• How To Plan An Awards Night In 5 Steps

How To Plan An Awards Night In 5 Steps

Its near award season! Which means it’s just about the right time to start planning for the perfect event. 

Everyone loves award shows, there full of entertainment and glamour, and they’re no longer restricted to just the entertainment industry. Awards ceremonies are now employed by a variety of sectors and typically they are a celebration of success and achievements for individuals, teams or companies. 

Let’s have a look at how you can organise an awards ceremony of your own!

Choose your venue 

This should be a no brainer, the event planning itself usually starts with the booking of a venue. Once you receive a confirmed attendee list look for a venue that will hold your expected capacity and MORE, many attendees bring guests and your venue should be able to cater to everyone that arrives.  


Your chosen venue will want to work closely with you throughout your event planning, remember, It’s vital that you inform all your planning ideas to your chosen venue, in most cases your venue will co-operate and make adjustments if needed, however, be aware that some venues will have restrictions.  


Choose your theme 

It’s now become uncommon to attend an event that doesn’t have a theme! You may be thinking that a theme is not an important aspect of the event planning, Although it can be beneficial to the creativity of the event and make your planning a lot easier.


Generally speaking, once a theme is confirmed the rest of the idea planning falls into place, for example – Black tie, simple, classy, respected. But for added entertainment why not add the theme of…James Bond 007. Entertainment activities fall in line once a theme is resolved, for example with our chosen theme guest entertainment could be casino tables and your music and lighting are sorted as it would all match the theme of the movie. 

Choose the stage design 

The stage is the centre of the event it needs to be eye-catching and well presented all while showing off the hosts and award winners. Therefore, your stage design needs to be well thought of. Make sure your stage is well lit, incorporate spotlights for a more show-stopping performance, if you’ve opted for a theme, incorporate it in your design and dress minimally.  


Include a video screen on your stage, this can be useful to showcase any brands that are working with you, it can also be used to showcase images of nominees, guests and award winners. Your guests will appreciate the interaction and thought behind the planning.

Choose your sound & video 

Music and video entertainment are now essential for event planning, ensure that you choose a company that can supply you with all of the technical set up you need for lighting, video screens, and sound systems.  

We can supply and set up everything you need for your event, click here to learn more. 


Finally, rehearse! 

This is essential in event planning! Rehearse your show to pre-empt any errors or to recognise any faults in your planned lighting, music or video entertainment. If you have a host – Make sure they practice as the last thing any event planner wants is the winner of the wrong award announced! 

While we have compiled a shortlist of essentials, there are still many more aspects of an awards event that need planning, these include:


  • Invitations
  • Catering 
  • Staff Hire 
  • Seating Plane 


We have over 35 years of experience in providing audio and visual entertainment for all events, fashion shows included. We specialize in a variety of services and can provide our expert knowledge in production set up. We have worked with a lot of customers you can view our gallery here.

If you would like more information you can contact our team of specialists today we would be happy to answer any questions you have in regards to your upcoming event.

Event Support

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Our team has years of experience installing a wide range of Audio Visual equipment

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  • Hybrid Av have been supplying audio visual equipment to Leicester Tigers for over 25 years. I have personally been involved for the last 17 years on the events side of the business and have always had a good working relationship with their team. In addition to the general conference business that Hybrid Av support, we hold two end of year award dinners, one for our sponsors and one for our supporters, where Hybrid Av manage the AV side of the night.
    This year we have an additional commercial dinner which again we will bring Hybrid Av on board.

    Head of Logistics, Leicester Tigers Rugby
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