Sports Club Prizegiving: A Guide to Ordering Trophies and Medals

There’s plenty to organise before a sports club prizegiving. Venue, food, speeches, award winners — and the trophies and medals that bring it all together.

It’s easy to leave the awards until later, especially when the committee is busy keeping the season running. But starting early gives you time to get the details right without a last-minute scramble.

Whether you’re recognising junior participation, senior achievements or the volunteers who keep your club going, here’s what to think about before you order.

When should you order prizegiving trophies and medals?

At Mayer & Toye, a new custom job normally takes 3–4 weeks from final sign-off. That clock starts once the design is approved, rather than when you first ask for a quote.

Before that, you’ll need time to gather artwork, confirm quantities and get committee approval. Check whether your quoted turnaround includes delivery to your club.

As a planning guide, start the conversation 6–8 weeks before prizegiving. Allow more time for a complicated order or a busy period, and confirm the schedule with us.

Already working to a tight deadline? Tell us the date upfront. There are other options, including our print technology, that may suit a shorter turnaround.

What to sort out before ordering your club’s awards

1. Work out who you’re recognising

Start with a list of award categories and what each recipient will receive.

That might include:

• Participation medals
• Team and individual achievement trophies
• Best-and-fairest and most-improved awards
• Club championship medals
• Recognition for coaches, volunteers and long-serving members

Count each award type separately. An order of 100 awards might involve several designs, so ask how quantities affect the options and pricing.

For our standard custom items, the general minimum order quantity is 50 units, but it isn’t set in stone. We have flexibility, and we’re happy to help with smaller orders. One-off trophies and individual awards need their own discussion, too.

If player numbers are still changing, talk through a sensible allowance for spare medals before approving the order.

2. Gather your club logo and award details

Send the best version of your club logo you have. For custom metal manufacturing, we prefer an Illustrator file, and an editable PDF is also suitable.

A JPEG from an old flyer may need redrawing before it can be used for custom manufacturing. That can add artwork costs, so it’s worth checking your files early.

Include the wording you want on the awards: club name, award category, competition, season and recipient’s name, where required.

You may not know every winner when you first enquire. Let us know which details are still to come so we can discuss deadlines for personalisation.

Before final sign-off, check spelling, names and dates carefully. A few minutes checking the proof can save a headache later.

3. Set a budget for the complete order

Decide what your club can spend, then ask for a quote that covers the full job.

Check that it includes the relevant design, tooling and setup costs, along with award quantities, finishes, ribbons, personalisation, delivery and applicable GST.

This gives the committee a clear figure to approve and makes it easier to compare options.

You don’t need the same award for every category. Participation medals, major trophies and volunteer recognition can each have their own place in the budget.

4. Check whether it’s a repeat order

If you’ve ordered the same custom item before, mention it when you enquire.

Tooling and setup are charged on the first order of an item. Our published information lists a $25 reorder charge for the same item, with the cost of producing the awards still payable.

If you want to change the design, ask whether that affects the tooling or price. Changing a year formed into the metal may mean the item is no longer an identical repeat order.

Planning to use the design for several seasons? Discuss how to include dates or personalisation while keeping the main design consistent.

5. Choose trophies and medals that suit the occasion

A custom metal medal gives you scope for distinctive shapes, raised or recessed detail, finishes and colour. A personalised trophy offers another way to recognise a standout performance or an ongoing club award.

Think about how each award will be presented, worn or displayed. For junior recipients, size and weight are worth discussing. For a perpetual trophy, leave room for future winners’ names.

Browse our custom sports medals and trophies and awards for ideas.

Top tip: more is less

You’ve probably heard the saying “less is more”. When it comes to ordering custom medals, we like to flip that — more is less.

If your budget allows, consider ordering two or three seasons’ worth in one go. A larger production run can bring the cost per medal down, so ask us to compare quantities when we quote.

The trick is to keep the medal design timeless. Use your club logo and leave the year off the medal itself, then switch out the ribbons each season to give it a fresh look. You can also discuss putting the year or sponsor branding on the ribbons.

Allow for changing player numbers and somewhere to store the extras. With a little planning, one order could have your club sorted for the next few prizegivings.

Don’t forget your sponsors

Prizegiving is a good chance to recognise the sponsors who help make your season possible. There are heaps of ways to activate your sponsorships through the awards — a sponsor logo on a medal ribbon, a sponsored award category or an acknowledgement on a trophy plate.

You could also present sponsors with their own thank-you award. It’s always a nice touch and gives them something to display long after the season finishes.

Mention your sponsors when we start discussing the design. Having their logos, wording and brand requirements early helps us work them into the awards properly.

If you’re stocking up for several seasons, consider keeping sponsor details on replaceable ribbons or personalised plates. That gives you flexibility if sponsorship arrangements change.

Short on time or only need a few?

There are still options. Our print technology can work well for smaller quantities and shorter lead times, while still bringing your club logo and award details into the design.

And if you’re really stuck, we’re here to help. Tell us how many awards you need, your budget and when prizegiving is, and we’ll work through the options with you.

A simple sports club prizegiving timeline

Use this as a starting point for custom manufacturing, then confirm the schedule for your order.

That final buffer gives you time to count everything, check the details and put the awards in presentation order. If you have less time, get in touch so we can discuss the available options.

Frequently asked questions

Can we order fewer than 50 custom medals?

Yes, talk to us. Our minimum order quantities (MOQs) aren’t set in stone — we have flexibility and we’re happy to help.

The general minimum for standard custom items is 50 units. That’s typically where the economies of scale start to make sense and the cost per medal comes down — our “more is less” approach.

If you only need a few, we can accommodate smaller quantities and discuss the best way to produce them. Our print technology can also offer a practical solution.

Can our medals and ribbons use our club colours?

Share your club’s colour references when requesting a quote. A Pantone reference is useful if you have one. We’ll discuss the available ribbon and finish options, including any colour-matching requirements.

What if we need extra medals after ordering?

Tell us as soon as possible. Additional quantities may affect pricing and delivery dates, so we’ll check what’s possible for your order.

If your numbers are uncertain, discuss spare medals before giving final approval.

Can we use the same medal design every year?

Yes. Keeping the main design consistent can make repeat ordering simpler and avoid new tooling costs for an unchanged item. You can also ask about ordering several seasons’ supply together and changing the ribbons each year.

What if we haven’t chosen the award winners yet?

You can still start planning. Send your award categories, estimated quantities and prizegiving date, and tell us when the winners will be confirmed. We can then discuss deadlines for names and other personalisation.

Let’s get your prizegiving awards sorted

You don’t need every detail finalised before getting in touch. Your prizegiving date, estimated quantities, budget and club logo are a useful start. Bring your sponsor details along, too.

Whether you’re planning a few seasons ahead or need help pulling together this year’s awards, get in touch for a quote. We’ll help you work through the options for your club.