What you need for an entertainment awards ceremony

An entertainment awards ceremony needs more than trophies and a stage. Plan the guest reception, seated meal or buffet, award presentations, video inserts and the technical setup in one shopping list. The quantities depend on your guest count, but tableware, glasses, microphones, cables and lighting are easy to underestimate. Use this list alongside the event plan, then check every item before shopping and again during the technical test.

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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
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Prosecco - 12 bottles
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 10 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Mini wraps - 160 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Smoked salmon - 2 kilogram
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Arugula - 1 kilogram
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Olives - 2 kilograms
- Mixed nuts - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Mandarins - 50 pieces
- Mixed salad - 8 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Vegetarian quiche - 8 pieces
- Mini chicken skewers - 160 pieces
- Falafel balls - 160 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Sandwiches - 130 pieces
- Butter - 1 kilogram
- Petit fours - 140 pieces
- Chocolate - 4 kilograms
- Coffee creamer - 4 packs
- Napkins - 500 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 6 packs
- Trash bags - 3 rolls

Tips

Allow one dinner plate, one dessert plate, one dinner cutlery set and one water glass per guest, plus at least 10% extra for breakage, late arrivals or replacements.
Provide two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first batch before guests arrive and keep reserve bottles cold.
For presentations and video inserts, bring at least one laptop, one presentation screen or projector, two HDMI cables and one tested backup cable. Check the laptop connection before the ceremony starts.
Use at least two wireless microphones for a ceremony with presenters and a host, and keep microphone stands available for speeches or award announcements. Test every microphone through the mixer and speakers.
Buy or reserve extension cords and power strips early, especially for stage lights, LED spotlights, the projector and sound equipment. Keep cables away from guest walkways and pack tape or cable covers for last-minute fixes.

Frequently asked questions

What do I need to buy for an entertainment awards ceremony?: Plan for guest reception, food and drinks, tableware, trophies, name badges, presentation equipment, microphones, speakers, cables and stage lighting. For tableware, start with one complete place setting per guest and add at least 10% spare items.
How many glasses do I need for an awards ceremony?: Provide one water glass and one wine glass per seated guest, plus at least 10% extra. If guests will move between reception and dinner, plan additional glasses or arrange a collection and washing cycle during the event.
How many microphones are needed for an awards ceremony?: Two wireless microphones cover most ceremonies with a host and presenters, while three are more practical when several presenters share the stage. Test them with the mixer and speakers no later than the day before, then retest before guests arrive.
When should I buy or prepare the ceremony supplies?: Order trophies and confirm specialist equipment several weeks before the ceremony. Complete the main shopping at least one day ahead, chill drinks several hours before doors open and test presentations, cables and microphones before the first guest arrives.

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