Charity quiz checklist: what to arrange and when

A charity quiz needs more than good questions. You need a confirmed venue, a clear programme, reliable scoring, working presentation equipment and enough time to manage registrations and teams. This checklist takes you from choosing the charity and quiz format to setting up numbered tables on the day. It also covers details people often leave too late, such as dietary requirements, tie-break questions, sponsor donations and testing the microphone, projector and music.

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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 the venue and hall
Set the date and program
2 people
Select charity
2 people
Decide on quiz rounds and themes
3 people
Write quiz questions
3 people
Check answers and scoring
2 people
Prepare tie-break questions
2 people
Confirm the quiz host
Arrange the judges and review team
Arrange prizes for winners
2 people
Approach sponsors and donors
2 people
Send invitations
2 people
Post promotion on social media
Process registrations
2 people
Collect dietary requirements
Create team and table seating plans
2 people
Confirm registrations
2 people
Print quiz files
2 people
Test presentation and music
2 people
Do the shopping
2 people
Set out prizes and materials
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the technology and presentation
2 people
Number quiz tables
2 people
Hang decorations
2 people
Set up catering and bar
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up registration and payments
2 people
Give volunteer briefing
3 people
Receive participants
3 people
Give the welcome speech and explain the game
Lead quiz rounds
3 people
Refill drinks
2 people
Serve snacks and drinks during the break
3 people
Check answers
3 people
Announce winners and hand out prizes
2 people
Announce the Donation Total
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect and sort waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Chill leftover food
2 people
Lock up the venue
2 people
Deposit proceeds securely
2 people
Send thank-you message
Share results and photos
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 4

Tableware

Reusable drinking glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2

Kitchen

Coolersqty 3
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 3

Decorations

Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Table decorationsqty 8
Table numbersqty 8

Lighting

LED light stringsqty 4
LED lampsqty 6

Catering

Groceries

Quiz materials

Answer formsqty 120
Pensqty 80
Spare pensqty 20
Presentation remote
Calculatorsqty 6
Score sheetsqty 20
Quiz question bookletsqty 10

Administration

Participant Listqty 2
Cash box
Payment terminal
Name stickersqty 70
Registration formsqty 70
Charity information foldersqty 60
Small change

Communication

Program boardsqty 4
Directional signsqty 6
Announcement posterqty 4
Whiteboard
Whiteboard markersqty 6

Cleaning

Cleaning glovesqty 4
Cleaning clothsqty 12
Bucketsqty 2
Floor squeegee
Broom and dustpan
Trash binsqty 6

Safety

Flashlightsqty 2
Batteriesqty 12

Tips

Set the programme before writing all the questions. Allow time for several quiz rounds, scoring between rounds and at least one tie-break question, so the host can keep the evening moving.
Confirm registrations and dietary requirements before creating table plans. Number each table and prepare the seating information early enough to correct missing names or duplicate teams.
Test the laptop, projector, screen, speakers, wireless microphone and HDMI cable together at the venue. Do this before event day if possible; extension cords and power strips are easy to overlook.
Print the quiz files, answer sheets and scoring materials before opening the venue. Keep a spare printed copy for the host and judges in case the presentation or laptop fails.
Plan food and drinks around the running order, not just the guest count. Set out reusable glasses, plates, cutlery, coffee equipment and coolers before guests arrive, and place prizes where the host can reach them quickly.

Frequently asked questions

How far in advance should I organise a charity quiz?: Start organising at least 6 to 8 weeks before the quiz. That gives you time to reserve the venue, choose the charity, approach sponsors, promote the event, process registrations and prepare the questions.
How many quiz rounds should a charity quiz have?: Plan around 5 to 8 rounds for a typical evening, with a clear break for scoring or refreshments. Prepare one or more tie-break questions in advance rather than writing one under pressure on the night.
When should I confirm charity quiz teams and table plans?: Close or review registrations about 7 days before the event, then confirm teams, table numbers and dietary requirements. Leave a small amount of flexibility for late changes without reprinting every document.
What equipment do I need for a charity quiz?: Allow for a laptop, projector, screen, speakers, wireless microphone, HDMI cable, extension cords and power strips. Test the complete setup at least 24 hours beforehand and bring power banks for devices that may run low.

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.