There’s something electric about an awards evening – the lighting, the suspense, the applause. Behind every magical moment is a solid AV setup working quietly in the background. Whether you’re celebrating local heroes or industry giants, getting the audio-visuals right means your winners feel special and your audience stays fully engaged.
Based in the Midlands, we’ve supported hundreds of live events across the UK and been a part of some pretty fantastic projects. So, we thought we’d put together a friendly, no-stress guide to help you plan an AV setup for your next awards that shines just as brightly as the trophies!
Setting the stage for success
Before thinking about lights or microphones, start with your venue and stage set design.
- Space & sightlines: Make sure everyone – from front row to back wall – has a clear view of the stage and screen.
- Backdrop & branding: It may sound obvious, but incorporate your brand! This includes your logo, sponsor visuals, or themed graphics. The AV design team can also help blend lighting and structure so your visuals feel integrated rather than an add-on.
- Accessibility: Keep steps, podiums, and lecterns safe and well-lit – small details that make a big difference on the night.
Light up the celebration
Awards nights are all about atmosphere. Lighting sets the tone and can transform a standard room into something memorable.
- Layer your lighting: Mix wash lights for general ambience, spotlights for the winners, and accent lighting for décor.
- Add a touch of movement: Subtle colour changes or slow fades keep energy flowing between segments.
- Think practically: Presenters need to read notes, and guests love well-lit photo moments, so plan for both.
Some event production teams (like us!) can pre-program lighting cues so everything runs seamlessly once the first award is announced.
Crystal-clear sound, all the way at the back
No guest wants to miss their category, right?
- Plan mic coverage early: Lectern, handheld, and roaming wireless options each play a role.
- Test playback: Video packages and walk-up stings sound best when balanced through the room’s PA system.
- Avoid feedback: Proper speaker placement and a dedicated audio technician will keep your sound crisp all evening.
Screens, cameras & live moments
Award shows can be multi-sensory experiences. It’s a fun night out, and we want it to be a memorable one for clients. Consider the little things that bring it together:
- Main screen content: Titles, videos, live camera feeds – plan the running order so the content team can cue each element perfectly.
- IMAG (image magnification): Large screens ensure everyone sees the winners’ reactions in real time.
- Hybrid aspects: If you’re streaming or capturing highlights, good lighting and camera angles are important for a great viewer experience.
Rehearse and run it like a show
The difference between “nice event” and “wow, that was slick”…usually comes down to rehearsal.
- Run a mini tech-rehearsal: Ensure your AV team checks every mic, cue, and clip at least once in the venue.
- Nominate: One clear point of contact keeps AV, presenters, and any other crew in sync.
- Keep comms open: Depending on the size of your awards, you may want to consider headsets or radios between techs & MC – just to cover any last-minute changes.
A big one – have your plan B ready!
Even with the best prep, live events love to catch us with surprises. A strong AV partner will always build in contingencies: spare mics, duplicate playlists, backup laptops.
(Now, in our opinion, that’s part of being a reliable, full-service event production team – you wouldn’t even notice if plan B needs to quietly save the show!)
Post-awards wrap-up
Once the final award’s been handed over and the room has cleared, it’s worth capturing a few notes while everything is still fresh. You don’t need a full debrief straight away – even small reminders about what worked, what could be smoother, and what you’d change next time can be incredibly useful. Keep hold of your cue sheets, lighting looks and running order; they’ll form the foundation for next year’s celebration.
Let’s make your next awards night unforgettable
From stage set design to lighting, sound, and live streaming, The Conference Works team is here to help you turn great ideas into golden moments. We’ll bring the tech, the timing, and the calm confidence to your next awards event, so you can focus on your guests.
Ready to plan your next event? Get in touch and let’s start designing an awards setup worthy of your winners.
