Entertainment Awards Ceremony Checklist

An awards ceremony runs smoothly when decisions, materials, and technical checks are completed in the right order. Start with the guest list and registrations, then lock in finalists, presenters, the programme, catering, and venue reservations. Before the event, test every presentation and video, prepare winners’ envelopes, and check that trophies have arrived. On the day, allow time for room setup, badge printing, chilled drinks, snacks, microphones, lighting, and a final run-through.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile the guest list
2 people
Select invitees
2 people
Prepare invitations
Send invitations
2 people
Register sign-ups
Process registrations
Collect dietary requirements
Confirm finalists
2 people
Confirm presenters
2 people
Program awards ceremony
2 people
Inform the nominees
2 people
Prepare winners' envelopes
2 people
Order trophies
Check trophies
2 people
Collect presentations
Collect video inserts
2 people
Technically test presentations
2 people
Print the run sheet
Print name badges
Confirm catering
Confirm reservations
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check materials
2 people
Set up the entrance desk
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage
4 people
Set up the backdrop
3 people
Lay out the red carpet
2 people
Hang decorations
3 people
Set up lighting
2 people
Set up the sound system
3 people
Connect the display screen
2 people
Test microphones
2 people
Testing videos and slides
2 people
Set out prize figures
2 people
Prepare winner envelopes
2 people
Set up the catering buffet
3 people
Set out drinks
2 people
Set up the cloakroom
2 people
Briefing for reception team
3 people
Brief presenters
3 people

Event

Open the doors
4 people
Register guests
4 people
Manage the cloakroom
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Supervising the opening show
3 people
Announcing prize blocks
2 people
Guide nominees
2 people
Present trophies
2 people
Photograph the winners
2 people
Play video inserts
2 people
Serve break drinks
3 people
Refill drinks
2 people
Refill buffet
3 people
Serve dinner
5 people
Support the entertainment performances
3 people
Guide the audience vote
2 people
Award the top prizes
3 people
Lead the closing speech
2 people
Serve farewell drinks
3 people
Issue the cloakroom
2 people
See guests out
3 people

Aftercare

Collect waste
3 people
Clear away dishes
3 people
Clean up catering
3 people
Tear down audio equipment
3 people
Take down lighting equipment
2 people
Remove decorations
3 people
Put furniture back
4 people
Clean the venue
4 people
Wash dishes
3 people
Store leftover catering
2 people
Inventory materials
2 people
Return rental items
2 people
Dispose of waste
2 people
Store photos securely
Send thank-you messages
Publish winners' photos

What to bring

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

Furniture

Reception tablesqty 3
Round dinner tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Stage sectionsqty 6
Lectern
Coat racksqty 4
Stoolsqty 6

Tableware

Dinner platesqty 130
Dessert platesqty 130
Water glassesqty 140
Wine glassesqty 140
Coffee cupsqty 130
Dinner cutlery setsqty 130
Serving utensilsqty 20

Equipment

Digital camerasqty 2
Laptopqty 2
Presentation screen
Projector
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer

Lighting

LED spotlightsqty 8
Stage lightsqty 4
Mood lightingqty 12

Decorations

Backdrop
Red carpet
Balloon archesqty 2
Table decorationsqty 12
Table runnersqty 12
Flower arrangementsqty 8
Name badgesqty 120
Menusqty 120
Program leafletsqty 130
Winner envelopesqty 15
Trophiesqty 15
Pensqty 30
Ballotsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 4
Serving traysqty 12
Small bowlsqty 20
Serving spoonsqty 12
Cutting boardsqty 4
Knivesqty 6
Coolersqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Washing-up bowlsqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Close registrations before finalising catering and seating. Collect dietary requirements at the same time, then give the confirmed headcount and meal details to the caterer rather than estimating from invitations.
Confirm finalists and presenters before printing the programme. Send nominees the confirmed details early enough for them to prepare, and keep a current contact list for last-minute changes.
Prepare one winners’ envelope per award and check every trophy when it arrives. Do this before event day so a missing name, incorrect category, or damaged trophy can still be fixed.
Test presentations and video inserts on the actual laptop, projector, screen, speakers, and HDMI cables. Run the test at least once before the ceremony and keep the final files together on the event laptop.
Print the run sheet and name badges before guests arrive. Set up reception tables, coat racks, stage sections, the lectern, microphones, and lighting in time for a complete technical rehearsal.

Frequently asked questions

How far in advance should I send invitations for an awards ceremony?: Send invitations at least 4 to 6 weeks before the ceremony. Close registrations early enough to confirm the final guest count, dietary requirements, seating, and catering quantities.
When should finalists and presenters be confirmed?: Aim to confirm finalists and presenters no later than 2 weeks before the event. This leaves time to inform nominees, complete the programme, collect presentations, and prepare winners’ envelopes.
How many microphones do I need for an awards ceremony?: Plan at least 2 wireless microphones if presenters and hosts share the stage, plus a microphone stand for fixed announcements. Test every microphone with the speakers and mixer before guests arrive.
When should presentations and videos be tested?: Test all presentations and video inserts at least 24 hours before the ceremony, then repeat a short check on the event day. Confirm the laptop, projector, screen, HDMI connections, audio, and backup files.

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.