Food quiz checklist: what to arrange and when

A food quiz needs more than questions and a projector. You also need a clear registration process, dietary information, team assignments, printed answer forms, food service and a tested sound setup. This checklist puts the work in a practical order, from confirming the reservation and sending invitations to welcoming teams and serving coffee. Use the final setup window to test the laptop, projector, speakers and microphone before guests arrive, rather than discovering a missing cable during the first round.

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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

Send invitations
Process registrations
Collect dietary requirements
Assign teams
2 people
Prepare quiz questions
2 people
Check answers
2 people
Print quiz rounds
Create answer forms
Prepare music rounds
Confirm reservation
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Set out prizes
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the quiz table
2 people
Connect the projector
2 people
Test sound
2 people
Distribute answer sheets
2 people
Set up buffet and bar
3 people

Event

Welcome guests
3 people
Register teams
2 people
Serve coffee and tea
2 people
Explain the quiz rules
Present quiz rounds
Collect answers
2 people
Check answers
3 people
Refill drinks
2 people
Refill snacks
2 people
Check final score
2 people
Announce the winners
Present prizes
2 people

Aftercare

Clear the buffet
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
3 people
Pack equipment
2 people
Take out the trash
2 people
Return keys and equipment

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Quiz table

Tableware

Platesqty 60
Glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 10
Serving trays with lidsqty 4
Coffee makerqty 2
Kettlesqty 2

Equipment

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

Quiz materials

Answer formsqty 120
Pensqty 60
Score sheetsqty 12
Team badgesqty 12
Answer paddlesqty 12
Whiteboard
Whiteboard markersqty 6
Calculatorsqty 6

Decorations

Tableclothsqty 8
Name badgesqty 50
Prize trophiesqty 3

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Dishpanqty 2
Dishclothsqty 8
Spongesqty 6
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you shop. Set a firm reply deadline, ideally 7–10 days before the quiz, so you can plan teams, portions and table seating.
Finish the quiz materials at least 2 days ahead. Prepare the questions, check the answers, print each round and make enough answer forms, score sheets, pens and team badges for every team plus 10% spare.
Do a full equipment test before opening the venue. Connect the laptop, projector, screen, speakers and microphone, then check every extension cord and power strip; keep a power bank available for smaller devices.
Plan the food service around the quiz rather than serving everything at once. Put plates, glasses, cutlery and serving utensils out before guests arrive, and chill drinks at least 4 hours in advance if possible.
Keep a separate quiz table for question sheets, answer forms and scoring. Place prizes there before the welcome, and leave a visible whiteboard or score display ready so scores can be updated between rounds.

Frequently asked questions

How far in advance should I send food quiz invitations?: Send them 3–4 weeks before the event and set the registration deadline 7–10 days before it. That gives you time to process replies, collect dietary requirements, assign teams and check the shopping list.
When should I prepare food quiz questions and answer sheets?: Prepare the questions and answer key at least 2 days before the quiz. Print the rounds and create the answer forms no later than the day before, with around 10% extra copies for mistakes or late arrivals.
How early should I arrive to set up a food quiz?: Allow 90–120 minutes before guests arrive. Use that time to set up tables and chairs, arrange the buffet and bar, connect the projection and sound equipment, test the microphone, and place the quiz materials and prizes.
How many drinks should I plan for a food quiz?: For the first hour, plan on 2–3 drinks per person, then about 1–2 drinks per person for each additional hour. Buy extra non-alcoholic options and allow for coffee and tea service at the end or between rounds.

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