By Sarah McQueen, Director of Catering and Events at The Honourable Artillery Company (The HAC)
An awards ceremony is one of the most rewarding events to plan. It’s a chance to celebrate achievement, recognise talent, and create memories that last long after the final trophy has been handed out. From my experience, a successful night doesn’t just happen. Careful award ceremony planning, combined with the right venue, catering, and teamwork, is what ensures everything runs smoothly.
Having worked on countless ceremonies here at The HAC, I’ve seen what separates a good event from a truly memorable one. Our role is to make the experience seamless for organisers, so their focus can stay on celebrating success. Here’s my perspective on what really goes into making an awards night run like clockwork.
How to plan an awards ceremony – the basics
Every smooth-running event starts with strong foundations. First, set your objectives. Are you marking internal achievements, showcasing industry talent, or fundraising for a cause? Knowing the purpose shapes everything that follows.
Next, pin down your guest numbers and budget. These two factors will guide your choice of venue, catering style, and entertainment. Get suppliers in the diary early, ideally 6 to 12 months ahead, to avoid last-minute stress.
Given that awards ceremonies often welcome guests from multiple organisations, I recommend confirming the event at least six months in advance. This allows “save the dates” to go out promptly and gives organisers the opportunity to sell tickets or tables. However, the detailed planning stage should start 8–10 weeks prior, depending on the complexity, type, and size of your ceremony.
An award ceremony planning checklist helps keep things in order. Include the essentials: venue hire, catering, AV, entertainment, invitations, trophies, and rehearsals. Then map them on a timeline so nothing slips through the cracks.
The biggest mistake I see? Not following venue recommendations or contracts properly, or failing to consider staging, AV, and entertainment infrastructure. Clear communication with both the event manager and operations manager is essential to make sure every request can realistically be delivered.
Choosing the perfect venue in Central London
The venue is the single biggest decision you’ll make. It sets the tone for the evening and says a lot about the prestige of the awards.
The HAC is one of the standout award ceremony venues in Central London, and what makes us unique is hard to replicate. There’s no other place like us in the City that combines history, versatile spaces, and the ability to host large-scale events.
- Prince Consort Rooms – a blank canvas for celebrations of up to 600 guests, with state-of-the-art AV, projection screens, and lighting. Originally built in 1862 as a drill hall, the space includes the Albert Room, named in honour of Prince Albert, and today provides a blank canvas for elaborate productions.
- Armoury House – a stunning Georgian Grade II-listed building, constructed in 1753, and home to events for nearly 300 years. With elegant period rooms, including the oak-panelled Long Room overlooking the Artillery Garden, it provides a truly historic backdrop for more intimate awards.
- Flexibility of spaces – the Prince Consort Rooms are best for large productions, while the Long Room is ideal for smaller ceremonies (though production is limited due to listed status).
Our location is also extremely accessible, with Liverpool Street, Moorgate, and Old Street stations just a short walk away.
The role of catering in a successful award ceremony
Ask anyone what they remember most after an event, and food nearly always tops the list. In fact, the number one area discussed after an event is the food, which is why corporate event catering is critical to get right.
At The HAC, catering is led by Searcys, Britain’s oldest event caterer, founded in 1847. Our on-site team designs menus that showcase seasonal British produce, with 90% of fruit and vegetables sourced from the UK and all meat from British farms. Sustainability is central to our approach, reflected in our Two Star Food Made Good rating.
For awards, menu tastings are often essential, particularly when guest numbers are large. Planning for dietary requirements is just as important. We ask clients to supply dietary lists at least 10 working days before the event so our chefs can prepare properly. Getting this right is a huge responsibility, but it is key to flawless service on the night.
Popular catering options range from champagne and canapés to plated dinners, grazing stations, and after-party bites. We also see strong demand for catering upgrades, from account bars (where a set spend limit is agreed in advance) to upgrading from a working lunch option to a fork buffet, which offers excellent value and elevates the guest experience.
Organising a successful awards ceremony – behind the scenes
Guests rarely see the work that happens backstage, but these details are what make or break an evening.
The kitchen team often begins preparation well before the rest of the operations team. Chefs are the unsung heroes, and the delivery of an excellent menu can truly define an event. Security is another hidden layer. The HAC is one of the most secure event venues in London, with contingency plans in place that clients may not even be aware of.
Rehearsals, technical checks, and clear running orders are also essential. Lighting must spotlight winners at the right moment, AV systems must be crystal clear, and staging should match the flow of the evening. A good timeline balances reception, awards, dinner, and after-party, keeping energy high without feeling rushed.
Because awards involve multiple suppliers, we always ask that they are introduced to the operations manager early. This allows us to discuss requirements in detail and ensure no expectations are left unmet. We also hold planning meetings with clients that bring all departments together – catering, AV, operations, and events – so everyone is aligned. Honesty is key: we would rather recommend what is truly deliverable than over-promise at the planning stage and risk under-delivering on the night.
Making award winners and VIPs feel special
For me, the magic of an awards night often lies in the small touches.
Our operations and catering managers handle last-minute requests with calm expertise, from reprinting programmes to adjusting seating plans or accommodating unexpected dietary needs. These gestures give organisers peace of mind and keep the event flowing seamlessly.
VIPs are given special care too. We request details well in advance so our team knows exactly how to look after them. We can offer dedicated reception areas for VIPs when needed, and we always make sure staff are aware of individual requirements. On the night itself, our team often goes above and beyond. Whether that’s congratulating winners personally, opening Champagne when someone receives their award, or simply making a fuss to enhance the moment, these thoughtful touches are what guests remember long after the evening ends.
Awards ceremony planning guide – a timeline
Breaking the process into stages makes the planning more manageable:
- 6–12 months ahead: book your venue and date, set your budget, and shortlist suppliers
- 3–6 months ahead: lock in catering, AV, and entertainment, then send out invitations
- 8–10 weeks ahead: begin detailed planning with your venue team
- 4–6 weeks ahead: confirm guest numbers and menus, run rehearsals, and complete a final walk-through
- 10 working days before: submit final dietary requirements to the catering team
Throughout this process, our events team provides practical advice, updated event orders, and reassurance that every detail is on track. Responsiveness and operational knowledge make all the difference to organisers, as they know we are all working from the same page.
Start planning your award ceremony at The HAC
A successful awards night needs more than a great idea. It needs careful planning, a venue with presence, and a team that knows exactly how to deliver. At The HAC, we offer all three.
From intimate dinners of 50 to industry galas of 600, our central London location, historic setting, and modern facilities make us a natural choice for recognition events. Having hosted events for nearly 300 years, we know what it takes to make your ceremony exceptional.
When you work with us, you are not just booking a venue. You are partnering with a team that understands every detail, from menu tastings to technical rehearsals, contingency planning to VIP care. My team and I are here to ensure your event is remembered for all the right reasons.
