Art quiz checklist: everything to arrange

An art quiz needs more preparation than printing a few questions. You need time to select and check images, test the presentation, organise registrations and make sure every team has the right forms and materials. This checklist takes you from booking the venue to opening the doors, with the details that are easy to leave until the last minute. Use it to keep quiz content, equipment, food and room setup moving in the right order.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Set quiz date
Prepare quiz rounds
2 people
Select art images
2 people
Check answers
2 people
Prepare Quiz Questions
Send invitations
Process registrations
Collect dietary requirements
Assign quiz teams
Print participant list
Print the quiz forms
Print answer forms
Set out prizes and rules
Do the shopping
2 people
Chill drinks
Compile Quiz Materials
Test the equipment
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Connect the quiz presentation
2 people
Number quiz tables
Set up registration desk
2 people
Set up buffet and drinks table
2 people
Hang decorations
2 people
Receive participants
3 people
Serve coffee and tea
2 people
Explain quiz rules
Present quiz rounds
2 people
Serve snacks
2 people
Refill drinks
2 people
Check answers
3 people
Announce the winners
Present prizes
2 people

Aftercare

Collect tableware
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Disconnect equipment
2 people
Wash dishes
2 people
Clean the venue
3 people
Return materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 56
Registration desk
Buffet tablesqty 2

Tableware

Reusable glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Decorations

Art postersqty 12
Table runnersqty 8
Table numbersqty 8

Quiz materials

Answer paddlesqty 8
Pensqty 60
Score sheetsqty 12
Prizesqty 3

Cleaning

Waste binsqty 4

Lighting

Mood lightingqty 4

Catering

Groceries

Tips

Finish the quiz rounds and verify every answer before sending invitations. Leave at least 3–5 days for a final fact check, especially for artist names, titles and dates shown in images.
Test the laptop, projector, screen, speakers and microphone together at the venue at least 24 hours before the quiz. Bring extension cords and power strips; a device that works at home may not connect correctly on site.
Set a registration deadline several days before the event so you can process names, collect dietary requirements and assign teams. Print the participant list after registrations close, not a week earlier.
Prepare one complete quiz pack per table, including quiz forms, answer forms, pens and score sheets. Number the tables before guests arrive so team assignments and scoring stay clear from the first round.
Chill drinks and set up coffee, buffet items, glasses, cups, plates and cutlery before doors open. Keep prizes, rules and answer paddles together at the front so the host does not have to search for them between rounds.

Frequently asked questions

How far in advance should I plan an art quiz?: Start at least 3–4 weeks before the event. Book the venue and set the date first, then allow 1–2 weeks to prepare and check the quiz rounds before invitations go out.
When should I send invitations for an art quiz?: Send invitations around 3 weeks before the quiz and set a registration deadline 5–7 days before it. That gives you time to process registrations, collect dietary requirements and assign teams.
How many quiz questions should an art quiz have?: Plan the number of questions around your available time, but allow roughly 10–15 minutes per round, including answer collection. Prepare the complete rounds at least 3 days before the event so answers and images can be checked.
When should I test the art quiz equipment?: Test the laptop, projector, screen, speakers and microphone at the venue at least 24 hours beforehand. Check the actual presentation, cables and power points, then test the setup again when the venue opens.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.