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EVENT RUNSHEET
Simplified Sample and explanation only
Speakers Nz Ltd launch party
Date:
Wednesday, April 15, 2026
Guest arrival time:
5.30
Guest number:
50
Set up:
Mix and mingle set up with bar leaners dotted around the venue. Set up also includes other requirements e.g. cake table, registration table, coat check.
VENUE SET UP
Decorations:
VYC candles & flowers
You are welcome to book any decorations directly from local suppliers, or we can arrange for you. Our run sheet lists all decorations and where they are to be set up in the venue.
Lighting:
As our events have full exclusivity we ask our hosts to choose how they want the venue lighting for their event. Most choose soft lighting for evening events.
AV Set Up:
The run sheet details AV requirements from the venue and external suppliers and where in the venue any AV needs to be set up.
EVENT SCHEDULE
Set up time / Pack In
Staff onsite for set up; Decorators, DJ, Entertainment, Host checks
Please advise if you require additional set up time
2.5 hours before arrival
Doors open
Bar set up and ready for service
15 mins before arrival
ARRIVAL
Guest arrival time
5.30
FORMALITIES:
Platters out on arrival
30 mins after arrival canapés service
Speeches and formalities
Possible late night food service.
If there are formalities we recommend no ice drinks to be served and AC turned off to minimise disruption
MUSIC:
This is where we detail your music selection from arrival to end. Spotify playlists, DJ, Live music or a combination
CONCLUSION
No event should abruptly end. 30 mins before your end time we start the wind down half hour.
Last call for last drinks order
Lights slowly increase while music volume slowly decreases.
CLOSE (30 mins after last call)
PACK OUT
If required we schedule pack out either at close or 1pm the following day. For events on a Saturday 1pm the following Tuesday.
7.30
SECURITY BOOKED:
15 mins before arrival and 15mins after close.
Not necessary during daytime events.
FOODClick Eye to see the Menu
Food on arrival:
Some hosts add some platters on arrival as a welcoming generous gesture.
Main canapes service
The run sheet lists the canapes chosen, along with spend and portioning as a guide to ensure you don't order to little or too much.
LATE EVENT FOOD SERVICE
Many hosts get a later round of food for alcohol absorption, based on duration and anticipated drinking.
DESSERT
We have sweet and savoury canapés
Food & Beverage Service:
Canapés can be served at a food station or handed around by our floor team.
Dietaries
EVENT COSTS
$
Food & Beverage
Food Selection
1000
0
BYO Cake fee
Estimated Bar Spend
- Units at average drinks price of $13
1300
- Estimated Number of drink units
100
- Estimated Bar Spend if Subsidised 50/50 Host and Guest.
650
Min Food & Bev Spend
Black Door $2,000
VYC Sunday to Thursday $3,500
VYC Friday and Saturday's $5,000
No minimum for weekday meetings
Venue Costs
Booking and set up fee
350
Event extension $300 per hour over 5.5 hours
Security if applicable
150
Extras
Wireless microphone hire
129
862.5
DJ (Based on a 3 hour set)
Photo booth (Based on 4 hours)
0
Decorations
0
Balloon Garland (Based on 3m)
Shimmer Wall
0
Light up numbers
0
TOTAL $
Based on covering the full bar TAB.
Based on open cash bar
3766.5
2466.5
Contact
Address
108 Custom Street West
Viaduct Harbour
(next to Sierra Cafe on Custom Street)
Email: info@vyc.co.nz
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"Life is not measured by the number of breaths we take, but by the moments that take our breath away"
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