Awards Process Management Workflow

This is the most obvious part of your event plan. Before managing your awards ceremony, make sure that your budget and your event expectations match up. When these align, your management workflow will run much more smoothly.

What does the management process include?

For those responsible for the event management of the awards ceremony, this is a great opportunity to demonstrate their professionalism, to take care of all the important facets of the event plan, and, of course, to think about how to make their plan even better. Obviously, there are numerous reasons to control the management process of the event, from financial risks to security issues. Every event organizer should be well prepared during each of these stages of the management process:

• Planning phase
• Sending invitations
• Submission process
• Choosing judges
• Starting a speech
• Beginning the ceremony
• Running the ceremony
• Voting, automated scoring, and reporting
• Recognition of winners
• Closing and following up after the event

Both offsite and onsite awards ceremony management traditionally includes awards ceremony organization and management from start to finish and will often be made up of the abovementioned stages.

Tasks and goals: What should be set?

With a large number of attendees, especially from other cities or countries, there will certainly be a lot of additional requests for help: help in obtaining entry visas, purchasing of train or airline tickets, finding places for shopping, organizing individual excursions to see the area, etc.

Of course, guests should not be refused; but when these requests are received, it will be necessary to clearly know who will be paying for it and how or who will specifically solve these issues on the part of the award ceremony management organizers. In this case, the organizer’s task will be to predict any emergencies or extra time or budget expenses that may be needed and to set up goals and follow the execution process as well. And yes, they should be available 24 hours a day.

Awards ceremony management workflow

Organizers must possess a sufficient level of competence and ability to act independently for most tasks. In addition, they must have the necessary skills and resources to provide operational assistance to the guests at all awards process management stages:

• Planning phase

Once you have decided on the budget, all service providers and product suppliers will need you to discuss the terms of cooperation with them. Make sure all contractors are responsible and have a proven track record.

Make sure you let the participants know how to get to the location, invite all important guests and speakers, prepare printed materials, get audio and video content ready, etc. Make sure everyone understands their tasks and areas of responsibility correctly, and verify that the venue is ready. To do this easily without missing anything, make a checklist first.

Similar checklists can also be made to check the readiness of the agenda: whether everything is in the correct place, everything works, everything is on schedule, etc.

Be sure to print the program for the event, and provide a copy to all members of the team as well as volunteers and contractors. Also, tell everyone the main contact numbers for contacting each other in cases of emergency.

• Sending invitations

When organizing events, invitations are a must: the design, quality of paper, and printing should be top notch. It is best to order personalized invitations with inscriptions, not to write down the information by hand on blank lines.

If at all possible, at least some of the invitations should be delivered to special status guests, if not personally then through some trusted channels: security guards, drivers, or assistant managers.

To make sure that the invitations reach their addresses, you can duplicate messages by sending them via e-mail to each guest.

• Submission process

At this stage, organizers should take care of the entrant submissions and process all the applications according to the categories and other criteria.

• Choosing judges

In order for the ceremony to be legitimate, sending invitations and processing submissions by the judges is important. The ceremony will go smoothly when the judges are chosen in advance because these people should carry out thorough preliminary work. The most competent leaders among them will be chosen as judges.

• Starting speech

The speech during the award presentation can be easy. Describe the award, its importance, and its history. Be concise. Tell the audience about the criteria by which the winner has been selected. Make a significant pause while listing those criteria, and the process will run without a hitch.

• Initiating a ceremony

Be friendly with all participants, speakers, and event partners. Try to solve their problems, answer their questions, and meet their expectations, even if you feel tired and everything is not going according to plan. Ultimately, people will remember exactly how they were treated and what kind of atmosphere you created, not what the speaker said from the stage.

• Running a ceremony

Distributing tasks among team members is very important, not only at the preparation stage but also during the event. Distribute the responsibility to the people in zones. For example, someone is responsible for the registration area, someone for meeting the speakers, someone for the equipment, someone for catering, someone for the media, etc. Everyone should have their own responsibility that is controlled by them at all times during the event.

Provide your team members with a document where their duties are listed so that everyone knows who to get in touch within each area.

• Voting

Voting is a quick ceremony stage, especially if you use automated scoring and reporting on the basis of a professional business event organization & management system. A moment and the winners are chosen and forwarded for an announcement.

• Winner recognition

The voting results are announced at the official awards ceremony by the speakers. They name the winner and say a few words about him or her while using words of praise. Winners are recognized according to the judges’ verdicts. The list of winners may also be broadcast over available channels in real time.

• The final phase

Events within the framework of the awards may take place throughout the entire calendar year. The number of events and dates are determined beforehand. The duration of each stage is determined by the organizing committee. At this stage, speakers congratulate the winners, summarize the presentation, say the final words, or pass the word to the next speaker. The winner also gets an opportunity to show off his emotion by saying a thank-you speech.

How to improve the managing process

What does this mean for your event? Here are three great ways to collect data, use it wisely, and improve the management process:

1. Manage the flow of people

By providing participants with an app for the event, you can track their movements in real time. With this information, you can better manage traffic flow to make it easier for participants to move around the venue.

2. Personalize the event

Another way to use an application for events is to transfer special content to a participant’s mobile device when they reach a certain location. An app can send an agenda when participants arrive for dinner or as they move around the venue of the event during the day.

3. Sponsor advertising

If you use ribbons for badges with embedded tags, you can display messages from sponsors or brand advertisements, starting with digital signs located in various places around the event site.

Tools to manage the awards ceremony

For the planning and management of your events, Google templates and other programs can be used, such as Asana, Trello, Podio, GanttPro, or Teamweek. Excel is limited in function. To get a judging module that is ideal for automated processing and reporting, Judgify is a perfect match. It will be very helpful to use an awards ceremony event management platform like this for a top-notch management process.

Conclusion

Various tools are used for the planning and management of your events. From the point of view of the event organizer, using Judgify modules and the automated data processing it offers will not only give event organizers an opportunity to leave more vivid impressions on their participants during the event but also help them analyze what happened and make a better plan for managing future events.

We welcome your suggestions and comments below.