Car quiz checklist: organise the evening step by step

A car quiz needs more than a set of questions. You need fixed teams, printed answer and score sheets, working projection equipment, and a room that can be reset quickly between rounds. Start with the venue and registrations, then prepare the quiz materials and shopping list. On the day, allow time to collect the keys, arrange the tables, test the laptop and projector, and chill the drinks before participants arrive. This checklist puts those jobs in a workable 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

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Confirm reservation
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Create answer sheets and score sheets
Print quiz booklets
Create team assignments
Make Team Table Numbers
Collect prizes
Do the shopping
2 people
Chill drinks
2 people
Test equipment
2 people
Pick up venue keys

Event

Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the quiz table
2 people
Connect the projector and sound system
2 people
Number the team tables
2 people
Lay out quiz materials
2 people
Set up buffet and drinks table
3 people
Receive participants
3 people
Explain the 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

Gather quiz materials
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Pack equipment
2 people
Lock up the venue
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Quiz table

Quiz materials

Team table numbersqty 10
Answer formsqty 50
Quiz bookletsqty 50
Score sheetsqty 10
Pensqty 50
Spare pensqty 10
Answer cardsqty 10
Prizesqty 3

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cableqty 2
USB stick

Tableware

Glassesqty 50
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 3
Soup ladlesqty 2
Pliersqty 4

Decorations

Tableclothsqty 6
Welcome sign
Directional signsqty 4

Cleaning

Broom
Floor squeegee
Bucketsqty 2
Cleaning clothsqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the quiz. Use the final list to assign teams, record dietary requirements, and prepare the correct number of answer forms and quiz booklets.
Finish the quiz rounds and check every question at least 3 days before the event. Print the quiz booklets, answer sheets and score sheets afterward, so late edits do not leave you with mixed versions.
Test the laptop, projector, screen, speaker, microphone, HDMI cable and USB stick at the venue or with the same setup at least 24 hours beforehand. Pack extension cords and power strips even if the room already has sockets.
Plan the room around team tables rather than the quiz table. Number every team table before opening the hall, then place pens, spare pens, answer cards and other quiz materials where teams can reach them without crossing the room.
Collect venue keys early enough to allow at least 90 minutes for setup. Put drinks in coolers, prepare the buffet and drinks table, and leave time to make coffee or fill thermos flasks before receiving participants.

Frequently asked questions

How far in advance should I organise a car quiz?: Reserve the venue and send invitations at least 3 to 4 weeks in advance. Close registrations about 7 days before the event so you can assign teams, collect dietary requirements and print the final materials.
How long does it take to set up a car quiz?: Allow around 90 minutes for the venue setup. This covers opening the hall, arranging tables and chairs, connecting the projector and sound system, numbering team tables, and laying out the quiz materials.
What equipment do I need for a car quiz?: Plan for a laptop, projector, projection screen, speaker, microphone, HDMI cable and USB stick. Bring extension cords and power strips as well, and test the complete setup at least 24 hours before the quiz.
How many quiz sheets and pens should I prepare?: Prepare one quiz booklet and answer form for each team, plus score sheets for the people marking the rounds. Put at least 2 spare pens on each table, with a few extra pens at the quiz table.

Start this plan in Lizzt

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