How to Host a Virtual Award Ceremony?

Managing human resources has always been and continues to be one of the toughest resources to organize. You know how they say ‘picking the right people for the right job’ is the key? Well, let’s just say it’s just one of the keys in the whole bunch.

Organizations worldwide have always grappled with employee retention and motivation, thus leading to the glorious creation of the idea of award ceremonies. Award ceremonies are a brilliant way to engage those outstanding performers who deserve all the recognition they can get. Your top performers are, after all, what makes your company or your relative industry stay relevant in each of their respective fields. 

To a company, besides the more obvious internal benefits; like a boost in employee satisfaction and motivation – that award ceremonies provide, there is also no denying the fact that such events offer an exceptional platform to brand themselves. Hosting an awards ceremony however, is definitely no mean feat that you can whirl up over a weekend. As a host company or organization, you need to zero-in on the most perfectly suited and the best-of-the-best management teams, to make your event a success.

Key elements of a successful awards ceremony

When you plan on hosting an event of this sort, it can get overwhelming due to the meticulous detailing and planning that you and your team have to deal with. Keeping your clients, sponsors and all attendees engaged and satisfied throughout the ceremony is what you need to work towards.

So we’ve put together a few elements that you just cannot overlook if you want that awards ceremony to really turn out to be magical:

• Set that budget

The earlier you sit down and set your event budget, the earlier you’ll be able to define your limits. Let’s keep it real, what’s the point of dreaming about lobster in your main course when you can really just afford shrimp. Some of the main costs that you just have to consider are your dream venue, mesmerizing entertainment, lip-smacking food and of course your choicest beverages. Now, if you plan on inviting some celebrity guests to further add on to your award ceremony’s ‘wow factor’, allocate a large chunk of the budget to them too (as you know, they won’t come cheap).

After keeping a buffer for contingencies (some of which are sure to pop-up), you can now go ahead and set your ticket prices and required sponsor commitments to cover some expenses.

• Decide on your venue

Will everyone fit comfortably? Will everyone be able to find the place easily? Will it exactly project the level of branding that your sponsors are expecting? Organizers spend sleepless nights over these kinds of questions. However, once you have fixed a budget and the number of attendees, you can get down to picking out that perfect venue. Award ceremonies are meant to be awe-inspiring, mind-blowing, grand events and choosing the right venue can really make it or break it.

Some factors you need to keep in mind here are ease of accessibility at the venue, the interior layout, considering things like acoustics, the right sound systems and of course the grand stage that everyone’s attention will be fixed on. Remember to work closely with your venue partner for everything!

• Pick the flashiest theme and design

You’re looking to awe and inspire, so don’t hold back when it comes to conceptualizing your theme and design. Whatever path you decide to take: a classy and formal red carpet event, pure celebratory carnival or even a more casual yet comfortable approach, the possibilities are endless. Once you pick your theme it’s easier to conceptualize and start working on the decor for your venue. Use attractive colours in whatever decorative items you select, the more vibrant colours the better (unless of course, you’re going with a two coloured classic theme).

• Catering

Well you do know how erratic a hungry audience can be. So please feed them well or they will eat you.

Planning for food and drinks for your awards ceremony is something you just cannot overlook. In recent times, event hosts have moved away from your traditional all-out buffet setups and are leaning towards DIY salad arrays, appetizer or finger food stations and of course, alluring cocktail bars. Not only does it offer a perfect opportunity for your guests to network and connect, but it also gives you that much-needed break from figuring out even more ideas to keep your audience engaged. Be sure to note your audience’s dietary preferences before picking your caterer and define the catering team’s responsibilities clearly. You could make your menu stand out with some exotically local dishes from the area and maybe even look to promote an all organic assortment of dishes.

How to host an awards ceremony

Let’s focus on the elephant in the room, the actual awards ceremony. You are obviously hosting an awards ceremony with an objective of rewarding, recognizing and appreciating your top performers. Covering all the aforementioned key elements alone will not ensure your event’s success, there still lies the actual part of executing your operations. Your awards are the focal point of your whole event, be sure to concisely organize the required ones and avoid unnecessary categories. Throw in a few People’s Choice awards to keep your audience engaged and interested.

Every other aspect of your event must then be built around your awards. Don’t overestimate your team’s capabilities and assume that they can pull off a show worthy of the Oscars. Pick the right event management team, delegate responsibilities and remember to ensure that everyone plays to their strengths.

Ideas for hosting an awards ceremony

In recent times, companies and organizations hosting award ceremonies have started looking at ideas that diverge from the usual. A large majority of attendees have always been fascinated by the extraordinary and unusual. One of the main reasons that circuses became such a rage in the past. The more quirky the idea, the more fascinating the event. For example, going against the traditional approach of a red carpet, star-studded awards ceremony, organizations today even choose to keep it light by having a more casual and thus personally interactive awards ceremony.

Today, companies and organizations also choose to build their annual employee retreats into a bigger company event by finishing off with a grand awards ceremony on the last day. This not only helps you cut down on your expenses (one mega event instead of multiple ones), but also ensures that almost everyone on your payroll is in attendance as it is one of the biggest gatherings your company will annually have. In this age of social media, you can broadcast your event and thus your brand throughout the market from the comfort of your office or home. Target the exact demographic of attendees you want at your event and build that excitement up just like a countdown to your event date.     

Tips for hosting an awards ceremony

• Start with a checklist

Planning ahead never goes to waste, so make sure you’ve got a checklist in place. Don’t try to carry the weight of the whole world on your shoulders. Break down tasks into smaller responsibilities and delegate it to the right teams (whether your own or third-party hires). Make sure to hire the right entertainment, vendors and event management teams in advance and on priority.

•  Get your layouts in place

Every tiny detail matters, so brainstorm for all possible contingencies, decide on your floor plan and stage design, making sure that all your attendees get the best possible exposure to your light and sound show.

After all, trying to read a ceremony host’s lips from afar is not as entertaining as it sounds.

• Recruit the right host, judges, key-note speakers

With your team handling the entire operations and back end, you are left with little or no time to worry about running the front end of the show. When it comes to picking your show host, judges and key-note speakers, make sure you choose wisely. They are after all going to be representing your organization even if it is just for a day.

Conclusion

Making your awards ceremony a grand success will take all that you have and there are no two ways about it. Try to envision the event as a spectator to give you a better sense of what your audience will ideally be looking for. Seek to dole out pure entertainment, your attendees have come together for a celebration after all. As they say, ‘The devil is in the details’, so chisel each and every detail of the event to perfection till you are satisfied with every aspect. You are in fact, putting up a show, so of course, rehearse, rehearse and rehearse!