What you need for an awards ceremony

An awards ceremony needs more than prizes and a microphone. Plan the quantities for drinks, coffee, snacks, table settings and printed materials around your guest count, then add the equipment needed for speeches, photos and presentations. Buy or collect items early enough to check deliveries, print certificates and test the projector and sound system. This list helps you cover the details that are often left until the venue is about to open.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Clothes racksqty 2

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6
Carafesqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Portable speaker
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Decorations

Festive bannerqty 2
Balloonsqty 50
Balloon ribbonqty 2
Tableclothsqty 8
Flower arrangementsqty 4
Photo backdrop
Name badge holdersqty 60

Catering

Prizes and trophiesqty 12
Certificatesqty 20
Envelopesqty 20
Programsqty 70
Groceries
- Coffee - 4 packs
- Tea assortment - 2 boxes
- Milk - 6 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Mints - 1 box
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Alcohol-free beer - 12 bottles
- Sparkling wine - 6 bottles
- Alcohol-free sparkling wine - 2 bottles
- Mini sandwiches - 80 pieces
- Vegetarian sandwiches - 20 pieces
- Vegan sandwiches - 10 pieces
- Puff pastry snacks - 100 pieces
- Vegetarian mini quiches - 30 pieces
- Vegan vegetable snacks - 20 pieces
- Young cheese - 2 kilos
- Brie - 1 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Cucumber - 6 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salted crackers - 6 packs
- Hummus - 6 tubs
- Tzatziki - 4 tubs
- Salsa - 4 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Mini pastries - 80 pieces
- Chocolate - 2 kilos
- Napkins - 200 pieces
- Straws - 100 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Paper towels - 6 rolls

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Knivesqty 6
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Towel rollsqty 4

Tips

Allow two to three drinks per guest for the first hour, then one drink per person for each additional hour. Include water in carafes as well as the drinks you plan to serve.
Order prizes, trophies, certificates and envelopes at least two weeks before the ceremony. This leaves time to check winner names, fix errors and prepare each award in presentation order.
For a seated meal, prepare one plate, cutlery set and glass per guest, plus at least 10% extra. Add serving platters and serving tongs before catering arrives so food is not left in delivery containers.
Print one program and one name badge for every attendee, with 10% extra copies and badges for last-minute changes. Keep the programs and certificates in separate labeled piles at the registration area.
Test the laptop, projector, projection screen, wireless microphone, portable speaker and all extension cords at least one day before the ceremony. Charge power banks and keep power strips accessible rather than hidden behind furniture.

Frequently asked questions

What should I buy for an awards ceremony?: Plan drinks, coffee, snacks or catering, glasses, cups, plates, cutlery, serving platters and carafes. You will also need prizes, trophies, certificates, envelopes, programs, name badge holders, decorations and presentation equipment such as a laptop, projector and microphone.
How many glasses and plates do I need for an awards ceremony?: For a seated meal, allow one plate, cutlery set and glass per guest, plus 10% spare. For example, 100 guests means preparing at least 110 of each item, unless the caterer supplies them.
When should I order awards ceremony prizes and certificates?: Order prizes and trophies at least two weeks before the event, and prepare certificates as soon as the winners are confirmed. Keep a minimum of three working days for checking names, printing and placing certificates in envelopes.
How much extra catering should I buy for an awards ceremony?: Plan food for the confirmed guest count plus 10% extra, especially when registrations may change. For drinks, allow two to three per person during the first hour and one per person for each hour after that.

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