01Team & Roles
Alistair Vaughan
Project Manager
Palmerston North — all phases, site lead
Warren
Driver / Logistics Lead
Auckland — site manager on-site
Logan
Delivery Lead
Auckland — logistics & delivery
Hayden Burke
Consultant
Auckland — all phases
Viarni
Sales Manager
Client relationship & sales — all phases
Vandy
Site Crew
Install & pack-out
Julius
Site Crew
Install & pack-out
Key On-Site Contact
Luke Williams — Audiology / Site Manager · 021 072 7274 · luke@audiologytouring.com
Accommodation
Organised through the event. Confirm room allocation and check-in time before departure.
Team Standards
Team Lucy's Non-Negotiables
Be relentless,
we are here to win.
we are here to win.
1Safety first — no exceptions. SWMS signed before any site works begin.
2Communication is everything. Over-communicating is never a bad idea on a remote job.
3Show up early, stay late. 5:00am departure is non-negotiable — we arrive on time.
4Respect the venue and client's space. Leave every site better than you found it.
5Know your role, own your role. No one stands around — if you're done, find the next task.
6No surprises — escalate early. If something's wrong, call it before it becomes a crisis.
7Presentation matters — full uniform, clean and sharp. We are our brand on every job.
8Protect the gear like it's yours. Drain water weights before dismantling. Peg bag per structure.
9One team, one goal. Support each other — this is a long remote job, teamwork wins it.
10Leave it better than you found it — site sign-off with client before any crew departs.
Making moments magic · lucysevents.com
02Structures Overview — Ohakune
TUE 30 JUN — MAIN BUILD
Bar Marquee — 10×30m
300 m²
Main bar marquee. Flooring + lighting. Built day 1 alongside vehicle unload.
510m² pro floorwhite flooring
WED 1 JUL — BUILD DAY 2
FOH — 6×6m
36 m²
Front of house.
Bar 2 — 5×10m
50 m²
Second bar.
VIP — 3×6m
18 m²
VIP zone.
Pro Floor — collection
510 m²
Sub-hire (Party Up). Warren collects pro floor; Hayden then collects C2 from site.
THU 2 JUL — BUILD DAY 3
Hydration — 4×4m
16 m²
Hydration station. Prepare site for Friday.
FRI 3 JUL — BUILD DAY 4
Small tents — 3 × (3×3m)
27 m²
Three 3×3m tents.
Mid tents — 4 × (3×6m)
72 m²
Four 3×6m tents.
Marquee — 6×6m
36 m²
Plus fire extinguishers + furniture. Hayden returns C2 to site.
SAT 4 JUL — SHOW DAY BUILD + HANDOVER
Marquee — 6×9m
54 m²
Built show-day morning.
Marquee — 6×12m
72 m²
Built show-day morning.
Tent — 3×3m
9 m²
Final structure before client handover.
TOTALS
All Structures
Ohakune
Marquee sqm: 690 m² | Pro floor (sub-hire): 510 m² | White flooring: per plan | Show day: Sat 4 Jul
03Pack-In, Show & Pack-Out Schedule
Schedule Progress
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DAY-BY-DAY RUN SHEET — PER JOB CARD
| Date | Phase | Task / Activity | Owner | Status | |
|---|---|---|---|---|---|
| Mon 29 Jun | Pack In | Drop off equipment from PLN | Alistair | Pending | |
| Tue 30 Jun | Pack In | Travel + 10×30m bar marquee + flooring + unload vehicles | Alistair / Warren / Logan | Pending | |
| Wed 1 Jul | Pack In | 6×6m FOH + 5×10m Bar 2 + 3×6m VIP + pro floor collection Hayden to collect C2 from site after Warren has collected pro floor | Alistair / Warren | Pending | |
| Thu 2 Jul | Pack In | 4×4m Hydration + prepare for Friday | Alistair | Pending | |
| Fri 3 Jul | Pack In | 3 × (3×3m) + 4 × (3×6m) + 6×6m + fire extinguishers + furniture Hayden to return C2 to site | Alistair / Warren | Pending | |
| Sat 4 Jul | Show Day | 6×9m + 6×12m + 3×3m + client handover | Alistair | Handover | |
| Sun 5 Jul | Pack Out | Drop all marquees + empty water weights + load | Alistair | Pending | |
| Mon 6 Jul | Pack Out | Load + travel | Alistair / Warren / Logan | Pending |
Tick checkbox to mark Complete — syncs live across all devices
04Sub-Hire, Costs & Budget Breakdown
REVENUE BREAKDOWN
| Invoice | Client | Scope | Total | % Rev |
|---|---|---|---|---|
| Marquee Invoice | Audiology | Marquee complex, flooring, lighting, infrastructure, additional 3×3 | $42,470 | 89.2% |
| Furniture Invoice | Audiology | Furniture package, bar leaners | $5,156 | 10.8% |
| TOTAL REVENUE (excl GST) | $47,626 | 100% |
Pro Floor Margin
Non-slip pro floor charged to client at $15/m² ($7,650 on 510 m²); sub-hire cost $9/m² ($4,590). Line margin $3,060.
DIRECT COSTS
| Cost Item | Qty | Rate | Total | Notes |
|---|---|---|---|---|
| Pro floor — non-slip (sub-hire, Party Up) | 510 m² | $9/m² | $4,590 | Charged to client @ $15/m². Transport to site 30 Jun. |
| Trestle tables (sub-hire, Insphire) | 60 | $11.97 | $718 | Collect + load 29 Jun |
| Sub-Hire Subtotal | $5,308 | |||
| Labour — install, delivery & pack-out | 282 hrs | mixed | $9,990 | Foreman $65 · Crew/Driver $35 |
| Labour Subtotal | 282 hrs | $9,990 | ||
| Transport & Freight | — | — | $12,400 | AKL ↔ Ohakune truck runs + staff vehicles (PLN van + trailer) |
| Accommodation | — | — | $0 | Organised through the event |
| Travel & Accom Subtotal | $12,400 | |||
| Consumables / fittings / tape | 1 | $500 | $500 | |
| Per Diems / Other | 15 | $40/day | $600 | $40 per person per day |
| TOTAL DIRECT COSTS | $28,798 | 54.3% of revenue | ||
| GROSS PROFIT | $24,219 | 45.7% GM |
05Warehouse Pack Checklist
Packed
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- MarqueeAll structures per build plan — verify qty vs job card
- Marquee weightsFill on arrival at site
- Weight covers
- Marquee tools
- Pallet jack
- Dolly
- Lighting
- Ladders
- FurnitureFurniture package — Audiology invoice
- Extra straps
- Long hook bar — AKL
- Brush and bucket
- Towels
- Hoses and connectionsFor filling water weights
- Pro floor510 m² — sub-hire (Party Up). Collected on site 1 Jul.
- White flooringOwn inventory — roll & label per structure
06Open Actions — Before Site Start
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| # | Action | Owner | Deadline | Status | |
|---|---|---|---|---|---|
| 2 | Accommodation — Alpine Motel, Ohakune. Unit 11 (3 Bed Apt) booked by Audiology. Bdrm 1: Queen · Bdrm 2: Queen · Bdrm 3: 2× Single. | Audiology | ✓ Booked | Confirmed | |
| 3 | Confirm sub-hire non-slip flooring supplier & separate delivery run to Ohakune (510m² — separate truck) | Hayden | Before 28 Jun | Pending | |
| 4 | Confirm water fill point on-site — weights must be filled on arrival (28× weights) | Logan | Before 1 Jul | Pending | |
| 5 | SWMS prepared and ready for sign-off — all crew to sign before site works begin | Hayden | Before 1 Jul | Pending | |
| 6 | Confirm on-call standby crew for Fri–Sun event days (1 crew minimum on-site) | Logan | Before 3 Jul | TBC |