Family quiz checklist: what to arrange and when

A family quiz needs more preparation than writing a list of questions. You need time to process registrations, collect dietary requirements, build balanced teams and test the presentation, projector and sound before guests arrive. This checklist takes you from booking the hall to setting up team tables, the buffet and quiz equipment. Use it to avoid the jobs that are often left until the last 30 minutes, such as cooling drinks, printing answer sheets and checking cables.

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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 room
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Prepare the answers and scores
Create the quiz presentation
Prepare team assignments
Compile music rounds
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print quiz materials

Event

Assign team tables
2 people
Open hall
Set up tables
3 people
Set out chairs
3 people
Connect the technical equipment
2 people
Stock the quiz tables with materials
2 people
Hang decorations
2 people
Set up the buffet table
2 people
Welcome guests
2 people
Divide the teams
2 people
Serve welcome drinks
2 people
Explain quiz rules
Present quiz rounds
Collect responses
2 people
Process scores
2 people
Refill snacks
2 people
Refill drinks
2 people
Announce breaks
Announce the winner
Present prizes
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Disconnect equipment
2 people
Clean the room
3 people
Remove decorations
2 people
Return materials
2 people
Collect lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Buffet tablesqty 2
Coat racksqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving spoonsqty 6

Catering

Serving plattersqty 8
Serving tongsqty 4
Water jugsqty 4
Thermos flasksqty 4
Groceries

Equipment

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

Kitchen

Corkscrewqty 2
Bottle openersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Coolersqty 3
Ice cube traysqty 3

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 80
Balloon pumpqty 2
Trophiesqty 3
Prize ribbonsqty 3

Lighting

Mood lightingqty 4

Quiz materials

Answer formsqty 100
Score sheetsqty 10
Writing foldersqty 10
Pensqty 60
Paper tapeqty 4
Whiteboard
Whiteboard markersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor mopsqty 2
Broom and dustpanqty 2
Hand brush and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Trash bag holdersqty 4

Tips

Close registrations early enough to build teams and prepare food. Aim to confirm the final numbers at least 3 days before the quiz, then check dietary requirements before shopping.
Prepare the quiz in separate sections: rounds, checked questions, answer sheets, score sheets and the presentation. Finish the question check at least 2 days before the event so there is time to correct unclear answers.
Test the laptop, projector, screen, speakers, microphone, HDMI cable, power strips and extension cords together. Do a full run-through in the hall at least 1 hour before guests arrive, rather than checking each item separately.
Set up one complete quiz table as a model before arranging the rest. Give each team its writing materials and place tables and chairs so everyone can see the screen without turning around.
Treat food and drinks as a timed task: cool drinks before doors open, prepare snacks before setup becomes busy, and arrange plates, bowls, glasses, serving platters, tongs and water jugs at the buffet table.

Frequently asked questions

How far in advance should I organise a family quiz?: Book the hall and send invitations at least 3 to 4 weeks ahead. Confirm registrations and dietary requirements 3 days before the event, then finalise teams, food quantities and quiz materials.
How long does it take to set up a family quiz?: Allow 90 minutes for the room, tables, chairs, buffet and decorations, plus another 30 minutes for the laptop, projector and sound check. Open the hall at least 2 hours before the advertised start if you are working with a small team.
What equipment do I need for a family quiz?: Plan for a laptop, projector, projection screen, speakers, microphone, HDMI cable, power strips and extension cords. Test every connection together at least 1 hour before guests arrive and keep a backup extension cord available.
When should I print family quiz answer sheets and scores?: Print the quiz material 1 to 2 days before the event, after the questions and answers have been checked. Keep spare copies for every team plus at least 10% extra in case sheets are lost or damaged.

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.