340
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
0
Oyster Platter
0
Full Grazing Table
0
Main food service order:
8pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
None
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
110
Classic Roll Station
2750
Gourmet Roll Station
0
Sweet
Sweet Platter
0
Sweet Bites
0
Late night food:
n/a
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:
Food station 'Grazing Table'
Dietaries:
1x crustacean allergy
Several Gluten free - GF rolls to be included in station.
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):
3090
$
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
3919
$
350
129
3090
50
300
$
Min Food & Bev Spend (if any)
5000
Food & Beverage Spend
Balance to met minimum spend
1910
3090
Invoicing Recipient
Rod Hawkings
146 Glenmore rd Coatesville
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
