Event Planning & Awards Logistics
- Robert Szafarowicz
- Nov 12
- 4 min read
You're an event planner or a marketing director. Your brain is juggling 50 things at once.
The venue. The catering. The A/V. The keynote speaker's ridiculous rider.
And then... someone in accounting emails you: "Hey, did we order the awards for the gala?"
It's the "oh crap" moment.
Awards are always the last thing on the list. It's this tiny, annoying task that has a ridiculously high chance of blowing up in your face. A typo on the CEO's name. The wrong logo. Or worse, they simply don't show up on time!
It’s a massive headache. And for what? So you can hand someone a hunk of glass, and everyone can go home?
Here's the problem: we've all been trained to think of buying awards as this big, creative, arts-and-crafts project. It's not.
Buying awards is a logistics problem. That's it.
Once you see it that way, it's not scary. It's just a checklist. And if you're late, you don't need a miracle; you just need a partner who's good at streamlining the logistics.
Here is a simple, stress-free event awards planning guide that actually works.
The 4-Step Awards Plan That Won't Make You Crazy
Forget browsing 500-page PDF catalogs, and forget the endless email chains about "what font looks best."
Just answer these four questions.
1. When is the "Drop-Dead" Date?
And I don't mean the event date. When do you need the awards in your hands? Be honest. Is it the day before so that you can prep them? Is it three days before so that you have time to breathe? Or will the event space charge you a storage fee if the awards so up too early?
Pick that date. That is Day Zero. Everything else works backward from there.
Pro Tip: Your vendor's "production time" (e.g., "10-day turn") doesn't include shipping. Always ask for the "in-hands" date.
2. What's the Budget? (The Real One)
"Budget-friendly" means different things to different people.
You need a simple number: price per piece.
If your total budget is $2,000 and you have 20 awards, your magic number is $100 per piece. Don't waste a second looking at $300 crystal vases.
This is also where you get smoked by hidden fees. Ask your vendor one question: "Is this the all-in, final price? Does this include setup, personalization, and proofs?"
If they can't give you a straight "yes," run. It's a game. You don't have time for games.
(This is our whole model, by the way. Simple, clear, budget-friendly corporate awards. No setup fees. No games.)
3. What's the Vibe?
Don't think about "awards." Think about your event. What's the vibe?
Vibe: Modern & Techy? You're looking for clean lines. Think acrylic, brushed metal, or mixed materials.
Vibe: Classic & Presidential? This is your traditional glass, crystal, or wood plaque.
Vibe: Big & Bold? This is where you might look at custom event trophies—something with color, a unique shape, or 3D elements.
You don't need to be a designer. You just need one word. "Modern." "Elegant." "Simple." A good partner hears that word and can show you three options that work.
4. Who Gets What? (The "Don't-Mess-This-Up" List)
This is the #1 place for error. The data.
Make one spreadsheet. Not a Word doc. Not an email chain. A spreadsheet.
Column A: Award Title (e.g., "Salesperson of the Year")
Column B: Winner's Name (e.g., "Jennifer Smith")
Column C: (Optional) Custom Line 2 (e.g., "For $10 Million in Sales")
Column D: Full date, or just the year (e.g., "2025")
Get one person to sign off and approve this list. Then, lock it. That's the file you send to your awards partner. It's your single source of truth.
The "Oh Crap" Button: What to Do When You're Already Late
Okay, so your event is next Friday, and you just realized you have nothing.
Do not panic. Do not go to some random ".com" website, upload your logo, and pray.
You're going to get a box of junk, or you're going to get an email two days before your event saying "order canceled."
This is the test of a real partner.
When you're late, you trade options for speed. You can't get a fully personalized or custom-made award design in three days. But you can get a beautiful, modern award that looks like you planned it for months.
The Last-Minute Playbook:
Pick up the phone. Don't email. Call. Our # is 815-315-4405 and we're happy to chat!
Say these words: "My event is [Date]. My budget is [Number]. I have [Number] awards. What can you do?"
Listen for the answer. If they hem and haw, hang up. If they say, "No problem. We have three in-stock acrylics we can personalize and ship by Tuesday," you've found your partner.
This is what "rush order capabilities" actually means. It's not magic; it's just a simple, streamlined process. We built our entire business around it because we know you don't have time.
Stop Babysitting Your Awards Order
Your job is to run the event. Your job is not to chase proofs, double-check tracking numbers, and manage the awards vendor.
This is a task you should be able to offload and trust 100%.
We make it simple.
You send us the list and the logo or brand guidelines.
We send you one clean, simple proof.
Once you Approve, the order is expedited to production.
Then, the awards show up at your desk, correct and on time.
That's it. That's the whole relationship. It's reliable, it's simple, and it's one less fire you have to put out.
Is your event right around the corner? Don't panic. Check out our 'Quick Ship' product line or give us a call (815-315-4405) and let's get this done!
Ready to make awards the easiest part of your next event? Schedule a 15-minute planning call with us. Email us at: Hello@rsrecognition.com
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