What Organizers Should Know About Bulk Award Orders

When an athletic season or momentous project ends, and it's time to celebrate your team's efforts, few things can capture the moment the way a well-designed and thought-out award or trophy can.

Whether you're coaching a youth soccer team, leading a complex endeavor at work, or just wanting to show your team appreciation, awards provide a lasting symbol of dedication, sportsmanship, and growth.

Ordering trophies in bulk isn't quite as simple as picking one out of a catalog and placing a last-minute order.

There's a lot to consider to ensure everything arrives on time, within budget, and exactly how you envisioned.

Whether you're a coach, league organizer, or workplace manager, here's what you need to know when planning a bulk award order—from timelines and customization to budgeting and common mistakes to avoid.

Start Early (Much Earlier Than You Think)

One of the most common mistakes organizers make is waiting too long to place their orders.

Depending on the time of year, award shops can be swamped with other sports leagues, school, and corporate events happening at the same time.

Ordering one or two trophies may not take long, but bulk orders—especially with custom engraving—require more lead time.

Tip: Aim to place your order 3 to 4 weeks before your event or awards ceremony. For larger entities or highly custom orders, 4 to 6 weeks is even better.

Know Your Numbers Inside and Out

Before browsing styles or setting your budget, get a precise headcount.

• How many contributors are on each team?
• If you're a league, will coaches, assistant coaches, or volunteers receive awards?
• Are you doing participation trophies, MVP awards, or both?

Having a solid list early on helps avoid last-minute additions or changes—which can drive up costs or delay delivery.

Set a Comprehensive Budget

Bulk ordering is a great way to reduce cost per unit, but it's easy to overspend when adding special features or premium materials.

Basic participation trophies can start as low as $5–$10 each, while more elaborate designs with columns, custom logos, or unique figures can be $20–$50+.

Other Costs to Keep In Mind:

• Custom engraving
• Rush fees (if ordering late)
• Shipping or delivery charges
• Award packaging (if you want them individually boxed)

Many shops offer discounted pricing for bulk orders, so don't hesitate to ask about pricing tiers based on quantity.

Choose the Right Award for Your Event

Not all awards are created equal, and the style you choose should reflect the tone and audience of your event.

• Traditional Column Trophies: Great for end-of-season team awards with space for custom engraving and team logos.
• Resin Awards: Durable and stylized, ideal for MVP, Best Sportsmanship, or Coach of the Year categories.
• Medals: Cost-effective and easy to customize for participation awards or placement winners (gold, silver, bronze).
• Plaques: More formal and great for recognizing coaches, referees, or league volunteers.
• Acrylic or Crystal Awards: Best reserved for top-tier events or high school/college-level recognition.
  
  

Make Thoughtful & Intentional Customizations

An award becomes more meaningful when it's personalized. Most shops offer custom engraving services, but it's essential to add the elements that give the award its special touch.

• What text do you want on each award?
• Will each say the same thing, or will names and achievements vary?
• Do you want your league or company logo emblazoned?

Pro Tip: Double-check the spelling of names and team titles before submitting them. A single typo on 100 awards can be an expensive fix.

Ask About Reorders & Add-Ons

Always ask your award supplier about their reordering process (for example, if you need to add a few more trophies at the last minute). 

Some shops keep design files or molds on hand for quick reprints. If you're working with a recurring league, establishing an ongoing relationship with a supplier can also lead to easier future orders and potential loyalty discounts.

Consider the Packaging & Presentation

It doesn't matter if you're five or 55; receiving an award can easily become a core memory. Whether it's handed out on the field or during a year-end banquet, how you present each trophy matters.

Some bulk orders come with free or optional packaging (like individual boxes), which not only makes transport easier but also adds a polished, professional touch.

Work with a Trusted Awards Shop

Partnering with an awards shop that specializes in bulk orders can make your job much easier. While you want to do your research on each candidate, there are a couple of key advantages to look for before making your decision.

• The company offers clear turnaround times
• They have responsive customer service
• They provide accurate proofs before engraving
• They can handle last-minute changes if needed

Ask for sample photos, material options, and a breakdown of costs upfront. And if you're ordering online, check for reviews from other organizers or coaches.

Reach Out to Woltman Trophies

Bulk award ordering doesn't have to (and shouldn't) be stressful.

With early planning, clear communication, and the right shop/supplier, the award ceremony can be just as memorable as the season itself.

Whether it's a group of excited 6-year-olds holding their first soccer trophy or a corporate retiree earning a legacy award, the right award can make a lasting impact.

Because at the end of the day, it's not just about the trophy—it's about recognizing the hard work, progress, and dedication to the craft.

Check out design options, and contact us today to get started!