Awards ceremony shopping list

An awards ceremony needs more than prizes and certificates. You will need separate glasses for wine and water, coffee service, serving equipment, chilled drinks, and a reliable setup for presentations. Plan quantities from your confirmed guest count, then add a small buffer so a broken glass or late arrival does not disrupt the evening. Use this list alongside your seating, catering, and program plans, and check equipment at least one day before the ceremony.

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What to bring

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

Furniture

Cocktail tablesqty 6
Buffet tablesqty 4
Chairsqty 70
Coat racksqty 2
Waste binsqty 6

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 70
Dinner platesqty 80
Dessert platesqty 70
Cutlery setsqty 80
Serving utensilsqty 12

Equipment

Wireless microphoneqty 2
Speakersqty 2
Microphone stand
Laptop
Presentation screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 4

Decorations

Backdrop cloth
Table runnersqty 10
Flower arrangementsqty 6
Balloon archesqty 2
Category signsqty 10
Name card holdersqty 70

Lighting

LED string lightsqty 4

Catering

Certificatesqty 20
Trophiesqty 20
Prize envelopesqty 20
Presentation foldersqty 4
Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 10 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Sparkling wine - 8 bottles
- Lemons - 2 kilograms
- Limes - 1 kilogram
- Apple juice - 6 liters
- Orange juice - 6 liters
- Mini quiches - 120 pieces
- Mini cheese rolls - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Olives - 3 jars
- Mixed nuts - 2 kilograms
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Mixed green salad - 6 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Pasta salad - 6 kilogram
- Vegetarian pasta salad - 3 kilograms
- Chicken breast - 6 kilograms
- Vegetarian vegetable lasagna - 4 trays
- Potato Gratin - 6 kilograms
- Grilled vegetables - 5 kilogram
- Pesto dressing - 2 liters
- Yogurt dressing - 2 liters
- Mayonnaise - 1 kilogram
- Ketchup - 1 kilogram
- Mini desserts - 80 pieces
- Fresh fruit - 4 kilograms
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Tea lights - 48 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Cleaning

Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Tips

Plan two to three drinks per guest for the first hour, then about one drink per hour afterward. Include water throughout the event and chill the first round before guests arrive.
Order or collect about 10% more glasses, cups, plates, and cutlery than your guest count. This covers breakage, replacements, and items still in use when dessert is served.
For coffee service, allow one cup per guest plus 20% extra, and provide enough coffee machines, kettles, pitchers, and thermos flasks to avoid a queue after the awards.
Test the wireless microphone, speakers, laptop, presentation screen, extension cords, and power strips at least 24 hours before the ceremony. Bring a second connection path or backup presentation copy if the program depends on slides.
Do not leave certificates, prizes, name badges, or presentation materials until the event day. Check every certificate and prize at least two days beforehand, then keep them together in presentation order.

Frequently asked questions

What do I need for an awards ceremony buffet?: Plan buffet tables, serving platters, serving utensils, dinner plates, dessert plates, and cutlery for every guest, plus about 10% extra. Add pitchers for water and enough waste bins near the food and seating areas.
How many glasses do I need for an awards ceremony?: Allow one wine glass and one water glass per guest, plus 10% extra. If guests will move between reception and dinner, increase the buffer to 15% so you are not washing or reusing glasses during the program.
What equipment is needed for awards ceremony speeches?: Prepare a wireless microphone, microphone stand, speakers, laptop, presentation screen, extension cords, and power strips. Test the complete setup at least one day before the ceremony and again when the venue opens.
When should I buy drinks for an awards ceremony?: Buy non-perishable drinks and serving supplies several days before the event. Chill the drinks on the day itself, allowing at least four hours for bottles or cans to reach serving temperature.

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