What you need for an award ceremony

An award ceremony needs more than certificates and prizes. You also need a clear presentation table, name badges, serving equipment, drinks, table settings and reliable audio-visual equipment. Plan quantities from your confirmed guest list, then add a small buffer for breakages and last-minute attendees. Arrange certificates, medals or cups early, because personalised items and printed materials are easy to leave until the final week.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Coat racksqty 2
Presentation table
Buffet tablesqty 3

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving boardsqty 8
Serving spoonsqty 8

Equipment

Speakerqty 2
Wireless microphoneqty 2
Microphone stand
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Decorations

Balloonsqty 100
Buntingqty 8
Flower arrangementsqty 6
Tableclothsqty 8
Name badgesqty 80
Card holdersqty 12
Photo backdrop

Sports equipment

Medalqty 30
Cupqty 10
Certificateqty 40

Lighting

LED light stringsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Stirrers - 100 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Alcohol-free beer - 4 crates
- Beer - 4 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Sparkling mineral water - 6 bottles
- Baguettes - 12 pieces
- Butter - 2 kilos
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mini quiches - 120 pieces
- Bitterballen - 150 pieces
- Vegetarian snacks - 100 pieces
- Vegan snacks - 50 pieces
- Gluten-free snacks - 30 pieces
- Cookies - 6 packs
- Brownies - 60
- Whipped cream - 6 cans
- Ice cubes - 15 kilos
- Paper napkins - 300 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces

Tips

Order certificates, medals and cups at least 2–3 weeks before the ceremony. Check every name, category and spelling as soon as the delivery arrives, not on the event day.
For drinks, allow 2–3 servings per guest for the first hour, then 1–2 servings for each additional hour. Chill the drinks several hours before guests arrive and keep a few non-alcoholic options separate.
Prepare one complete place setting per seated guest, plus 5–10% extra plates, glasses, cups and cutlery. Extra tableware covers breakages, late arrivals and guests who return for another course.
Allow one name badge for every guest, honouree, speaker and organiser, with 5–10 blank badges for corrections or unexpected attendees. Keep the badges and card holders at reception rather than on the presentation table.
Test the laptop, projector, screen, speaker and wireless microphone at least 2 hours before doors open. Pack extension cords, power strips and power banks, and bring a backup copy of the presentation on a separate device.

Frequently asked questions

What should I buy for an award ceremony?: Buy or arrange certificates and prizes, name badges, drinks, tableware, tablecloths, decorations and presentation equipment. For the technical setup, allow at least one laptop, projector, screen, speaker and wireless microphone, plus extension cords and power strips.
How many glasses and plates do I need for an award ceremony?: Start with one complete setting per seated guest and add 5–10% extra. If the event lasts several hours or includes a buffet, plan extra glasses because guests commonly take a fresh one when moving between reception, dinner and the ceremony.
How far in advance should I order award certificates and prizes?: Order personalised certificates, medals or cups at least 2–3 weeks before the event. Check the delivered names and categories immediately, leaving time to correct errors before the ceremony.
How much time do I need to set up an award ceremony?: Allow at least 2 hours for the final setup and technical test, in addition to delivery and room preparation. Set out the presentation table, reception and cloakroom first, then test the microphone and presentation before guests arrive.

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