Award ceremony checklist: what to arrange and when

An award ceremony depends on more than trophies and a stage. You need a clear sequence for nominations, judging, invitations, catering, presentations and the running order. Start by fixing the date and venue, then allow enough time for judges to assess entries and suppliers to confirm the practical details. Use the checklist to keep registrations, dietary requirements, equipment, table settings and the final rehearsal under control.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Define award categories
3 people
Confirm judges
2 people
Compile the nominees list
3 people
Set evaluation criteria
3 people
Collect nominations
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Book host
2 people
Assemble the music playlist
2 people
Create the program and schedule
3 people
Book catering
2 people
Reserve furniture
2 people
Reserve audio equipment
2 people
Order trophies
2 people
Prepare name badges
2 people
Collect presentations
2 people
Keep winners secret
2 people
Rehearse the awards ceremony
4 people
Create final guest list
2 people
Confirm catering details
2 people
Check the shopping list
2 people
Do the shopping
2 people
Check trophies
2 people
Sort prize envelopes
2 people
Sort name badges
2 people
Open venue
2 people
Receive deliveries
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up stage and lectern
4 people
Hang up decorations
3 people
Display trophies
2 people
Set up the cloakroom
2 people
Connect the audio equipment
2 people
Test the lighting
2 people
Test presentations
2 people
Test microphones
2 people
Set up catering
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Briefing for reception team
4 people
Brief the host
2 people

Event

Welcome guests
4 people
Register attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve snacks
4 people
Refill drinks
2 people
Guide guests to the hall
2 people
Open ceremony
Present nominees
2 people
Present awards
3 people
Photograph the winners
2 people
Serve break drinks
3 people
Open the buffet
2 people
Serve the buffet
5 people
Clear tables
3 people
Serve dessert
3 people
Facilitate the networking session
2 people
Refill coffee and tea
2 people
Announce the final round
See off guests
3 people

Aftercare

Collect lost and found items
2 people
Wash dishes
3 people
Collect waste
3 people
Switch off equipment
2 people
Remove decorations
3 people
Put furniture back
4 people
Clean the kitchen
3 people
Clean the room
3 people
Check toilets
2 people
Set out supplier materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Archive photos and files
2 people
Send thank-you messages
2 people
Inform winners
2 people
Publish price list
2 people

What to bring

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

Furniture

Stage
Lectern
Reception tablesqty 4
Round tablesqty 12
Chairsqty 140
Buffet tablesqty 6
Registration desk
Coat racksqty 4
Bar stoolsqty 8

Tableware

Wine glassesqty 160
Water glassesqty 160
Champagne glassesqty 140
Coffee cupsqty 140
Coffee spoonsqty 140
Dinner platesqty 160
Dessert platesqty 160
Dinner cutlery setsqty 160
Serving plattersqty 24
Serving tongsqty 12
Water jugsqty 16
Coffee potsqty 6

Decorations

Award backdrop
Table runnersqty 16
Table decorationsqty 16
Flower arrangementsqty 16
Balloon archesqty 2
Ribbonsqty 12
Menu card holdersqty 16
Table numbersqty 12
Cloakroom numbersqty 160

Equipment

Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Laptop
Presentation screen
Projector
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

Stage spotlightsqty 4
Atmosphere lightsqty 12
String lightsqty 6
Spare batteriesqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 4
Serving plattersqty 12
Serving spoonsqty 12
Serving traysqty 8
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 16

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 4

Registration

Name badgesqty 160
Badge holdersqty 160
Markersqty 12
Pensqty 30
Registration formsqty 160
Clipboardsqty 6
Wristbandsqty 160

Awards

Trophiesqty 12
Prize envelopesqty 12
Certificatesqty 24
Certificate foldersqty 24
Presentation clicker
Winners board

Safety

Cable matsqty 12
Non-slip matsqty 8
Flashlightsqty 4

Catering

Groceries

Tips

Set the award categories and evaluation criteria before collecting nominations. Give judges one shared deadline for scoring, then keep the winners confidential until the ceremony.
Send invitations only after the programme has a workable shape. Ask guests for dietary requirements during registration and close the guest list before confirming catering quantities.
Book the host, catering, furniture and audio equipment early enough to coordinate the stage, lectern, registration desk and seating layout. Confirm delivery and setup times again during the final week.
Prepare presentations, name badges and the running order before rehearsal. Read every winner announcement aloud and check that each presentation, microphone cue and trophy handover fits the schedule.
Do a final shopping and equipment check before guests arrive, including glasses, plates, cutlery, serving items, table numbers and cloakroom numbers. Assign one person to registration and another to backstage coordination.

Frequently asked questions

How far in advance should I organise an award ceremony?: Start planning at least 8 to 12 weeks before the event. That gives you time to confirm the venue, categories, judges, nominations, invitations, catering, equipment and trophies without compressing the judging period.
When should nominations close for an award ceremony?: Close nominations at least 3 to 4 weeks before the ceremony. Reserve the final 1 to 2 weeks for checking entries, judging, confirming winners and preparing the programme.
How many judges do I need for an award ceremony?: Use at least 3 judges for each category when possible, so one opinion does not determine the result. Set one scoring deadline and allow 5 to 7 days to resolve ties or incomplete evaluations.
When should I confirm the final guest list and catering?: Confirm the final guest list 7 to 10 days before the ceremony. Send the final headcount, dietary requirements and service details to the caterer at the same time, then recheck quantities during the final week.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.