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Award Ceremony Ideas

Planning an Elegant Award Ceremony

a man holding up a gold trophy cup as a winner in a competition toned with a retro vintage instagram filter effect app or action (backlit with the sun)

Many of us dream of attending an award ceremony. We dream of the dramatic few moments before the category we’re nominated for (because of course we’re nominated; what kind of dream would it be if we were just there) is presented. We imagine the suspense. We’ve planned the face we’ll make if we lose. But, of course, we don’t lose. Our name is called and, oh!, how exciting! How surprising! Did we hear that right? Yes? We won! We take our slow stroll up to the stage, the sound of applause booming through our ears, and make our humble acceptance speech.

The upshot of our obsession, though, is that we know how to plan a perfect Award Ceremony. We’ve thought long and hard. And here are our helpful hints…

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And the Award Goes To...

There are various reasons to hold award ceremonies. You could be a local business journal acknowledging your area’s outstanding companies, a business awarding the employees who went above and beyond that year, or even an entertainment association recognizing those who were successful in music, movies, or TV for the year. Whatever the reason, planning and organizing an awards ceremony takes a lot of time and energy. Be sure to start early in the planning process and use these helpful tips from GigSalad.

Where Oh Where Could the Awards Show Be

First and foremost, you must choose a date for the event. This is essential because you need to make sure the venue is available, and you’ll need it before you book any type of entertainment or service. The next step is to find an appropriate venue. If you plan to have a dinner before the ceremony, a convention center or other banquet center would be appropriate. If you are going for a more large scale event, you could rent out a small or large theatre depending on attendance. As with any event, you will need to have an estimate of the number of guests.

Next up, you will want to secure some entertainment for your awards show. Any awards show will need someone to emcee. Some options for an emcee include a comedian, celebrity impersonator, magician, or motivational speaker. Before the ceremony begins, in between awards, and at the end, you will need some other forms of entertainment. Consider hiring a cover band, dance troupe, jazz band, or pianist. You could also hire a DJ to entertain during down time. If your emcee is a performer like a comedian or magician, they can entertain as well so you wouldn’t have to hire additional entertainers.

The Decor Award Goes To

After you’ve booked the venue and entertainers, you must decide how to decorate for the ceremony. If you are having dinner before the awards, you will need centerpieces for the tables. Hire an event florist to create some stunning pieces for your tables or for the stage itself. If you are not having the event in a theatre, you may need to rent some table linens and chair covers. Most banquet and convention centers offer basic linens and covers; however, if you want something more specific or fancy, there are rental companies who can assist.

Some other detail oriented aspects you will need to consider are the awards and winner envelopes. Decide whether you want a standing award or some type of plaque made for your award winners. When it comes to the envelopes, many invitations printers will be able to create aesthetically pleasing designs for the envelope and insert.

I’d Like to Thank...

Other services you will need for your event include bartenders and waitstaff. Before and after the ceremony, you will more than likely have drinks and hors d’oeuvres even if you don’t have a full meal, in which case you will need people to make and serve the food and drinks to your guests. If you do choose to go the dinner- before-the-ceremony route, be sure to hire a caterer to take care of the meal preparation.

Also, be sure to have a photographer and/or a videographer to capture the presentation and award winners. Also, to prevent any technical issues, be sure to have a sound check with the event staff before the ceremony begins to avoid any embarrassing situations. If the venue doesn’t have in house A/ V staff, you can find a sound technician on GigSalad.

An awards ceremony is a fantastic way to honor employees or acknowledge those in a particular field. However, it takes a lot of coordination to set up this type of event. Don’t hesitate hiring an event planner to do the work for you. You work hand in hand with the planner to see that the event is created the way you want. Let the planner know that they can go to GigSalad for any type of event or service they need for the ceremony.