Event type
Awards ceremony
At an awards ceremony, what happens backstage decides whether the stage runs smoothly.
Headcount rule of thumb
Up to ten categories, one protocol hostess at the stage; above that, two.
In short
An awards ceremony needs a protocol hostess who brings the trophies to the stage in the right order and knows who is next. As a rule of thumb, one hostess can handle two to three categories if the trophies are heavy or numerous, so above ten categories it is worth placing two beside the stage. You also need seating support, because winners usually sit at the front and the order has to hold. The order of awards and the stage choreography are the two things that must be written down in advance, because live there is no time to discuss them.
Who you need, and why
- Protocol hostess
- Trophies to the stage, in order, presented on a tray. The heart of the choreography.
- Seating hostess
- Winners at the front, in order. Otherwise they're finding seats during the intro.
- Waiting staff
- Reception beforehand, standing reception or dinner after.
- Cloakroom attendant
- Evening wear, guests arriving together.
What to decide, and when
2 weeks ahead
Number of categories, physical size of the trophies, outline stage choreography.
3 days ahead
Final order in writing. This is the most important document.
On site, 2 hours early
Trophies laid out in order, a run-through on stage.
Before the start
Stage rehearsal with the host: who enters from where.
What usually goes wrong
- The order of awards exists only verbally, and live it turns out the reading order differs.
- The trophies are heavier than planned and one hostess cannot carry them together.
- Winners are seated at the back and come forward during the introduction.
- There's no rehearsal, so which side to enter from is discovered during the first presentation.
The staff we usually supply for this
Where are you organising it?
Information tailored to the city, with local venues.
Awards ceremony
Give us the date and the guest count and you'll have a concrete headcount and price within one working day.
- A real quote within 24 hours
- Replacement guarantee for drop-outs
- No minimum order
- A dedicated coordinator on every booking
Frequently asked questions
What does a protocol hostess do?
Brings the trophy to the stage at the right moment and in the right order, manages the handover with the host, and knows who is next. It's rehearsed choreography, not improvisation.
How many staff for an awards ceremony?
Up to ten categories, usually one protocol hostess and one or two seating staff, plus the reception crew. With many categories or heavy trophies, two at the stage.
Is a rehearsal needed?
Yes, and it's worth allowing time. Walk the stage choreography once: where the hostess enters, where she stands, when she hands over. That's fifteen minutes, and it saves the awkward silences.