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EVENT RUNSHEET
Simplified Sample and explanation only
Preeti
Date:
Friday, November 21, 2025
Guest arrival time:
Guest number:
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
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.
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
When ordering we ensure there is not only food to cover dietaries but back up items for guests dietary requirements that become evident during the event.
BEVERAGE
Complimentary water available, set up on the bar
Drink on arrival:
We offer a range of arrival drinks that are either lined up on the bar or served from trays at the entrance.
Bar Set Up:
You can have a full open cash bar
Bar TAB with the full bar offering
Bar TAB with reduced offering - the most popular set up
Subsidised drinks where the host pays half and the guest pays half.
We create a custom menu for every event so guests know what is included and their prices.
Beverage Selection to include:
Hosts can restrict what is included from the bar.
The most popular combination is Beer, House Wines, Cider, House spirits and non-alcoholic drinks.
Outside our standard menu offering we can also arrange to pre-order certain drinks. This has typically been specific beer brands, PALs and non-alcoholic beer / wines.
BAR TAB
Our team can set up a bar TAB limit, and the host can choose to increase the limit or open the car for guest purchases.
EVENT COSTS
$
Food & Beverage
Food Selection
0
0
BYO Cake fee
Estimated Bar Spend
- Units at average drinks price of $13
0
- Estimated Number of drink units
0
- Estimated Bar Spend if Subsidised 50/50 Host and Guest.
0
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
Security if applicable
50
Extras
Wireless microphone hire
0
0
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
375
375
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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