01Team & Roles
Hayden Burke
Project Manager
Auckland — On-site all phases
Warren
Driver / Logistics Lead
Auckland — Pre-pack, delivery runs
Logan
Delivery Lead
Auckland — On-site Tue 5–Thu 7 May
Alistair
Ops / Delivery Lead
Palmerston North — On-site Tue 5–Sat 9 May
Viarni
Styling / Admin
Drives across Tue 12 May — fragile styling
Julis / Vandy
Crew (Day Only)
On-site Wed 6 May only
Offsider (TBC)
Warren Offsider
Furniture truck runs
Extra Staff TBC
Additional Crew
Flooring — Fri 8 May
Accommodation
Raglan Holiday Park, 61 Marine Parade, Raglan. Ph: (07) 825 8283. Office hours: Mon–Thu 8:30am–6pm, Fri–Sat 8:30am–7pm (winter hours from 1 May). Confirm early morning kitchen access before Tue 5 May.
01BKey Contacts — On-Site
EUPHORIA GROUP — CLIENT / FURNITURE
WSL — TO BE ADDED
WSL contacts to be added — send through names, roles and numbers.
JOB DOCUMENTS — GOOGLE DRIVE
WSL Raglan — Job Documents
Site maps, run sheets, contracts, drawings
Team Standards
Team Lucy's Non-Negotiables
Be relentless,
we are here to win.
we are here to win.
1
We are our brand. How we behave, dress and make others feel — both in our space and on jobs — is paramount to our success.
2
Nothing is ever perfect. We need to be constantly striving for better.
3
Communication is always KEY. Over communicating is very rarely a bad idea.
4
Never let down your team. Arrive on time, every time, full uniform, and a positive attitude.
5
Experience is everything. Remember that in every step of your journey with a client.
6
Always look to innovate and improve.
7
Never judge anyone. You never know what they could be going through.
8
Aim higher than yesterday.
9
Celebrate the wins! When constantly pushing to achieve the next goal, we need to celebrate our wins in the journey along the way.
10
Have fun! Enjoy what you do!
Making moments magic · lucysevents.com
02Structures Overview
Judges — 12×15m
180 m²
33m white walls (back, left + 2x camera). Glass walls: 12m front + 5m office. Glass door 2m×1m. Internal walls + gable. WSL gable faces ocean, NZ gable faces venue. Interlock underlay + carpet.
180m² white180m² carpet
⚖️ 6 × 1T water weights. Fill Tue 5 May.
Retail — 9×12m
108 m²
30m white walls. Glass front + glass door. Interlock underlay + carpet.
108m² white108m² carpet
Broadcast / Host — 6×6m
36 m²
White pavilion. White walls. Glass front gable. Door located back RH on long side. Interlock underlay + carpet.
36m² white36m² carpet
⚖️ 4 × 1T water weights. Fill Tue 5 May.
Third Party — 6×3m
18 m²
White pavilion. White walls. Ply + interlock underlay + carpet.
18m² white18m² ply18m² carpet
Staff Tent — 6×9m
54 m²
White pavilion. 30m white walls. Clear gable. Ply flooring only.
54m² ply
I-SEA — 6×3m
18 m²
White pavilion with walls. Ply + carpet flooring.
18m² ply18m² carpet
BOH Ops — 3×6m (×2 springtops)
18 m² / LIRI 3m gutter
Interlock white flooring only.
18m² white
Airfield Staff Base — 3×6m (×2 springtops)
18 m² / GS gutter
No walls. Interlock white flooring.
18m² white
Carparking 1 — 6×3m
GS white roof + gable only
No walls, no flooring. Pegged.
Carparking 2 — 6×3m
GS white roof + gable only
No walls, no flooring. Pegged.
Venue Bus Shelter — 9×3m
27 m²
White pavilion. No walls, no flooring.
2-Storey Structure
Sub-hire (Event Works)
Full pass-through. Event Works supply + install. 600m² carpet. $10,500 fixed cost.
600m² carpet
Stage
Carpet only
Carpet supply only. 18m².
18m² carpet
Flooring Totals
All structures combined
Ply: 90m² | White (underlay): 378m² | Carpet: 996m²
03Pack-In Schedule — Day by Day
Schedule Progress
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PRE-PACK — AUCKLAND WAREHOUSE
| Date | Task | Who | Status | |
|---|---|---|---|---|
| Wk 28 Apr | Picking and packing — all gear for Raglan job | Warren + Hayden | In Progress | |
| Fri 1 May | Collect crate from EMPIRE ELEC | Logan | Pending | |
| Mon 4 May | Collect printed gables from Juggernaut Parnell — confirm print ready before collection | Warren + Hayden | Pending | |
| Mon 4 May | Delivery of gear to site — all 6m gear in 650 Truck | Warren + Offsider | Pending |
WEEK 1 — ON-SITE INSTALLATION (5–9 MAY)
| Date | Task | Who | Accom | Status | |
|---|---|---|---|---|---|
| Tue 5 May | MARQUEE — Judges 12×15m 5am team travel. Start on 12m structure. | Warren, Hayden, Alistair, Logan | HP ✓ | Pending | |
| Tue 5 May | TWO STOREY CARPET | Warren, Hayden, Alistair, Logan | Overnight | Pending | |
| Wed 6 May | MARQUEE — Retail 9×12m, Third Party 6×6m, Broadcast 6×3m 7am on-site start | Warren, Hayden, Alistair, Logan, Julis, Vandy | HP ✓ | Pending | |
| Wed 6 May | MARQUEE — BOH 6×3m (2× springtops) | As above | Overnight | Pending | |
| Thu 7 May | MARQUEE — Staff Tent 6×9m, I-SEA 6×3m 7am on-site start | Warren, Hayden, Alistair, Logan | HP ✓ | Pending | |
| Thu 7 May | MARQUEE — Glass installs (Retail → Broadcast → Judges) | Warren, Hayden, Alistair, Logan | — | Pending | |
| Thu 7 May | MARQUEE — Venue Bus Shelter 9×3m | Warren, Hayden, Alistair, Logan | Overnight | Pending | |
| Fri 8 May | FLOORING — Ply (Staff Tent, Retail, I-SEA) | Alistair, Hayden + Extra Staff | HP | Pending | |
| Fri 8 May | FLOORING — White Underlay (Host Set, Judges, Third Party) | Alistair, Hayden | — | Pending | |
| Fri 8 May | FLOORING — Start Judges carpet | Alistair, Hayden | — | Pending | |
| Fri 8 May | WALLING — Judges structure | Alistair, Hayden | Overnight | Pending | |
| Sat 9 May | Carpark Marquees + Airfield Staff | Alistair, Hayden | HP | Pending | |
| Sat 9 May | MISC — punch list items | Alistair, Hayden | — | Pending | |
| Sat 9 May | FURNITURE — Lucy's first load delivered to site | Warren + Offsider | — | Pending | |
| Sun 10 May | FURNITURE — Lucy's first load (continued / confirm) | TBC | — | Pending |
WEEK 2 — FURNITURE, SUB-HIRE & STYLING (11–12 MAY)
| Date | Task | Who / Contact | Status |
|---|
COLLECTIONS — MON 11 MAY
| Collection | Address | Note | Status | |
|---|---|---|---|---|
| SUBHIRE — Office Chairs MR Rental — Location 1 | Unit 15c, 518 Buckland Road, Buckland | MUST BE 10AM — SOMEONE IS MEETING YOU THERE | 10AM SHARP | |
| SUBHIRE — Office Chairs (cont.) MR Rental — Location 2 | 3 Goldfield, Wairau | Go before or after 10am collection above | Arrange Time | |
| SUBHIRE — Trestles + Fridges + Freezer + Picket Fences Insphire Hire | 2 Civil Place, Rosedale | ARRANGE A TIME — Note: 3 large fridges on it | Arrange Time | |
| SUBHIRE — Pro Floor Auckland Marquees | Auckland Marquees | Collect Friday 8th so it can go down with furniture truck | Fri 8 May |
WEEK 2 — FURNITURE & STYLING (12 MAY)
| Date | Task | Who | Status | |
|---|---|---|---|---|
| Tue 12 May | FURNITURE — Sub-hire + Hancocks delivery to site | Warren + Offsider | Scheduled | |
| Tue 12 May | STYLING — Viarni drives across with fragile styling Plants, pots, cushions, VIP set-up. | Viarni + Hayden | In Progress |
Tick checkbox to mark Complete — syncs live across all devices
04Sub-Hire, Procurement & Critical Actions
| Item | Supplier | Cost | Action / Notes | Status | |
|---|---|---|---|---|---|
| 2-Storey Carpet — Supply + Install | Event Works | $10,500 | Full pass-through. | Confirmed | |
| Printed Gables | Juggernaut Parnell | $4,680 | Collect Mon 4 May. Confirm print ready first. | Pending | |
| Glass Hire | TBC | $4,920 | Confirm supplier and delivery schedule. | Pending | |
| Office Chairs (14×) | MR Rental | Sub-hire | Mon 11 May @ 10am SHARP | 10AM Fixed | |
| Trestles 1.8m (63×), Fridges (3×), Freezer (1×) | Insphire Hire | Sub-hire | 2 Civil Place, Rosedale. Arrange collection time Mon 11 May. | Arrange | |
| Drafting Stools x3 | Hancocks | $679 | Included in Tue 12 May Hancocks delivery. Sub-hire — not a warehouse pack item. | Sub-hire | |
| Pro Floor (18m²) | Auckland Marquees | Sub-hire | Collect Fri 8 May. Goes down with furniture truck Sat. | Action | |
| Fire Extinguishers (17×) | Bunnings | ~$370 | 1kg Defenda units. Hayden to buy. | Hayden Buy | |
| Green Exit Signs (10×) | TBC | — | Non-illuminated OK. Hayden to buy. | Hayden Buy | |
| Fire Extinguisher Signs (3×) | TBC | — | Hayden to buy. | Hayden Buy | |
| Hancocks Items | Hancocks | $3,286 | Confirm invoice. Delivery Tue 12 May. | Confirm Inv | |
| Water Weights — 1T (×10) | Scaf Pro | Incl. | 6× Judges + 4× Broadcast. Fill Tue 5 May. | Confirmed |
05Extra Load List — Warehouse Pack Checklist
Packed
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- Trestle 1.8mQTY: 63 — confirm loaded
- Double Door Fridge (Glass 1000L)QTY: 3 — incl lead, plug, clips, shelves
- Chest Freezer 200LQTY: 1
- Office ChairsQTY: 14 — collect from MR Rental Mon 11 May 10am
- Fire ExtinguishersQTY: 17 — BUY from Bunnings before pack
- Green Exit SignsQTY: 10 — non-illuminated OK. Hayden to buy.
- Fire Extinguisher SignsQTY: 3 — Hayden to buy.
- 1.2m Plastic TrestlesQTY: 2
- Picket Fences (1.8m)QTY: 17
- RugsQTY: 4 — pick the clean ones!!
- Kmart Cube ShelvesQTY: 3
- Kmart Scandi ShelvesQTY: 2
- Pro FloorQTY: 18m² — collect from Auckland Marquees Fri 8 May
06Open Actions — Before Site Start
| # | Action | Owner | Deadline | Status | |
|---|---|---|---|---|---|
| 1 | Buy 17× fire extinguishers (Bunnings — 1kg Defenda) | Hayden | Before Mon 4 | Critical | |
| 2 | Buy 10× green exit signs + 3× fire extinguisher signs | Hayden | Before Mon 4 | Critical | |
| 3 | Arrange collection time with Insphire (trestles, fridges, freezer) | Warren | ASAP | Critical | |
| 4 | Confirm Retail Deck status with Stage Set — Mon AM | Hayden | Mon 5 May AM | Pending | |
| 5 | Confirm glass hire supplier + delivery schedule | Hayden | Before Tue 5 | Pending | |
| 6 | Confirm Juggernaut gables print-ready before Mon 4 collection | Hayden | Fri 2 May | Pending | |
| 7 | Collect Pro Floor from Auckland Marquees | Warren | Fri 8 May | Pending | |
| 8 | Confirm accommodation nights and cost per person for P&L | Hayden | Pre-close | Finance | |
| 9 | Confirm Hancocks invoice received and matches scope | Hayden / Viarni | Pre-close | Finance | |
| 10 | Close Juggernaut gables invoice — reconcile vs $4,680 budget | Hayden | Post-event | Finance | |
| 11 | Confirm Viarni sourcing/styling charge ($2,826) — cost-in or margin? | Hayden | Pre-close | Finance | |
| 12 | Picket fences — confirm source for 17 × 1.8m | Hayden | Before Mon 4 | Confirm |
Tick to complete — tap status badge to cycle Pending → In Progress → Done
0 / 12 done