What you need for an anniversary awards ceremony

An anniversary awards ceremony needs more than prizes and certificates. Plan supplies for guest arrival, seating, the meal, speeches, presentations and the award presentation itself. Use your confirmed guest count to calculate plates, glasses and cutlery, then add a small buffer for breakage and unexpected guests. Check deliveries at least 48 hours before the ceremony, especially prizes, certificates, microphones and presentation equipment.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Rectangular tablesqty 10
Chairsqty 90
High tablesqty 8
Reception desk
Buffet tablesqty 3
Lectern
Prize table
Coat racksqty 3

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 110
Wine glassesqty 100
Coffee spoonsqty 100
Dinner cutleryqty 100
Serving plattersqty 20

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 3
Audio mixer
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 2
Power banksqty 4

Decorations

Tableclothsqty 12
Chair coversqty 90
Anniversary banner
Balloon archesqty 2
Balloonsqty 100
Flower arrangementsqty 8
Menusqty 90
Name badgesqty 100
Table numbersqty 10
Recognition signsqty 8
Certificate holdersqty 10
Gold ribbonsqty 4

Lighting

String lightsqty 6
LED spotlightsqty 4
LED candlesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Coolersqty 4
Ice containersqty 3
Serving tongsqty 12

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still Water - 48 bottles
- Sparkling water - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini sandwiches - 180 pieces
- Wraps - 100 pieces
- Cream cheese - 3 kilos
- Hummus - 2 kilos
- Herb butter - 2 kilo
- Sliced cheese - 4 kilos
- Back ham - 3 kilos
- Smoked chicken breast - 3 kilos
- Smoked salmon - 2 kilos
- Cucumbers - 4 kilos
- Cherry tomatoes - 3 kilos
- Arugula - 1 kilo
- Olives - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilos
- Salted breadsticks - 6 bags
- Grapes - 6 kilos
- Apples - 60 pieces
- Strawberries - 4 kilos
- Mini pastries - 180 pieces
- Brownies - 120 pieces
- Whipped cream - 12 cans
- Lemon cake - 6 pieces
- Dinner rolls - 120 pieces
- Butter - 2 kilos
- Mixed salad - 8 kilos
- Pasta salad - 8 kilo
- Potato salad - 8 kilos
- Grilled Vegetables - 6 kilos
- Chicken skewers - 120 pieces
- Vegetarian vegetable skewers - 60 pieces
- Vegan falafel - 4 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Balsamic dressing - 2 liters
- Olive oil - 1 liter
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 250 gram
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 400 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 12 rolls
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles

Tips

For tableware, prepare one dinner plate, one dessert plate and one set of dinner cutlery per guest, plus 10% extra. For 100 guests, that means 110 of each item.
Plan at least two water glasses per guest for the full program, and one wine glass per wine-drinking guest. Keep 10% extra glasses available because they are often left around the room.
Allow two to three drinks per person during the first hour, then about one drink per person per hour. Buy coffee supplies for roughly one cup per guest, plus 10% extra for speakers, judges and staff.
Keep prizes and signed certificates together on the prize table, with at least one spare certificate and envelope for every award category. Confirm names and signatures no later than 48 hours before guests arrive.
Test the laptop, projector, screen, microphones, mixer, speakers and HDMI cables at the venue at least one day before the ceremony. Bring two spare HDMI cables, charged power banks and enough extension cords for the lectern and presentation area.

Frequently asked questions

What tableware do I need for an anniversary awards ceremony?: For each guest, plan one dinner plate, one dessert plate and one set of dinner cutlery. Add 10% extra; for 80 guests, prepare 88 of each. Include coffee cups, coffee spoons, water glasses and wine glasses according to your menu and drinks plan.
How many drinks should I buy for an awards ceremony?: Budget two to three drinks per guest for the first hour, followed by about one drink per person per hour. For a three-hour event with 60 guests, that is approximately 240 to 300 drinks before allowing for non-drinkers and unopened stock.
How many certificates and prizes should I prepare?: Prepare one prize and one signed certificate for every confirmed award recipient, plus at least one spare certificate per category. Check names, titles and signatures at least 48 hours before the ceremony.
When should I test the AV equipment for an awards ceremony?: Test the laptop, projector, screen, microphones, speakers, mixer and cables at the venue at least 24 hours before the event. Run through the full presentation and bring two spare HDMI cables and charged power banks.

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