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.
Nzfsg Welcoming the new CEO lunch
LOGISTICS
Date:
Thursday, October 30, 2025
Guest arrival time:
12pm
End time:
3.30pm
Guest number:
60
Host / Organiser:
Nicolette
General information:
NZFSG are welcoming a new CEO to the team. This is a relaxed lunch for the team to mix, mingle, chat and get to know their new CEO.
Final confirmed numbers due Wednesday 15th of October. Food selection based on 60 guests.
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
11.30am
ARRIVAL
Guest arrival time
12pm
VYC Background music
THE MAIN EVENT
11.30am Team arrives
11.45am Doors open
11.50am Drinks on arrival poured
12pm arrival - with drinks on arrival
12.30pm - 1.30pm lunch service (canapes and walk and fork)
1.30pm - 2.30pm presentation - did you need a screen for this also?
2.30pm sweet canapés to finish
3pm last call for a 3.30pm 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.
3pm
3.30pm
None required for lunch
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
20 x Bubbles and 20 x Peroni poured on arrival (for welcome and speed of service)
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, Cider, House wines, Wines by the glass (branded), House spirits, Non-alcoholic
Drinks package (if selected):
None
BAR TAB
TBC
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 - all leaners and bar stools set up from VYC for walk and fork
Registration table at entrance
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
No extra decorations
AV Set Up:
House sound system, VYC large screen (191cm x 109cm), VYC screen in the front terrace (128cm x 77cm), Wireless microphone $129 incl GST, Second wireless microphone $129 incl GST
Lighting:
Low lighting with natural light
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
Antipasto (10 - 15 Guests)
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:
12.30pm
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)
40
320
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
40
Crispy fried chicken sliders NF
560
Potato Rosti with Braised Brisket
0
Walk & Fork
Beef Meatballs
0
Cheese burger sliders & side fries NF
560
35
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
30
Sweet Bites
300
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
85
5 orders of the Jalapeño poppers . 6 Falafel walk and fork Mediterranean Dipping plates for the vegetarian guests. Falafel, tzatziki, hummus and pearl cous cous salad $15
Food service:
Canapes service for canape items
Dietaries:
Nicolette to provide the names of the vegetarians - specially catered for.
5 vegetarian
1 vegetarian (no onion or garlic)
2 x no beef or pork
1 x GF
1 x Pescatarian
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):
3630
$
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
4808
$
300
258
3630
620
$
Min Food & Bev Spend (if any)
3500
Food & Beverage Spend
Balance to met minimum spend
-750
4250
Invoicing Recipient
Nicolette via 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
