Film quiz checklist: what to arrange and when
A film quiz runs smoothly when the questions, video clips and technology are ready before guests arrive. Start by booking the venue and setting the date, then manage registrations, dietary requirements and team lists. In the final week, check every clip, answer sheet and presentation, and test the projector, speakers and laptop together. On the day, allow time to collect the key, arrange tables and chairs, connect the equipment and run one complete test before the quiz begins.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve venue
Set quiz date
Send invitations
2 people
Process registrations
Collect dietary requirements
Assemble teams
2 people
Confirm registrations
Prepare quiz rounds
2 people
Select video clips
2 people
Download film clips
Check answers
2 people
Create presentation
Test equipment in advance
2 people
Brief the quiz master
Check the shopping list
Do the shopping
2 people
Keep chilled products cool
Print response forms
Print team assignments
Pick up the venue key
Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Connect the technical equipment
2 people
Test the quiz presentation
2 people
Hang decorations
2 people
Set up registration desk
2 people
Set up the buffet
3 people
Chill drinks
2 people
Event
Receive participants
3 people
Direct teams to tables
2 people
Serve coffee and tea
2 people
Explain quiz rules
Present quiz rounds
2 people
Refill drinks
2 people
Serve snacks
3 people
Collect answers
2 people
Check answers
3 people
Announce interim standings
Announce the winners
Present prizes
2 people
See participants off
2 people
Aftercare
Clear away food and drinks
3 people
Wash dishes
2 people
Switch off equipment
2 people
Put furniture back
3 people
Collect waste
2 people
Clean the room
3 people
Remove decorations
2 people
Return borrowed items
Lock up the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 56
- Registration desk
- Coat racksqty 2
- Tableclothsqty 8
Equipment
- Projector
- Projection screen
- Laptop
- HDMI cableqty 2
- Speakersqty 2
- Microphone
- Presentation clicker
- Extension cordsqty 4
- Power stripsqty 4
- Printer
Tableware
- Glassesqty 60
- Coffee cupsqty 60
- Platesqty 60
- Cutlery setsqty 60
- Serving bowlsqty 8
- Serving traysqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 3
- Ice bucketsqty 2
Decorations
- Film quiz postersqty 6
- Table number cardsqty 8
- Film clapboardsqty 3
- Buntingqty 6
- Prizesqty 3
Office supplies
- Ballpoint pensqty 70
- Markersqty 6
- Name stickersqty 60
- Tapeqty 3
- Scissorsqty 3
- Clipboardsqty 8
Cleaning
- Dustpan and brushqty 2
- Mopsqty 2
- Bucketsqty 2
Catering
- Groceries
Tips
- Download every film clip at least 3 days before the quiz and play each one from the actual laptop you will use. Do not rely on venue Wi-Fi or streaming access.
- Close registrations 5–7 days before the event so you can assemble teams, confirm numbers and print team assignments and response forms.
- Test the projector, screen, HDMI cable, speakers, microphone and presentation clicker together at least 24 hours in advance. Bring extension cords and power strips for the final setup.
- Plan the room around the quiz format: leave a clear view of the projection screen, place the registration desk near the entrance, and put table number cards out before guests arrive.
- Keep chilled products in coolers or ice buckets from the moment you arrive. Pick up the venue key early enough to allow at least 90 minutes for tables, chairs, drinks and technical checks.
Frequently asked questions
- How far in advance should I plan a film quiz?
- Set the date and reserve the venue at least 6–8 weeks ahead. Send invitations soon after, then close registrations 5–7 days before the quiz so teams, dietary information and printed materials can be finalised.
- How many film clips do I need for a film quiz?
- Prepare enough clips for every planned video round, plus 2 backup clips. Download them at least 3 days beforehand and test the sound, picture and playback order on the event laptop.
- When should I test the film quiz equipment?
- Run a full equipment test at least 24 hours before the event, including the laptop, presentation, projector, HDMI cable, speakers and microphone. Repeat a short playback test after connecting everything at the venue.
- How much setup time does a film quiz need?
- Allow at least 90 minutes before guest arrival for opening the hall, arranging tables and chairs, setting up the registration desk, connecting the equipment and testing the quiz presentation.
Start this plan in Lizzt
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