Film quiz checklist: what to arrange and when

A film quiz needs more than good questions. You need a clear running order, reliable audio and projection, balanced teams, printed answer sheets and enough time to check the scoring. Start by fixing the date and venue, then build the quiz and confirm registrations before ordering food and prizes. Use this checklist to keep the planning in sequence and avoid the details that are often left until the last day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Reserve venue
Book quizmaster
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign participants and teams
2 people
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Create Answers and Scoring
2 people
Select music clips
Create presentation with quiz questions
2 people
Reserve equipment
Order prizes and trophies
Set the menu and dietary options
2 people
Check the shopping list
2 people
Do the shopping
2 people
Print quiz materials
2 people
Sort the answer sheets
Wrap the prizes
Check venue and toilets
2 people
Set out furniture
4 people
Set up tables and chairs
4 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test presentation and music
2 people
Number quiz tables
2 people
Lay out answer sheets
2 people
Display prizes
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Set up the reception table
2 people

Event

Receive participants
3 people
Confirm teams and table assignments
2 people
Serve coffee and tea
2 people
Explain quiz rules
Present quiz rounds
Serve snacks
3 people
Refill drinks
2 people
Collect answer sheets
2 people
Check answers
3 people
Present progress updates
Announce the winners
Present prizes
2 people
Serve the last drinks round
2 people
See participants off
2 people

Aftercare

Collect food and waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Power Down and Pack Up Equipment
2 people
Clean the venue
3 people
Empty waste containers
2 people
Return borrowed items
2 people
Store leftover groceries

What to bring

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

Furniture

Tablesqty 8
Chairsqty 64
Reception desk
Buffet tableqty 2
Tableclothsqty 10

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Spare batteriesqty 2
Calculatorsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12
Serving spoonsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Knivesqty 4
Pliersqty 4
traysqty 6

Decorations

Table numbersqty 8
Film set decoration
Red carpet
Prize table sign

Lighting

Mood lightingqty 4
Desk lampsqty 4

Catering

Groceries

Cleaning

Trash binsqty 6
Trash bag holdersqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12
Toilet brushesqty 2

Office

Answer sheetsqty 400
Pensqty 80
Pencilsqty 40
Pencil sharpenersqty 8
Clipboardsqty 8
Printer paperqty 500
Tapeqty 4
Scissorsqty 4
Markersqty 2
Notepadsqty 8

Prizes

Film quiz trophy
Medal for winnersqty 8
Prize packagesqty 8
Gift vouchersqty 8

Tips

Test the full presentation with the laptop, projector, screen, speakers and HDMI cable at least 48 hours before the quiz. Play every music clip through the actual sound system, because volume and connection problems rarely show up during a desk test.
Set a firm registration deadline 7 days before the event. Use the final list to assign participants to teams, record dietary requirements and print the correct number of answer sheets plus at least 10% spare copies.
Plan the quiz in rounds with a visible break and a scoring checkpoint after each round. Prepare one master answer key and a separate scoring sheet so the quizmaster can resolve disputed answers without stopping the event.
Prepare the room at least 90 minutes before guests arrive. Set out tables and chairs, place the reception and buffet tables, check the toilets, and leave clear routes for extension cords and serving trays.
Do not leave prizes, trophies or wrapped awards until the event day. Order them early enough to allow at least 10 days for delivery, then check the quantity against the expected number of winning teams.

Frequently asked questions

How far in advance should I organise a film quiz?: Allow 4 to 6 weeks for a smooth event. Reserve the venue and quizmaster first, then send invitations and close registrations about 7 days before the quiz.
How many questions should a film quiz have?: Plan around 40 to 60 questions for a 2 to 3 hour event, divided into several rounds. Add time for introductions, answer collection, scoring and a short break.
How many answer sheets should I print for a film quiz?: Print one answer sheet per team for every round, plus at least 10% spare copies. For 12 teams and 5 rounds, prepare 66 sheets before adding any separate tie-breaker sheets.
When should I test the projector and sound system?: Run a complete technical test 48 hours before the event and repeat a short check 90 minutes before guests arrive. Bring spare batteries and confirm that the laptop, HDMI cable, speakers and microphone all work together.

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.