Film quiz checklist: what to arrange and when

A film quiz needs more preparation than writing a set of questions. You need a workable format, licensed or permitted film clips, tested equipment and a clear way to record scores. This checklist covers the full run-up, from reserving the venue and opening registrations to setting up tables, projection and sound. It also helps you avoid common last-minute problems, such as missing cables, unchilled drinks or quiz files that only exist on one laptop.

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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
Send invitations
Process registrations
Set the quiz format
2 people
Prepare quiz questions
2 people
Collect film clips
2 people
Check copyright
Confirm registrations
Collect dietary requirements
Prepare team assignments
Calculate catering quantities
Check the shopping list
2 people
Test the equipment
2 people
Back up quiz files
Print response forms
Print score sheets
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare materials
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set up the projection screen
2 people
Connect the technical equipment
2 people
Set up quiz room
3 people
Set up the buffet and bar
3 people
Set up the welcome desk
2 people
Test sound and visuals
2 people

Event

Receive participants
3 people
Register teams
2 people
Explain the rules
Present quiz rounds
2 people
Collect answers
2 people
Refill drinks
2 people
Replenish snacks and buffet
2 people
Check scores
2 people
Supervise the break program
Present the finale
2 people
Announce the winners
Say goodbye
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Disconnect equipment
2 people
Put furniture back
3 people
Store materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Welcome table
Stoolsqty 4
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Microphone
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
USB stickqty 2
Presentation clicker
Kitchen timerqty 2
Quiz bell

Tableware

Drinking glassesqty 70
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving trays with lidsqty 4
Serving boardsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice containersqty 2

Decorations

Film set decoration
Welcome sign
Round signsqty 8
Table numbersqty 8

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Vacuum cleaner
Mop set
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the quiz format before writing questions. Decide the number of rounds, team size, answer method and time allowed per round so your question count and printed score sheets match the event.
Check every film clip at least once on the actual laptop, projector and speakers you will use. Verify the copyright position for each clip, then save a backup copy on a USB stick before event day.
Confirm registrations several days before the quiz and use the final number to assign teams and calculate food, drinks, glasses, plates and cutlery. Ask for dietary requirements in the same confirmation message.
Allow at least 60 minutes for room setup. Arrange tables and chairs first, then connect the projector, screen, speakers, microphone and HDMI cable; keep extension cords and power strips away from walkways.
Prepare the welcome table, response forms and score sheets before guests arrive. Chill drinks and prepare snacks in advance, but keep serving platters and trays covered until the room is ready.

Frequently asked questions

How long does it take to organise a film quiz?: Allow at least two to three weeks for a small event. Reserve the venue and send invitations first, then leave the final three to five days for registration checks, shopping, printing and equipment testing.
How many questions should a film quiz have?: Plan around 40 to 60 questions for a two-hour quiz, divided into several rounds with time for answers and scoring. Test the full running time with your clips before printing the final forms.
How many drinks and snacks do I need for a film quiz?: For the first hour, plan on two to three drinks per person, then add about one drink per person for each further hour. Buy snacks based on the confirmed registration count and include alternatives for every dietary requirement collected.
When should I test the film quiz equipment?: Run a complete technical test at least 48 hours before the event and repeat a short check on the day. Test every clip, the projector image, speaker volume, microphone, HDMI connection and backup files.

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