How to organise an entrepreneur award ceremony

An entrepreneur award ceremony needs more than a stage and a list of nominees. Start by fixing the date, venue, award categories and judging process, then build the programme around registration, presentations, judging and the awards themselves. Work backwards from the ceremony date so invitations, nominee information, certificates, prizes and catering are ready on time. The final week is for confirmations and printing; event day is for checking the room, equipment, refreshments and run sheet before guests arrive.

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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

1
Confirm date and location
2
Draw up the program and schedule
2 people
3
Set categories and prices
2 people
4
Open the registration form
5
Send invitations
2 people
6
Call invited guests
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm judges
10
Prepare jury forms
11
Gather nominees
2 people
12
Inform the nominees
13
Brief speakers and host
2 people
14
Order prizes and certificates
15
Collect presentations and logos
16
Prepare name badges
2 people
17
Print guest list
18
Do the shopping
2 people
19
Check catering order
20
Chill drinks
2 people
21
Check certificates
2 people
22
Print the run sheet and contact list
23
Bring materials to the venue
3 people
24
Check venue and toilets
2 people
25
Set up tables and chairs
4 people
26
Set up registration desk
2 people
27
Mark the stage area
2 people
28
Hang up decorations
3 people
29
Lay out name badges
2 people
30
Test presentations
2 people
31
Test microphones
2 people
32
Prepare prizes and certificates
2 people
33
Set up the buffet and drinks
3 people
34
Arrange snacks on platters
3 people
35
Briefing for reception team
3 people

Event

36
Welcome guests
4 people
37
Register attendance
2 people
38
Hand out name badges
2 people
39
Serve welcome drinks
3 people
40
Serve snacks
3 people
41
Refill drinks
2 people
42
Guide the opening presentation
2 people
43
Lead the networking round
2 people
44
Serve coffee and tea
2 people
45
Guide the judges
46
Announce finalists
47
Serve break drinks
3 people
48
Support awards ceremony
3 people
49
Photograph the winners
2 people
50
Open the dinner buffet
2 people
51
Refill the dinner buffet
3 people
52
Clear tables
3 people
53
Host the networking drinks reception
2 people
54
Announce the final round
55
See off guests
3 people

Aftercare

56
Collect waste
3 people
57
Wash dishes and glasses
3 people
58
Put furniture back
4 people
59
Switch off equipment
2 people
60
Clean the venue
4 people
61
Remove decorations
2 people
62
Chill leftover catering
2 people
63
Return materials
3 people
64
Return borrowed items
2 people
65
Send thank-you messages
66
Share photos of winners
67
Archive invoices and receipts

What to bring

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

Furniture

Reception tablesqty 2
Tall cocktail tablesqty 10
Dining tablesqty 12
Chairsqty 110
Table linenqty 14
Stoolsqty 12
Speaker table
Stage sectionsqty 4

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 100
Platesqty 130
Dessert platesqty 120
Forksqty 130
Knivesqty 130
Spoonsqty 120
Coffee spoonsqty 100
Serving plattersqty 16
Serving tongsqty 10

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Camera
Tripodsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4

Decorations

Welcome sign
Table numbersqty 12
Name badge holdersqty 110
Prize table sign
Backdrop banner
Flower arrangementsqty 8
Table decorationsqty 12
Buntingqty 6
Prizesqty 6
Certificate foldersqty 6

Lighting

LED string lightsqty 6
LED spotlightsqty 4

Kitchen

Carafesqty 12
Thermos flasksqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 10
Bottle openersqty 4
Corkscrewsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the categories, entry requirements and prize details before opening registration. Give judges the same forms and scoring criteria so nominations can be compared consistently.
Build the programme in minute-by-minute blocks, including guest arrival, introductions, speeches, presentations, judging time and award announcements. Add at least 10 minutes of contingency time for delays.
Close or review registrations at least 7 days before the ceremony. Use the final guest list to confirm dietary requirements, prepare name badges and give the caterer an accurate headcount.
Brief the host, speakers and judges separately at least 3 days beforehand. Collect presentation files, logos and speaking notes in one folder, then test every file on the event laptop.
Arrive at the venue at least 3 hours before guests. Check the toilets, seating, stage, projection, microphones, speakers and power connections, then chill drinks and place the printed run sheet where the team can reach it.

Frequently asked questions

How far in advance should you plan an entrepreneur award ceremony?: Allow at least 8 to 12 weeks for a small or medium ceremony. This gives you time to confirm the venue, open registrations, gather nominees, brief judges and order prizes and certificates.
When should nominations close for an entrepreneur award ceremony?: Close nominations 3 to 4 weeks before the ceremony if judges need to review a substantial number of entries. Send the final nominee information and jury forms to judges no later than 10 days before the event.
How many drinks should I order for an award ceremony?: For the first hour, allow 2 to 3 drinks per guest, then 1 to 2 drinks per person for each additional hour. Add water, coffee and tea based on the programme length, and confirm the final headcount 5 to 7 days before catering.
When should I test the AV equipment for an awards ceremony?: Do a full technical test on the event day at least 2 hours before guests arrive. Test the projector, screen, laptop, clicker, microphones, speakers, mixer, extension cords and power strips with the actual presentations.

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.