What you need for an awards ceremony

An awards ceremony needs more than trophies and a microphone. Plan separate supplies for registration, the presentation area, refreshments and the meal or buffet, then check that every item arrives before setup day. Count tableware and drinks from the confirmed guest list, with extra pieces for presenters and staff. Keep certificates, prizes and winners’ lists secure until the presentation, and test the projector, microphones and speakers before guests arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Speaker table
Buffet tablesqty 4
Clothes racksqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Bottle openersqty 4
Scissorsqty 3

Equipment

Wireless microphonesqty 2
Active speakersqty 2
Audio mixer
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Lighting

LED string lightsqty 4

Decorations

Backdrop
Table runnersqty 10
Flower arrangementsqty 6
Directional signsqty 8
Prize trophiesqty 10
Certificate foldersqty 10
Prize envelopesqty 10

Office

Name badgesqty 70
Pensqty 20
Clipboardsqty 4
Markersqty 4
Painter's tapeqty 4

Cleaning

Waste binsqty 6
Hand brushes and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 3 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Still Mineral Water - 40 Bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Rosé - 4 bottles
- Prosecco - 8 bottles
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Back ham - 1.5 kilos
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Herb butter - 1 kilo
- Mixed salad - 4 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Olives - 2 kilos
- Feta - 1 kilo
- Pasta salad - 5 kilos
- Potato salad - 5 kilos
- Vegetarian quiche - 6 pieces
- Chicken quiche - 6 pieces
- Falafel - 2 kilos
- Yogurt dressing - 2 liters
- Balsamic dressing - 1 liter
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Apple pies - 4 pieces
- Brownies - 60
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Snacks - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cocktail nuts - 3 kilos
- Napkins - 400 pieces
- Coffee filters - 2 boxes
- Stir sticks - 200 pieces
- Paper straws - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Use the confirmed registration count to calculate plates, glasses and cutlery, then add 10% spare. Provide separate wine glasses, water glasses, coffee cups, dinner plates and dessert plates if the ceremony includes both a meal and dessert.
For the first hour, allow two to three drinks per guest, plus water throughout the event. Chill drinks several hours ahead and have at least one cooler ready for bottles that must stay cold during service.
Set aside one table for registration and another for prizes or certificates. Prepare name badges before doors open, and keep the winners’ list out of public view until each award is announced.
Test every wireless microphone, speaker, mixer, projector and screen at least 60 minutes before the ceremony. Bring extension cords and power strips, and tape or secure cables so they do not cross guest walkways.
Order trophies and certificates early enough to allow one correction round; a two-week buffer is practical. Check the delivery against the final winners’ list before setup, rather than discovering a missing award at the presentation.

Frequently asked questions

What do I need for an awards ceremony buffet?: Plan dinner plates, dessert plates, cutlery, water and wine glasses, serving platters, serving spoons and serving trays. For a buffet lasting two hours, provide at least one serving utensil for each dish and about 10% extra tableware above the confirmed guest count.
How many drinks should I buy for an awards ceremony?: Allow two to three drinks per guest for the first hour, then roughly one drink per person per hour after that. Include water for the full event and add about 10% extra so staff and presenters are covered.
When should I order awards ceremony trophies and certificates?: Order trophies and certificates at least two weeks before the ceremony. Use the extra time to check names, award categories and spelling, and to replace damaged or incorrect items before the event.
How early should AV equipment be set up for an awards ceremony?: Set up and test the microphones, speakers, mixer, projector and screen at least 60 minutes before guests arrive. Allow more time if presentations or music must be loaded, and keep spare extension cords and power strips available.

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.