What to Buy for an Awards Ceremony

An awards ceremony needs more than prizes and certificates. You’ll also need practical supplies for registration, seating, catering, presentations, speeches and photography. Plan quantities from your guest count: provide one chair and place setting per guest, plus extras for presenters and judges. Check technical equipment at least one week before the event, and keep certificates, prizes and name badges together so they are ready at registration and on stage.

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What to bring

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

Furniture

Chairsqty 120
Rectangular tablesqty 12
Tall cocktail tablesqty 6
Stage sectionsqty 4
Lectern
Coat racksqty 2

Equipment

Speakersqty 2
Amplifier
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4

Lighting

LED spotlightsqty 6
String lightsqty 8
Emergency lightingqty 2

Decorations

Backdrop
Logo and title banner
Balloon archesqty 2
Tableclothsqty 18
Flower arrangementsqty 8
Table decorationsqty 12
Directional signsqty 8
Photo wall accessories

Tableware

Dinner platesqty 130
Dessert platesqty 130
Cutlery setsqty 130
Wine glassesqty 130
Water glassesqty 130
Coffee cupsqty 100
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 8
Storage binsqty 12
Serving tongsqty 10

Catering

Prizesqty 20
Certificatesqty 25
Prize envelopesqty 25
Fridge magnetsqty 120
Name badgesqty 120
Badge holdersqty 120
Registration formsqty 130
Program leafletsqty 130
Pensqty 20
Ballotsqty 150
Ballot boxesqty 3
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Bitter lemon - 6 bottles
- Tonic - 6 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
- Prosecco - 8 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 160 pieces
- Butter - 4 packs
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Pesto - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted nuts - 4 kilogram
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilograms
- Cherry tomatoes - 2 kilograms
- Carrots - 3 kilograms
- Cucumber - 2 kilograms
- Yogurt dressing - 4 bottles
- Honey mustard sauce - 4 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Mini quiches - 160 pieces
- Vegetarian spring rolls - 160 pieces
- Falafel balls - 160 pieces
- Filled wraps - 160 pieces
- Vegetarian wraps - 80 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Pasta - 8 kilograms
- Pasta sauce - 12 jars
- Vegetable mix - 12 kilograms
- Chicken breast - 8 kilogram
- Vegetarian meatballs - 6 kilogram
- Mixed salad - 8 kilograms
- Feta cheese - 2 kilograms
- Bread - 8 loaves
- Herb butter - 3 kilograms
- Parmesan cheese - 1 kilogram
- Tiramisu - 10 kilogram
- Fruit tart - 6 kilograms
- Vegan cake - 2 kilograms
- Gluten-free cake - 2 kilograms
- Cookies - 6 kilograms
- Brownies - 5 kilograms
- Coffee creamer - 6 tubs
- Stir sticks - 200 pieces
- Napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Trash bags - 6 rolls
- Freezer bags - 2 boxes
- Aluminum foil - 3 rolls
- Cling film - 3 rolls

Cleaning

Waste binsqty 10
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet cleaning kitqty 2

Tips

Order one prize and one certificate for every award category, then add at least 2 spare certificates for printing mistakes or last-minute changes. Check all names and award titles before printing.
Prepare one name badge per registered guest, plus 5 blank badges for replacements and late changes. Print the registration list on the day before the ceremony rather than several weeks in advance.
For a seated meal, count one dinner plate, one chair and one place setting per guest, then add 5% spare tableware. Confirm dietary requirements before finalising the catering order.
Test the laptop, projector, screen, HDMI cables, speakers, amplifier, mixer and wireless microphones together at least 2 hours before guests arrive. Pack one power bank and keep extension cords and power strips accessible.
Prepare directional signs for registration, coats, toilets and the ceremony room. Put up the logo and title banner, backdrop and photo wall accessories before doors open, when there is still time to correct placement or lighting.

Frequently asked questions

How many chairs and plates do I need for an awards ceremony?: Plan one chair and one dinner plate per seated guest, plus 5% spare. For 100 guests, that means 105 chairs and 105 plates, unless presenters or judges need separate seating.
How many prizes and certificates should I buy?: Buy one prize and one certificate for each award category. Keep at least 2 blank spare certificates and check every nominee name before printing.
When should I order awards ceremony supplies?: Order prizes, printed materials and specialist equipment at least 2 weeks before the ceremony. Confirm the final guest count and catering quantities 3 to 5 days before the event.
How many microphones are needed for an awards ceremony?: One wireless microphone is usually enough for a single host, but plan 2 if presenters and the host will share the stage. Test both microphones with the speakers, amplifier and mixer at least 2 hours before arrival.

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