Procedures for Conducting an Individual Sports Award Banquet

By: John DiColo, CMAA - Northwest Jersey Athletic Conference

All too often I have attended a sports banquet conducted by one of my coaches and I sat there wondering "Why did that just happen?" Usually, it was because the coach did not take the time to prepare for the banquet as he/she would prepare for a big game. Coaches need to understand that public relations are a large part of their job responsibilities and when speaking in front of parents they can make a lasting impression - the objective of this article is to help ensure the lasting impression is a good one!

Below are some helpful hints to consider when conducting a banquet to avoid costly mistakes or embarrassing circumstances:

1. Invitations

Consider the inclusion of:

1. Members of the Board of Education
2. Superintendent of Schools
3. Principal and/or other Administrators
4. Athletic Director and AD Secretary
5. Cheerleading Coach/Squads (when applicable)
6. Athletic Trainer
7. Representatives that donated a special award
8. Other supporters of your program
9. Parents, family, and athletes in the program

2. Seating Arrangements

Seating arrangements can take a variety of acceptable forms. However, adequate reserved seating should be set aside for Board of Education members, Administrators, special guests, coaches’ spouses and escorts, etc.

3. Programs

Whenever a program is used, every effort should be made to insure accuracy. Be sure to include all players on your roster as well as managers, stats, etc., and be certain that names are spelled correctly. Exclusion from a team list or the misspelling of a name can cause undue embarrassment for one of your athletes as well as yourself.

4. Itinerary of Banquet

It is recommended that the following be included in your banquet proceeding:

1. A welcoming statement. Be sure to ask the Principal, Athletic Director, or invited guests if they wish to speak. Introduce all guests including Board of Education members, Administration as well as special guests, award presenters and other distinguished attendees and be sure to recognize your coaching staff. During this opening statement it is a good time to thank all the people that contributed to your program including booster clubs (special recognition to a booster club executive committee), parents, Athletic Trainer, Athletic Director and other athletic office personnel.
2. Program activities should commence (introductions, speeches or presentations of lower levels) before dinner/refreshments to prevent an extended evening. The entire ceremony may end before refreshments in cases where dinner is not being served.
3. Presentation of awards:
   • If you usually make athletes stay up front after their name is called be aware of the duration of time you speak about the entire team and/or each athlete. If the time is extensive (usually varsity) than consider allowing the athletes to return to their seats or only keep athletes up front by grade level and then allow them to return to their seats.
   • If coaches give special recognition awards such as Most Valuable Player, Most Improved Player, etc. consider adding that award to their individual award introduction so you are not repeating the same information about that athlete.
4. Have portable sound system available if needed.
5. Note: If your school does not permit alcohol at school functions be sure to inform the maître'd that no alcohol is to be served if available at the facility you are utilizing.

5. Suggestions

1. Check all awards upon receipt to ensure names are correct and nothing is missing. This task is important to do in a sufficient timeframe so new awards can be ordered and received before the banquet.
2. Start with the lower levels (Freshmen, Junior Varsity, and finally Varsity). On JV and Varsity, start with the youngest team members and work your way through to seniors. Save your best until last. Consider recognizing athletes that may have contributed at a higher level but did not qualify for recognition at that level (this usually occurs in a sport such as basketball that uses "swing" players).
3. IT IS RECOMMENDED THAT 'MOCK' AWARDS BE DELETED FROM THE PROGRAM FORMAT. THE BANQUET IS NOT AN APPROPRIATE SETTING FOR RISQUE COMMENTS/INUENDOS.
4. It is helpful to explain the awards and the meaning behind any special recognition.
5. Make sure any video presentations are set up in advance and are working properly. Action photos or other pictures should not be rotating on a screen while speakers are presenting.
6. It is important to prepare your remarks ahead of time. Know what you are going to say about each player and keep it short and positive. Do not forget managers, stats, etc. By doing so, you will avoid the common problems of forgetting someone, saying something that you don't intend, as well as avoiding other embarrassing situations that could occur.

6. Closing

Be sure to extend special thanks to banquet organizers and others that contributed to the success of the affair including the facility personnel and servers. Thank everyone for attending.