Inviting to an awards ceremony: winners, guests and places

How do you invite guests to an awards ceremony?

The invitation fits in a few lines: the body presenting the awards, the name of the ceremony, the date, arrival time, venue, dress code and reply-by date. The flyer sets the tone: restrained for a professional prize, more festive for an association or sports trophy.

Say whether the ceremony is followed by drinks or dinner: guests then know how long to set aside.

Should winners be invited differently?

Often yes: winners should know before the general invitation goes out, and they need to tell their own guests. Tell them with a personal message before the mailing; the Carton Blanc invitation then goes to the guest list.

How do you word an invitation when the winners are confidential?

Invite without naming winners: “your presence is requested” is enough, and “in the presence of the nominees” gives nothing away. The suspense is part of the event; neither write it down nor deny it.

How do you manage the guest list and places?

You enter the room's capacity. Once reached, later guests go on a waiting list. If winners are entitled to a number of guests, state it in the message that tells them.

How do you check guests in on the day?

The list opens on a phone at the door. Each arrival is ticked off and the number present is known live. Two days later a thank-you message goes to those who came and another to those who did not.

What mailing calendar suits an awards ceremony?

Four to six weeks ahead, an announcement with the flyer and the reply link; two weeks before, a reminder to guests who have not replied; the day before, a reminder to those registered with the address and arrival time; two days after, a thank-you message. Carton Blanc drafts these emails when you create the event, and you read them before they go.

If the ceremony is the high point of a season (an association, a club, a competition), bring the announcement forward: people who travel need time.

A sample invitation text

Here is an outline: “Subject: Awards ceremony, Saturday 6 December. We are pleased to invite you to the [name] awards ceremony on Saturday 6 December at 5 pm at [venue]. The ceremony will be followed by drinks. Please confirm you are coming by 21 November on this link: [link].”

The invitation names neither winners nor categories if they are to stay confidential; it gives only the moment, the place and what follows.

What do you do about those who could not come?

Two days later a thank-you message goes to those who came and another to those who did not: the second can carry the results, a link to photos or a word for those who could not attend. You keep in touch with the people who matter for the next edition. Send it the same week, while the evening is still fresh for everyone.

How do you prepare the door list?

Before the ceremony, open the list on the phone of the person welcoming guests and check that it works on the venue's network. Plan one extra person for group arrivals: when the doors open everyone turns up at once, and check-in has to stay smooth. Print the list as a fallback if the venue has poor reception, and bring a charger for the phone.

Frequently asked questions

How much notice for an awards ceremony?

Four to six weeks, with a reminder two weeks before and another the day before.

Can winners get a different message?

Tell them with a personal message before the general mailing; the invitation then goes to the whole list.

Which flyer suits an awards ceremony?

A restrained template from the gala gallery, with a clear title; you edit it in the editor.

Can you sell places with Carton Blanc?

No: Carton Blanc takes no money from guests. If the ceremony is paid, payment happens outside.