With the right amount of planning, creativity, and attention to detail, you can craft an experience that leaves a lasting impression.
Our expert team was involved in the recent Campus Services Awards 2025 – a spectacular event for University professional services staff – right from the very beginning. Glamorous, fun and impeccably well-organised, it was a masterclass in how to run a fantastic awards ceremony.
We’re sharing a few of our secrets. Whether you’re planning an awards ceremony in the bustling city of Birmingham or any other location, here’s our guide will making your event a resounding success.
Define the purpose and theme of your event
Before you start booking venues or event spaces, it’s crucial to have a clear understanding of the event’s purpose and theme.
Choosing a theme
When selecting a theme, consider elements that resonate with the audience and the reason for the awards ceremony. Themes can range from a glamorous Hollywood style or a specific colour scheme, which is important to cohesively tie all elements of the events together, which will enhance the overall experience.
How we did it
For the Campus Services Awards, we adapted our theme of the awards ceremony to include the University of Birmingham’s gold, black and white branding. This was reflected throughout the ceremony via the designed PowerPoint on screen, place cards on tables, awards brochure, red carpet outside the domed Aston Webb building to make attendees feel extra special, and other marketing collateral. This ensured that that was consistency and a distinct theme throughout making the event feel really special.
Set a realistic budget
Budgeting is the backbone of any successful event. It dictates everything from the choice of venue to the quality of catering and entertainment. Start by listing all potential expenses, including venue hire, catering, decorations and awards.
How we did it
We reached out to local companies and suppliers to arrange sponsors for the event. We were able to sell Bronze, Silver, Gold packages, and invited our sponsors to the event to strengthen corporate relationships.
Choose the perfect venue
Selecting the right venue is integral to the success of your event. When considering event venue, think about the atmosphere you want to create. An elegant ballroom may suit a formal event, while an industrial loft could be perfect for a modern, edgy ceremony.Venue Considerations
- Capacity: ensure the venue can comfortably accommodate your guest list
- Location: choose a venue that’s accessible to most attendees
- Facilities: check for essential amenities like parking, AV equipment, and accessibility for people with disabilities
- Ambiance: the venue’s existing decor should align with your event theme
How we did it
We selected The Great Hall for its grandeur – every guest felt like a film star.
Create a detailed timeline
A comprehensive timeline ensures that every aspect of your event runs smoothly. Start planning months in advance to secure your preferred venue and vendors. Break down the timeline into pre-event, event day, and post-event tasks.
Sample timeline
- Pre-event: secure venue, hire vendors, send out invitations
- Event Day: setup, conduct rehearsals, manage guest arrival
- Post-event: teardown, send thank-you notes, evaluate feedback
How we did it
The Campus Services Awards was managed by an awards committee, each selected from each division across Campus Services. They met regularly, every two weeks, organising every aspect, from establishing sponsors, organising catering, entertainment to sending out invites, including supporting with the nominations list.
Curate an exceptional programme
This is the heart of your awards ceremony. It should flow seamlessly, keeping guests engaged from start to finish. Consider including speeches, entertainment, and award presentations.
- Welcome speech Set the tone with an engaging opening.
- Award presentations Space them out to maintain interest.
- Entertainment Hire performers that suit your theme and audience.
- Closing remarks End on a high note with a memorable speech or performance.
How we did it
Itinerary of Campus Services Awards 2025
| 6.50pm | Welcome to Awards |
| 6.55pm | Starter and entertainment by Pandora’s Jukebox |
| 7.25pm | Main course |
| 8.10pm | Awards |
| 8.30pm | Dessert and raffle |
| 9.15pm | Awards |
| 9.40pm | Closing of the Awards |
| 9.45pm | Entertainment |
| 10.45pm | Entertainment finishes and bar closes |
| 11.00pm | Carriages |
Personalise the experience
Personal touches make your event memorable. From custom name tags to personalised award plaques, these details show attendees that you’ve thought about their experience.
Personalisation Ideas
- Bespoke awards: Reflect the achievement and personality of the awardee.
- Photo opportunities: Provide themed backdrops for guests to take photos.
- Interactive elements: Consider digital engagement, like voting for a ‘People’s Choice’ award.
Hire professional vendors
From caterers to photographers, the right vendors can elevate your event. Research and hire reputable vendors who understand your vision and can deliver quality service.
Vendor Checklist
- Caterers: Taste test menus to ensure quality and suitability.
- Photographers/videographers: Capture the event professionally, so you can use the images and footage on socials, webpages and newsletters after the event. Great pictures will let you advertise next year’s awards too.
- AV Technicians: Ensure sound and visual components run smoothly.
How we did it
We hosted the Campus Services Award at our own The Great Hall, an iconic and historical venue – and for once, our fantastic catering team Food Fellows had the chance to enjoy the event as guests and award-winners. We arranged with our tried-and-trusted local suppliers, Mahirs Experience to create the menu and work the evening – and the results were really delicious.
The Awards Committee hired regular events photographer, Nick Robinson to capture the evening on film for socials, blogs and to advertise next year’s event. Pandora’s Jukebox – a showband par excellence – created fantastic atmosphere with familiar hits played with charismatic style.
Plan for contingencies
Despite meticulous planning, unforeseen issues can arise. Create a contingency plan to address potential problems, ensuring the event runs smoothly.Contingency planning
- Weather Have a backup plan for outdoor events.
- Technical issues Test all equipment beforehand and have spares on hand.
- Health and safety Ensure first aid and security personnel are available and make sure you do a risk assessment.
Engage your audiences
Keeping your audience engaged is key to a memorable awards ceremony. Use technology and interactive elements to involve your guests.Engagement Strategies
- Social media integration: Encourage live-tweeting or Instagram posts with a unique hashtag.
- Interactive voting: Use apps for real-time voting during the event.
- Networking opportunities: Create spaces for attendees to mingle and connect.
How we did it
During the interval we had a live spinning wheel projected on the screen, which picked winners for fantastic prizes, from a golfing weekend to a year’s worth free coffee. The whoops and cheers from winners in the audience and their friends created drama and excitement.
Gather feedback and follow up
After the event, gather feedback to understand what worked and what could be improved. This not only helps in planning future events but also shows attendees that their opinions matter.
Feedback methods
- Surveys: Send out digital surveys for quick responses.
- Social Media: Monitor hashtags and comments.
- Direct communication: Follow up with key stakeholders for in-depth feedback.
How we did it
We created a feedback form on Microsoft Forms and sent a link out with an email thanking everyone for coming to the awards the very next day – along with a link to a news story and lots of wonderful pictures of the winners and the celebrations. A healthy third of our guests replied which gave us helpful testimonials and feedback, including a 92% “excellent” score for our venue and a 96% approval rating for the overall experience.
Remember, the essence of a memorable event lies in the details, and with thoughtful preparation, your event will shine brightly in the memories of all who attend.
We’re experts in event planning. So whether you’re starting an event from scratch or looking for an events space, get in touch with our team.
