Football quiz checklist: what to arrange and when

A football quiz runs smoothly when the format, questions and scoring are settled before invitations go out. Confirm the date and venue first, then build the quiz, collect registrations and assign teams. In the final week, check dietary requirements, print answer forms and test the projector, laptop, speakers and microphone together. On the day, allow time for tables, team numbers, drinks and the quiz table before the first round starts.

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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

Confirm date and location
Reserve venue
Set the quiz format
2 people
Prepare quiz questions
2 people
Check answers and scoring
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Assign teams and team numbers
2 people
Create the quiz presentation
2 people
Select music and audio clips
Print response forms
Check the shopping list
Do the shopping
2 people
Test quiz equipment
2 people
Prepare team assignments
Chill drinks
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the quiz table
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Set out answer forms
Set up the snacks and drinks table
3 people
Handle reception and registration
2 people
Guide teams to tables
2 people
Give welcome briefing
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Process interim results
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect used glasses
2 people
Announce the winners
Present prizes
See participants off
2 people

Aftercare

Switch off equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothqty 8

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cableqty 2
Power banksqty 2

Quiz materials

Response Boardsqty 12
Whiteboard markersqty 24
Pensqty 60
Scoreboard
Round cardsqty 8
Answer formsqty 120
Prizesqty 3

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coolersqty 3
Thermos flasksqty 4
Kettleqty 2
Corkscrewqty 2
Bottle openersqty 3

Decorations

Football flagsqty 12
Football balloonsqty 40
Balloon ribbonqty 2
Team number cardsqty 12

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Trash bin
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the quiz format before writing questions. Decide how many rounds, questions and answer opportunities you need, then check every answer and scoring rule before sending invitations.
Test the complete presentation at least 24 hours ahead. Connect the laptop, projector, screen, HDMI cable, speakers and microphone together rather than checking each item separately.
Close registrations early enough to assign teams and print materials. A 48-hour buffer gives you time to update the participant list, account for dietary requirements and prepare team numbers.
Chill drinks and prepare the snacks and drinks table before guests arrive. Put glasses, plates, cutlery, serving platters and serving tongs in the same area so service does not interrupt the quiz.
Leave at least 60 minutes for venue setup. Arrange tables and chairs, place response boards and markers, set out answer forms, and check that extension cords and power strips are safely positioned.

Frequently asked questions

How far in advance should I plan a football quiz?: Start at least 3 to 4 weeks before the quiz. Book the venue first, then allow several days for question writing, answer checking, invitations and registrations.
How many questions should a football quiz have?: Plan around 40 to 60 questions for a two-hour quiz, divided into several rounds. Include time for reading questions, collecting answer forms, scoring and announcing results.
When should I assign teams for a football quiz?: Assign teams 2 to 3 days before the event, after registrations close. This leaves time to check team sizes, create team numbers and prepare the scoreboard and response materials.
How early should I arrive to set up a football quiz?: Arrive at least 60 minutes before guests are due. You need time to arrange furniture, connect and test the quiz equipment, place answer forms and set out drinks and snacks.

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