Company quiz checklist

A company quiz runs smoothly when the practical details are settled before anyone arrives. This checklist takes you from confirming the date and venue to preparing quiz rounds, teams, technology, food, drinks, and prizes. Set a clear deadline for registrations and dietary requirements, then leave enough time to check every answer and test the presentation, projector, speakers, and microphone. On the day, plan for table setup, team materials, cold drinks, snacks, and a simple way to handle tie-breaks.

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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
Confirm quiz date
Send invitations
Process registrations
Collect dietary requirements
Set quiz themes
2 people
Prepare quiz questions
2 people
Check answers
2 people
Create tie-break questions
Develop quiz rounds
Assemble teams
Communicating team assignments
Print response forms
Create the quiz presentation
Choose music for quiz rounds
Test equipment in advance
2 people
Do the shopping
2 people
Collect prizes
Chill drinks
2 people
Prepare snacks
3 people
Prepare quiz materials
2 people
Set up tables and chairs
4 people
Connect the technical equipment
2 people
Hang decorations
2 people
Set up the buffet and bar
2 people
Set up the registration table

Event

Welcome guests
3 people
Guide teams to tables
2 people
Explain the rules
Present quiz rounds
Serve snacks
2 people
Refill drinks
2 people
Collect responses
2 people
Check answers
3 people
Serve dinner buffet
3 people
Announce the final standings
Present prizes
2 people
See off guests
2 people

Aftercare

Collect materials
3 people
Sort and remove waste
2 people
Wash dishes
3 people
Clean the venue
3 people
Disconnect equipment
2 people
Return rental items
2 people
Store leftover groceries

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 2
Registration desk

Tableware

Reusable drinking glassesqty 60
Reusable wine glassesqty 50
Reusable platesqty 60
Reusable cutleryqty 60
Coffee cupsqty 50
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Timerqty 2
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Chilled tablewareqty 4
Thermos flasksqty 4

Quiz materials

Answer formsqty 60
Pensqty 60
Team badgesqty 8
Score sheetsqty 10
Answer paddlesqty 8
Foldersqty 8
Prizesqty 3

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 8
Themed decorations

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 8
Washing-up tubsqty 2
Broom and dustpanqty 2
Mop

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the quiz. Use the final list to confirm dietary requirements, prepare team cards, and print the right number of answer forms plus a few spares.
Finish the quiz questions and answer-checking at least 3 days in advance. This gives you time to remove ambiguous questions, add tie-break questions, and complete the quiz presentation.
Test the laptop, projector, screen, speakers, microphone, HDMI cable, extension cords, and power strips in the actual room at least 1 day before the event. Keep a timer available so each round has a consistent pace.
Plan the room around teams rather than individual guests. Set out tables and chairs before arrival, reserve a visible registration table, and keep answer forms, pens, and team cards together so distribution takes less than 5 minutes.
Chill drinks and prepare snacks on the day, but arrange the buffet, bar, serving platters, tongs, glasses, plates, and cutlery before guests arrive. Keep coffee, kettles, and thermos flasks separate from the quiz equipment to avoid queues during a round.

Frequently asked questions

How far in advance should I organise a company quiz?: Confirm the venue and quiz date at least 4 weeks ahead, especially if the event is after work or uses a shared meeting space. Send invitations early and close registrations about 7 days before the quiz.
How many quiz questions do I need for a company quiz?: Allow roughly 8 to 12 questions per round and plan for 5 to 7 rounds for a typical evening. Add at least 2 tie-break questions so you can resolve a close final score without improvising.
When should I test the equipment for a company quiz?: Run a full equipment test at least 1 day before the event, using the laptop, projector, screen, speakers, microphone, HDMI cable, and power connections. Do a quick sound and display check again 30 minutes before guests arrive.
How many answer forms and pens do I need?: Prepare one answer form per team for every quiz round, then add at least 10% spare forms. Put out one pen per team plus 2 to 3 spare pens at the quiz desk.

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.