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.
SiteHive Horizons 2026
LOGISTICS
Date:
Wednesday, June 3, 2026
Guest arrival time:
5pm
End time:
9.30pm
Guest number:
35
Host / Organiser:
Paul and Jessie +64 021 2468 498
General information:
Its a product launch, with a presentation for the first 60-75 mins, then networking drinks and food
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
2.30pm
Doors open
Bar set up and ready for service
4.45pm
ARRIVAL
Guest arrival time
5pm
Background music
THE MAIN EVENT
15:30 "SiteHive event lead arrives at venue,
check the pre-event checklist and ensure everything is ready
Team briefing: bar/floor staff.
16:30 Other SiteHive people arrive
16:40 Plugs in presentation & runs AV and tech test
16:45 Audience setup and catering is ready
16:45 Welcome desk and staff ready for first guests
17:00 First guests arrive, Drinks starts
17:25 VYC staff pour drinks and display food platters in the room before the presentation starts
17:30 Presentation begins
18:45 Q&A begins - food gets prepared to be served at 19:00
19:00 "Presentation ends/Food service starts
20:00ish Drinks package ends - bar tab opens
21:00ish Event ends - pack down
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.
9pm
9.30pm
4.45pm - 9.45pm (5 hours)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
None, pre-pour Peroni for speed of service.
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, Bottled beer, House wines, Wines by the glass (branded), Wines by the bottle (branded excludes House Wines)
Drinks package (if selected):
None
BAR TAB
$1,000
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
Registration table at entrance, Privacy Curtains (Black Sheers over the windows) ideal for presentations
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
We'll be bringing some banners, but will need 2 trestle tables to display merch.
AV Set Up:
VYC large screen (191cm x 109cm), VYC screen in the front terrace (128cm x 77cm), Wireless microphone $129 incl GST
Lighting:
Roll with staff settings
FOOD selection
Food on arrival:
$
Cheeseboard (10 - 15 Guests)
0
1
Antipasto (10 - 15 Guests)
170
1
Manuka Salmon Platter (10-15 Guests)
0
Chicken Platter (10 - 15 Guests)
180
Oyster Platter
0
Full Grazing Table
0
Main food service order:
7pm
Wellness Platter (10 - 15 Guests)
0
Food package (if selected):
0
Smaller Canapes
20
160
Potato Pave, NGA, Vegetarian
0
Mixed Pakora with Green Chutney (Vegan)
20
160
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
20
Crispy fried chicken sliders NF
280
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:
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:
N/A
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):
950
$
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
1679
$
350
129
950
250
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
-950
950
Invoicing Recipient
​​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
