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.
Vanessa's 50th Birthday party
LOGISTICS
Date:
Saturday, June 20, 2026
Guest arrival time:
7:00pm
End time:
12:30
Guest number:
40
Host / Organiser:
Vanessa Handley 02102704685
General information:
This is a gathering of friends (around 40) to celebrate my 50th birthday. Drinks and nibbles. I will be providing fake IDs of our 18 year old selves.
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
4.00pm
Doors open
Bar set up and ready for service
6.45pm
ARRIVAL
Guest arrival time
7:00pm
6.45pm
THE MAIN EVENT
Will probably do a cake at some point after the food.
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
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.
12.00am
12:30
6.45pm - 12.45am (6hrs)
SECURITY BOOKED:
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival (pre-billed):
40 x Berry Spritz
Bar Set Up:
Bar TAB with reduced bar offering
Beverage selection to include:
Tap beer, House wines, House spirits, Winter White Sangria Special $11 per glass, Mini Spritz cocktails $16
Drinks package (if selected):
BAR TAB
$1000 for general guests
$100 for Ric and Vanessa (hosts)
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:
Cake table in speeches area
Decorations:
VYC candles & flowers
The team are onsite for set up as per the event schedule below.
Do you have anything we can put photos on? ie a large cork board or can we put them on the wall?
AV Set Up:
House sound system
Lighting:
Mid soft, Mid soft then dark and moody after formalities
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
0
Full Grazing Table
0
Main food service order:
7.15pm
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)
20
0
160
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
20
Lamb Kofta Skewers
180
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
20
Crispy chicken sliders & side fries NF
320
0
Slow roasted tomato, spinach and mushroom Gnocchi NGA
0
0
Tandori Chicken
0
20
Fish & Chips
340
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
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:
NA
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):
1000
$
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
2290
$
300
0
1000
50
640
0
0
0
300
$
Min Food & Bev Spend (if any)
Food & Beverage Spend
Balance to met minimum spend
-1640
1640
Invoicing Recipient
Vanessa Handley
17 Tagor Street, Auckland 0602
​​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
