How to make end of year presentations easy

Written by the Richmond Trophies team. Last updated 1 November 2026.

End of year is the busiest time in any school office, and awards are often the job that gets left until the last minute. The good news is that presentation day runs smoothly when a few decisions are made early. Here is how to take the stress out of it, from a trophy shop that has been engraving school awards in Richmond for 36 years.

1. Know exactly what you want

The single biggest time saver is a clear list. Before you contact us, write down every award in one place. For each one, note:

• The award name, for example Dux, Citizenship, Sportsperson of the Year or Most Improved.
• The type of award: a trophy, medal, glass or crystal award, or engraved plaque.
• How many you need, including spares for late changes.
• The wording, including the year, and whether the winner's name is known yet.
• Your crest or logo, sent as a clear, high resolution file.
• Your presentation date, and the date you would like everything in hand.
• Your budget, even a rough one. It lets us suggest the right mix.

If you are not sure, that is fine. Send us last year's list and we will help you work out what to repeat and what to change. Our trophy wording guide has ideas for every award.

2. Make the dux award special

Dux is the award families remember, so it should look and feel different from everything else on the day. A few ways to make it special:

• Choose a premium material. A glass or crystal award, or an acrylic award with crisp engraving, sits well in a family's home and feels more formal than a sporting trophy.
• Give a keeper as well as a perpetual. Many schools keep a perpetual dux trophy on display and give the winner their own smaller award to take home.
• Add the details. Your school crest, the winner's name, the year and the words Dux of the school make it personal.
• Present it last. Saving dux for the end of the ceremony gives it the moment it deserves.
• Keep it larger than the rest. A clear step up in size tells everyone it is the top award.

The same thinking works for other leadership awards. See our guide to school captain and leadership awards.

3. Find your perpetual trophies and bring them in

Perpetual trophies are the ones that go missing. They get passed from winner to winner, lent out, or end up at the back of a cupboard, and the discovery that one is missing the week before presentation day is a common headache. Do this early:

1. Go on a hunt. Check the office, library, staff room, storerooms and display cabinets, and ask last year's winners and teachers if they still have one.
2. Make a list. Note each trophy's name, where it was found and the last winner shown on the plate.
3. Bring them in to us. Drop them into our shop at 139 March Street, Richmond, and we will engrave this year's winner on the plate. We use computerised diamond drag engraving, which keeps the lettering consistent year after year.
4. Check for full plates. If a trophy has no room left, bring it in anyway and we will talk through the options for it.
5. Record the winners. Keep a simple list of every winner and year, so the record is never lost if a plate wears or a trophy goes missing.

Read more in our perpetual trophies guide.

4. Get the timing right

End of year is our busiest time too, so a little notice goes a long way.

• Please allow up to two weeks lead time for trophies during end of year peak time.
• We suggest ordering at least four weeks before presentation day, and earlier if you have a long list of names or logo awards.
• Bring in perpetual trophies early, so plates can be engraved without a rush.
• Send one complete, checked list of names, rather than changes in several emails.
• Aim to have everything in hand at least a week before the day.

5. Keep the budget under control

• Use medals for large groups such as sports teams or participation, and trophies for the named awards.
• Choose one trophy design in a few sizes, so the awards look like a set.
• Keep wording short, so it engraves cleanly and costs less.
• There is no minimum order, so you can order exactly what you need.

See our school awards range for 2026 for medals, trophies, glass and engraved plaques, with prices that include GST. Our school presentation day guide has more planning tips.

A simple school awards checklist

1. List every award, with type, quantity and wording.
2. Decide what is special for dux and the top leadership awards.
3. Find all your perpetual trophies and bring them in.
4. Send your crest and any logos.
5. Order at least four weeks before the day.
6. Send the final list of names and check every spelling.
7. Collect everything a week early and arrange it in running order.

Ready to start? Send us your list, or call us on 02 4588 5610 and we will help you plan it.