What to buy for an award ceremony

An award ceremony needs more than trophies and a stage. Guests move through registration, drinks, dinner and the presentation, so plan supplies for each point of the evening. You will need separate glassware for wine, water and champagne, plus coffee service, serving pieces and clearly marked tables. This shopping list also covers the details that are easy to leave until the last day, including name badges, table numbers, cloakroom numbers and a finished award backdrop.

Organize this event for free with Lizzt

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
- Champagne - 24 bottles
- Alcohol-free sparkling wine - 12 bottles
- White wine - 18 bottles
- Red wine - 18 bottles
- Rosé wine - 12 bottles
- Pilsner - 8 crates
- Alcohol-free beer - 3 cases
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Lemons - 3 kilos
- Limes - 3 kilos
- Fresh mint - 10 bunches
- Coffee beans - 4 kilos
- Black tea - 4 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Sweetener - 4 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Coffee creamer - 4 packs
- Unsalted butter - 2 kilos
- Mini croissants - 180 pcs
- Mini cheese rolls - 180 pieces
- Mini quiches - 180 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Olives - 4 kilos
- Mixed nuts - 4 kilos
- Savory snacks - 4 kilos
- Cucumber - 12 pieces
- Cherry tomatoes - 6 kilos
- Carrots - 5 kilos
- Bell peppers - 4 kilo
- Hummus - 20 containers
- Cream cheese - 12 tubs
- Brie - 4 kilo
- Gouda cheese - 5 kilos
- Parma ham - 3 kilo
- Smoked chicken breast - 3 kilos
- Baguettes - 40 pieces
- Mini sandwiches - 240 pieces
- Wraps - 120 pieces
- Arugula - 2 kilos
- Mixed salad - 6 kilos
- Potato salad - 12 kilos
- Pasta salad - 12 kilos
- Couscous salad - 10 kilos
- Grilled vegetables - 8 kilos
- Chicken skewers - 180 pieces
- Vegetable skewers - 120 pieces
- Falafel - 120 pieces
- Pasta - 12 kilo
- Tomato sauce - 10 liters
- Pesto - 3 kilos
- Parmesan cheese - 2 kilos
- Spice mix - 6 jars
- Olive oil - 4 liters
- Balsamic vinegar - 2 liters
- Mayonnaise - 4 liters
- Ketchup - 4 liters
- Garlic sauce - 3 liters
- Mustard - 2 liters
- Chili sauce - 2 liters
- Salt - 2 kilos
- Black pepper - 6 jars
- Tiramisu - 12 kilos
- Mini cheesecakes - 160 pieces
- Brownies - 160 pieces
- Fresh fruit - 15 kilos
- Grapes - 8 kilos
- Strawberries - 8 kilo
- Whipping cream - 4 liters
- Chocolate - 3 kilos
- Ice cubes - 40 kilos
- Cocktail picks - 500 pieces
- Paper napkins - 1000 pieces
- Cocktail napkins - 500 pieces
- Paper straws - 300 pieces
- Aluminum trays - 100 pieces
- Food containers - 40 pieces
- Coffee filters - 3 packs
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Freezer bags - 4 boxes

Tips

Plan one dinner plate, one dessert plate and one complete cutlery set per seated guest, then add 10% extra for breakages, late arrivals and misplaced items.
Allow at least two wine glasses and one water glass per guest if washing up during the ceremony is not possible. Champagne glasses should be available for every planned toast.
Order trophies as soon as the final award categories and nominee list are approved. Keep a small buffer of 5% for damaged items or a late category change.
Buy registration supplies for the final guest list, including name badges and table numbers. Prepare them at least 24 hours before doors open so missing registrations can be corrected.
Check the serving equipment against the caterer's menu 3 to 5 days before the event. Count serving platters, tongs, water jugs, coffee pots and cups rather than assuming the caterer supplies them.

Frequently asked questions

What tableware do I need for an award ceremony?: For each seated guest, plan one dinner plate, one dessert plate and one dinner cutlery set. Add wine glasses, water glasses and coffee cups according to the drinks service, with about 10% extra for breakages and replacements.
How many glasses should I buy per guest?: Use one water glass per guest and at least one wine glass for each wine service. If glasses cannot be washed during the event, allow two wine glasses per guest and one champagne glass for every guest joining the toast.
When should I order trophies for an award ceremony?: Order trophies immediately after the award categories and spelling of winner names are confirmed, preferably at least 3 to 4 weeks before the ceremony. Check the delivery and engraving details no later than 7 days before the event.
What small items are easy to forget for an award ceremony?: Name badges, table numbers, cloakroom numbers, menu card holders, coffee spoons and serving tongs are commonly missed. Check these items 3 to 5 days before the ceremony, not while guests are arriving.

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.