Coordinating a corporate awards ceremony can be a daunting task. In order to be successful, the ceremony coordinator needs to possess excellent time management and organizational skills. A little patience goes a long way. The best way to organise this type of event is to divide it into smaller tasks.
Book your location at least a month in advance in order to have time to arrange seating appropriately. Most event locations offer a full staff, table linens, centrepieces and catering services, but discuss this with the booking agent so that you are aware of the cost. Staying within budget is vital for corporate events.
No matter how large or small your ceremony budget, it's always important to present your food elegantly. Whether you are serving cookies and tea or having a four-course meal, make it fabulous. When booking your location, make sure to discuss the menu they offer, wine and beer lists, table service, and all other food-related issues.
Order your awards to arrive at least two weeks in advance. It may be wise to request a few extras in case last-minute changes need to be made. Keep the wording of the awards appropriate to the nature of the ceremony.
Create a list of award recipients first, asking if they wish to bring a guest to the ceremony. These are the people who should be seated nearest the stage, and it's important to have an accurate headcount. Plan to seat award recipients, and their guests, in the order they will be called up on stage. It would be wise to run through the names of the award recipients with your announcer prior to the ceremony to avoid any awkward mispronunciations.
Next, make a list of VIPs and other corporate staff to be invited. Keep in mind the available seating capacity of the location you've booked for your ceremony.
Audio and visual aids can add a personal touch to your ceremony. Think of attention-getting ideas on how awards will be presented. For instance, have a presenter for the first award recipient, and then have the first award recipient announce the second recipient, and so forth. If there is a "lifetime achievement" type of award, turn that portion of the ceremony into a roast and line up speakers in advance to honour the recipient. Or add a theme to your ceremony, such as an Academy Awards evening.
Provide child care and entertainment for guests who need to bring their children.
Meet with the wait staff and servers, if you are having a full dinner, and discuss any special needs, such as restrictive diets and allergies.
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