How to Plan a Successful End of the Year Award Ceremony!

How to Plan a Successful End of the Year Award Ceremony!

It’s that time of the year when we start planning the end of the year awards, banquets, and celebrations! The Student Leader Awards at the University of Chicago focuses on recognizing the significant contributions undergraduate, graduate and professional students have made to the University through outstanding leadership, philanthropy, initiative, and dedication to campus life. Below is a timeline of what steps I take each month ahead of the ceremony to ensure that all aspects of the ceremony are done and that the ceremony runs smoothly!

December:

• Review what went well and areas of improvement from last year. Focus on how you can use that knowledge to make adjustments to the ceremony this upcoming year.
• Review and update the nomination and descriptions as needed.
• Send a timeline of the nomination process to other staff to keep them aware of what will be coming up.
• Recruit staff from departments across campus to be part of the committee. Some examples of offices that are part of our committee are admissions, alumni relations, athletics, career services, academic advisors, orientation, housing, student activities, spiritual life, community service, identity and inclusion, graduate school, international affairs, and student centers.
• Work with the IT department to update information for our nomination website.
• Send calendar invites to any important faculty or staff that will attend the ceremony.

January: 

• Create an internal nomination list with other staff in the student activities office.
• Launch website and begin accepting nominations .
• Send an email to all faculty, staff, and students informing them that the website is now accepting nominations.
• Advertise on social media, student centers TV screens, etc.

February: 

• Send a reminder to faculty/staff that nominations will close soon.
• Once nominations close, check the nominee list for any duplicate submissions and any misspelled names.
• Verify that all students are eligible for their awards.
• Notify nominated students and inform them of the supplemental materials they can provide.

March: 

• Request student activities staff to sign up for shifts before, during, and after the ceremony.
• Invite presenters.
• Confirm keynote speaker.
• Remind nominees of the deadline to submit supplemental materials.
• Supporting materials deadline.

April

• Confirm room set up for committee meetings.
• Confirm room set up for the award ceremony.
• Provide committee members the  nominations to review before the meeting.
• Send save the dates to campus partners.
• Order certificate supplies, catering, linens, centerpieces, photographer, nametags, etc.
• Selection meeting day with committee members.
• Notify winners, invite them to ceremony, collect w9s (for those receiving monetary awards), and ask for name pronunciations.
• Print certificates and have them signed.

May

• General announcement of winners on website.
• Start working on ceremony script, programs, and slideshow of pictures.
• Collect RSVP for ceremony.
• Award Ceremony!
• Send thank you cards to presenters.
• Upload pictures taken by photographer on Facebook.
• Reflect on what went well, what can be improved, and wait until December to start it all over again! 🙂