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How to plan an awards ceremony in 12 months

Awards season is here, and it’s time to shine! If you're looking to pull together an unforgettable awards ceremony that will give people something to talk about, you’ve come to the right place. Whether you’re celebrating top industry talent or rewarding your team for an outstanding year of hard work, a well-executed awards night could just be the highlight of the year for your attendees.

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Adam Hutchinson

December 4, 2024

Categories

General
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At Gaudio Awards, we know that creating the perfect awards ceremony in just 12 months can feel like a monumental task. But don’t worry – we’re here to help you bring that vision to life with ease. By following our helpful checklist below, we can guarantee that your awards show will be nothing short of spectacular. So, are you ready to start planning the event of the year?

Our ultimate awards ceremony planning checklist

12 Months Before

First things first: nail down the purpose of your award event and figure out what exactly you are celebrating. Whether it’s recognising employee achievements or highlighting excellence across your industry, defining your event’s mission will help shape everything else – from the categories of the awards to the overall vibe of the evening.

Next, it’s time to choose a date. Timing is everything, so make sure your chosen date won’t clash with holidays or busy periods to ensure maximum attendance. And while you’re at it, take this opportunity to set a realistic budget. Consider everything from the venue to food and drink, and live music to trophies. And leave a little bit extra for those final special touches.

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10-11 Months

Now is the time to begin searching for your showstopper venue. Look for a place that not only fits your attendees comfortably, but also provides that added glitz and glamour. And make sure it has good parking, too! 

At this stage, you should also start lining up your key vendors, such as caterers and entertainment. Locking in your vendors early will give you access to the best in the business at top value prices.

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9 Months

Now comes the fun part: deciding on your award categories. Make sure that all the categories align with your overall vision for the event, and keep track of your award ceremony ideas in a planning document. You should also start thinking about what the winners’ trophies will look like – consider partnering with an expert provider like Gaudio Awards now that can help you design unique custom trophies later down the line.

It’s also time to reach out to potential sponsors. If you get sponsors on board early, they may offer to cover some costs or help you with your marketing. The more buzz you can create now, the better!

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6 Months

With six months to go, it’s time to outline your event’s flow – from the opening moments to the grand finale. Work with your team to plan the presentations, speeches, and live entertainment. Around this time, you could consider opening public votes if applicable, and start promoting your event online.

5 Months

Think about how you can transform your awards ceremony venue with some dazzling decor. Start planning the elements that will feed into the overall theme of the night, from elegant table centrepieces to dramatic lighting. And don’t forget to get started on those trophy designs; Gaudio Awards can help you craft beautifully bespoke awards that are sure to wow your winners.

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4 Months

Now is the time to really start spreading the word about your event. If you’re selling tickets, launch them now and consider offering early-bird pricing – or if the event is invite-only, send out those formal invitations. 

Start ramping up your marketing efforts, too. Partner with sponsors, share teasers on social media, and use that digital render of your trophy from Gaudio Awards to build up some serious hype.

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3 Months

Three months before the big day, it’s time to start double-checking every little detail. Confirm all the technical needs with your venue, such as microphones, lighting, and AV equipment, and touch base with your vendors. Finalise the menu and make sure any dietary needs are noted. And of course, lock in the final designs for your trophies to guarantee they’ll be ready to impress!

1 Month

With just one month to go, it’s time to start finalising the logistics of the day. Walk through the venue with your key team members, and ensure the stage, seating, and equipment are all set up exactly as you envision. Prepare all final materials such as programmes and name tags to ensure that everyone has a memento to take home at the end of the evening.

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2 Weeks

It’s time to send in those award winners’ details to your trophy manufacturer for engraving. Gaudio Awards requires names two weeks before delivery to guarantee that the process runs smoothly. But if you’re late getting those personalisation details to us, please don’t panic! We offer plenty of options such as adhesive name plates that can be customised even after production.

1 Week

It’s crunch time. Now is the moment to confirm every last detail with your vendors, and send those all-important final reminder emails to attendees. Make sure everyone knows those key details like dress code, arrival times, and parking to ensure your night runs without a hitch. 

Once you’ve ticked all the above off your list, you can sit back and focus on enjoying the event that you’ve worked so hard to curate…

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Post Event Follow-Up

Make sure you keep the momentum going once your awards night is over. There are a few key actions that should be completed after the event, including:

  • Sharing photos and videos from the evening on your website and social media
  • Issuing a post-event press release with key highlights and images
  • Sending thank you emails or cards to your attendees, sponsors, and vendors
  • Gathering feedback from your attendees to help you improve any future events
  • Analysing data such as attendance rates, social media engagement, feedback survey results, and financial metrics
  • Conducting a team debrief to discuss what went well and what could be improved
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Plan the awards ceremony of the century with Gaudio

Here at Gaudio Awards, we understand that planning a successful awards ceremony isn’t easy. But we promise that all that hard work is worth it. As one of the leading corporate trophy suppliers, Gaudio Awards can take care of all your custom trophy needs. Our talented team members are here to make sure that the trophy ordering process is an absolute breeze, leaving you with one less thing to worry about.

Are you ready to make the magic happen?

Get in touch today to discover how we can bring your corporate awards vision to life.

Tel 01242 232 383 Email sales@gaudio.co.uk

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Blank

When you order a blank trophy, it will arrive without any personalised details. The trophy is blank for you to add your own personalisation, or use as a decorative piece.

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Select your layout using the dropdown menu, then enter your details. The live proof shows you an approximate visual of how your trophy will look when it’s engraved. Once you’ve added the details you want and purchased your trophy, we’ll begin manufacture right away.

Please note: The live render is an estimate of how your trophy will look, and the final result may vary in size, colour and placement.

Gaudio Proofing Service

With the Gaudio Proofing Service, simply add your chosen trophy to your cart and checkout as normal. A member of the team will be in touch to collect the required details, and we’ll send you proofs to approve before manufacture. Delivery time excludes proofing.