What you need for a ribbon ceremony

A ribbon ceremony needs more than ribbons and certificates. Plan the reception desk, seating, serving equipment, drinks, tableware and a clear way to display each recipient’s name and award. Use the confirmed guest count to calculate quantities, then add a small buffer for breakages, late registrations and extra servings. Arrange certificates and ribbons together before guests arrive so the presentation can run without searching through boxes.

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What to bring

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

Furniture

Reception tablesqty 4
Buffet tablesqty 6
Chairsqty 120
Clothes racksqty 2
Tableclothsqty 10

Tableware

Wine glassesqty 150
Water glassesqty 150
Coffee cupsqty 120
Platesqty 150
Cutlery setsqty 150
Serving traysqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving tongsqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Municipal bannersqty 2
Flower arrangementsqty 6
Balloon bouquetsqty 8
Ribbonsqty 35
Certificatesqty 35
Name badgesqty 140
Table numbersqty 12

Lighting

Atmosphere lightsqty 12
LED light stringsqty 6

Cleaning

Waste binsqty 8
Hand broomsqty 3
Mopsqty 3

Catering

Groceries
- Coffee - 6 packs
- Tea - 5 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Stir sticks - 250 pieces
- Coffee filters - 3 packs
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Apple juice - 4 bottles
- Orange juice - 4 bottles
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Mini sandwiches - 180 pieces
- Vegetarian sandwiches - 60 pieces
- Gluten-free sandwiches - 15 pieces
- Mini quiches - 150 pieces
- Vegetarian mini quiches - 60 pieces
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 6 crates
- Grapes - 8 bunches
- Strawberries - 8 trays
- Mini pastries - 180 pieces
- Chocolates - 5 boxes
- Napkins - 500 pieces
- Cocktail sticks - 300 pieces
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 dispensers

Tips

Prepare one certificate and one ribbon for every confirmed recipient, plus at least 5% extra if late changes are possible. Keep them in presentation order rather than sorting them during the ceremony.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water separately and chill drinks before the venue opens.
Count plates, glasses, cups and cutlery against the confirmed guest list, adding 10% extra for breakages and people taking a second plate. Do not forget serving trays and serving tongs for the buffet.
Set aside one name badge for every guest, organiser and speaker, with at least 10 spare badges. Keep markers and the guest list at the registration desk so replacements can be made immediately.
Test the wireless microphones, speakers and power connections at least 60 minutes before opening. Bring enough extension cords and power strips to keep cables away from registration and serving areas.

Frequently asked questions

How many ribbons and certificates do I need for a ribbon ceremony?: Prepare one ribbon and one certificate for every confirmed recipient. Add 5% extra where possible; for 40 recipients, that means 42 of each.
How many drinks should I buy for a ribbon ceremony?: Allow two to three drinks per guest for the first hour and one per guest for every additional hour. For 50 guests and a two-hour reception, plan roughly 150 drinks, including water.
How many plates, glasses and cutlery sets are needed?: Start with one place setting per confirmed guest and add 10% extra. For 50 guests, prepare at least 55 plates, glasses and cutlery sets, plus enough cups for coffee and tea.
When should I set out the ribbons and certificates?: Lay them out at least 30 minutes before guests arrive, after checking the final recipient list. Keep the order aligned with the programme so each presentation takes no more than a few minutes.

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