Birthday pub quiz checklist: what to arrange and when

A birthday pub quiz needs more preparation than writing a few questions. You need a venue layout that lets teams hear and see the quiz, enough answer forms and score sheets, and a clear plan for registrations, dietary requirements and team seating. Use this checklist to work through the event in order, from choosing quiz themes and testing the presentation to chilling drinks, preparing snacks and welcoming guests. The details below also cover the equipment and small items that are easy to overlook until the first round starts.

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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
Choose quiz themes
2 people
Prepare quiz questions
2 people
Check answers
2 people
Set up quiz rounds
Create answer forms
Prepare score sheets
Compile the presentation
Send invitations
Process registrations
Collect dietary requirements
Assign teams in advance
Do the shopping
2 people
Test quiz materials
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
Set up tables
3 people
Set out chairs
2 people
Connect quiz equipment
2 people
Hang decorations
2 people
Set up the gift table

Event

Welcome guests
2 people
Seat the teams
2 people
Serve welcome drinks
2 people
Present quiz rounds
Serve snacks
2 people
Refill drinks
2 people
Check answers
2 people
Announce the winner
Unwrap gifts

Aftercare

Pack leftover food
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Disconnect equipment
2 people
Clean the venue
3 people
Remove decorations
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Gift table
Drinks table

Tableware

Glassesqty 40
Coffee cupsqty 32
Platesqty 40
Cutlery setsqty 40
Serving traysqty 6

Equipment

Laptop
Projector
Projection screen
Bluetooth speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coolersqty 3
Coffee maker
Kettle
Thermos flasksqty 3
Cutting boardsqty 2
Chef's knifeqty 2
Small bowlsqty 8
Pliersqty 4
Serving spoonsqty 4
Bottle openersqty 3

Quiz materials

Answer formsqty 12
Pensqty 40
Score sheetsqty 12
Answer paddlesqty 12
Quiz prizesqty 3

Decorations

Balloonsqty 40
Buntingqty 6
Table décorqty 6
Birthday candles

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Test the laptop, projector, projection screen, Bluetooth speaker and wireless microphone together before guests arrive. Check every video, image and audio clip in the presentation, and keep extension cords and power strips where nobody can trip over them.
Prepare one answer form and pen per team for every round, plus spare copies. Keep score sheets and answer paddles at the quiz table rather than leaving them mixed in with plates, glasses and serving equipment.
Assign teams before the birthday quiz and print a seating plan. This cuts down the first 10 minutes of confusion, especially when guests arrive separately or do not already know which team they are on.
Finish shopping and chill drinks early enough to allow for cooling time. Set up coolers, the drinks table, bottle openers, glasses and welcome drinks before the first guests arrive, instead of opening bottles while trying to seat teams.
Check the venue after the tables, chairs, gift table and decorations are in place. Leave a clear route to the quiz equipment and check that the coffee maker, kettle, thermos flasks and serving area can be used without crossing the teams' playing space.

Frequently asked questions

How long does it take to organise a birthday pub quiz?: Allow at least 2 to 3 weeks for the venue, invitations and registrations. Reserve the venue first, then prepare the questions, presentation and team assignments during the final week.
How many questions should a birthday pub quiz have?: Plan around 40 to 60 questions for a quiz lasting about 90 minutes, divided into several rounds. Leave time for handing in answer forms, checking answers and updating the score sheets.
When should I prepare the food and drinks for a birthday pub quiz?: Do the shopping 1 to 2 days beforehand and prepare snacks on the day. Chill drinks several hours before guests arrive, then set out welcome drinks, plates, glasses and serving trays before seating the teams.
What equipment do I need for a birthday pub quiz?: For a presentation-based quiz, arrange a laptop, projector, projection screen, speaker and microphone, with extension cords and power strips. Test the complete setup at least 24 hours before the event and bring spare answer forms, pens and score sheets.

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.