Family quiz checklist: what to arrange and when

A family quiz runs more smoothly when the questions, teams, food and technology are ready before guests arrive. Start by confirming the date and venue, then collect registrations and dietary requirements so you can plan seating and catering accurately. Prepare and check the quiz rounds, answer sheets and scoring before printing anything. On the day, allow time to set up tables, test the laptop, projector, speakers and microphone, and organise check-in, refreshments and prizes.

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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

Confirm date and location
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Create Answers and Scoring
2 people
Assign the quizmaster and jury
2 people
Create team and table seating plans
Check prizes and materials
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print quiz sheets and scorecards
2 people
Clean the venue
2 people
Set up tables and chairs
4 people
Set up the quiz table
2 people
Hang decorations
2 people
Set up buffet and drinks table
3 people
Connect and test the equipment
2 people
Set out prizes

Event

Participant check-in
3 people
Serve coffee and tea
2 people
Explain quiz rules and teams
Present quiz rounds
Collect and check answers
3 people
Refill snacks
2 people
Refill drinks
2 people
Clear buffet
2 people
Announce the winners
Present prizes
2 people
See off guests and manage departure
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Clear away technical equipment and decorations
2 people
Store remaining supplies
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 7
Chairsqty 48
Buffet tablesqty 2
Tableclothsqty 7

Tableware

Platesqty 50
Cake platesqty 50
Drinking glassesqty 60
Coffee cupsqty 50
Tea glassesqty 30
Cutlery setsqty 50
Serving bowlsqty 12
Serving plattersqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 8
Serving utensilsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Spare batteriesqty 2

Quiz materials

Answer formsqty 60
Scorecardsqty 12
Pensqty 60
Score tablesqty 6
Round cardsqty 8
Notepadsqty 12
Answer paddlesqty 12
Prizesqty 3

Decorations

Balloonsqty 40
Buntingqty 6
Table decorationsqty 7
Name badgesqty 60
Directional signsqty 4

Lighting

LED light stringsqty 3

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan

Catering

Groceries

Tips

Test the laptop, projector, screen, speakers and microphone before guests arrive, then keep extension cords, power strips and spare batteries where the quizmaster can reach them.
Print the quiz sheets, answer forms and scorecards before the event day. Prepare a few extra copies so a missing or damaged sheet does not delay the first round.
Finalise teams and table seating after registrations close, including dietary requirements. Put the seating plan or team information at check-in instead of changing groups during the quiz.
Chill drinks and set out glasses, jugs and serving utensils before check-in begins. Keep coffee machines, kettles and thermos flasks on a separate drinks table so the buffet does not become crowded.
Count prizes and quiz materials during the final preparation, not after the scoring. Set prizes out before the quiz starts and give the jury a clear place to check answers and record results.

Frequently asked questions

How far in advance should I send family quiz invitations?: Send invitations about 3 to 4 weeks before the quiz and set the registration deadline at least 7 days before it. That leaves time to confirm numbers, dietary requirements, teams and table seating.
How many quiz rounds should a family quiz have?: Plan around 5 to 8 rounds for a typical family quiz, with a short break after 2 or 3 rounds. Check every question and prepare the answers and scoring before printing the quiz sheets.
When should I set up the room for a family quiz?: Allow 2 to 3 hours before guests arrive to clean the venue, arrange tables and chairs, set up the quiz and buffet tables, hang decorations and test the equipment. Keep at least 30 minutes free for last-minute fixes.
How much food and drink do I need for a family quiz?: Plan drinks for the full event rather than only the quiz itself: allow 2 to 3 drinks per person during the first hour, then roughly 1 drink per person per hour. Prepare snacks and any dietary alternatives before check-in, so serving does not interrupt the opening round.

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.