Christmas quiz checklist and planning guide

A Christmas quiz needs more preparation than writing a few festive questions. You need time to collect registrations and dietary requirements, check the venue, prepare answer sheets, test the projector and sound system, and organise teams before guests arrive. Plan the practical setup separately from the quiz content: tables, team badges, drinks, catering and registration all affect how quickly the evening starts. This checklist gives you a clear order for preparing and running the quiz, including details that are easy to leave until the last minute.

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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
Prepare quiz rounds
2 people
Prepare answers and score sheets
Proofread quiz questions
2 people
Assign teams
Buy prizes
Do the shopping
2 people
Print quiz materials
Create a music playlist
Test equipment in advance
2 people
Fill coolers
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the quiz table
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Hang decorations
3 people
Set up catering
3 people
Staff the registration table
2 people
Welcome guests
2 people
Explain quiz rules
Presenting Quiz Round 1
2 people
Collect responses
3 people
Serve drinks and snacks
3 people
Present quiz round 2
2 people
Refill drinks
2 people
Check answers
3 people
Supervise the buffet break
3 people
Present Quiz Round 3
2 people
Check final score
3 people
Handle prize ceremony
2 people
Host the open bar
2 people
Restock drinks and snacks
2 people
See off guests
2 people

Aftercare

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

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Registration desk
Coat racksqty 2
Waste binsqty 4

Tableware

Drinking glassesqty 60
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6
Small bowlsqty 10

Decorations

Christmas tree
Christmas garlandsqty 6
Christmas baublesqty 40
Table runnersqty 8
Team badgesqty 8

Lighting

LED light stringsqty 4
LED candlesqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Kitchen timersqty 2

Kitchen

Coffee machinesqty 2
Thermos flasksqty 3
Coolersqty 2
Bottle openersqty 2
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Kettlesqty 2

Cleaning

Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Vacuum cleaner

Quiz materials

Clipboardsqty 8
Pensqty 60
Scoreboard
Prize trophiesqty 3

Catering

Groceries

Tips

Proofread every quiz question and prepare the answers and score sheets before printing. Leave at least one full evening for checking ambiguous wording, incorrect answers and duplicate questions.
Test the laptop, projector, screen, speakers, wireless microphone and extension cords at the venue before quiz day. A 30-minute equipment test can reveal missing adapters, weak batteries or unsuitable cable lengths.
Close registration at least 3 days before the quiz so you can assign teams, print team badges and confirm dietary requirements. Keep a final guest list at the registration desk when doors open.
Set up the quiz table, registration desk, tables and chairs before arranging decorations or catering. Allow 60–90 minutes for room setup, then leave 15 minutes to check the playlist, timers and presentation order.
Prepare drinks and catering with service in mind, not just quantity. Fill coolers shortly before guests arrive, place bottle openers and glasses where people can reach them, and keep coffee in thermos flasks during the quiz rounds.

Frequently asked questions

How far in advance should I send Christmas quiz invitations?: Send invitations 3–4 weeks before the quiz and set a registration deadline about 3 days before the event. That gives you time to process registrations, collect dietary requirements and assign teams.
How long does it take to set up a Christmas quiz?: Allow 60–90 minutes for tables, chairs, registration, decorations, catering and quiz equipment. Add a separate 30-minute equipment test before the event, especially when using a projector, speakers and microphone.
How many quiz questions do I need for a Christmas quiz?: Plan enough questions for the number and length of your prepared rounds, plus a tie-breaker. A 90-minute quiz commonly needs around 40–60 questions, depending on answer time, scoring and breaks.
When should I prepare the Christmas quiz answers and score sheets?: Finish the answer key and score sheets at least 2 days before the quiz, then proofread them once more before printing. Preparing them early leaves time to correct disputed answers or formatting problems.

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.