Game Show Night Checklist

A game show night needs more than good questions. You need a clear format, tested technology, a scoring system everyone can follow, and enough time to prepare the room. Start by confirming the date and location, then work through invitations, registrations, quiz content, catering and prizes. On the day, allow time to connect the laptop, screen, speakers and microphone before guests arrive. This checklist keeps the planning order clear and helps prevent last-minute problems with cables, score sheets, food requirements and unanswered questions.

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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
Choose the game show format
2 people
Send invitations
Process registrations
Collect dietary requirements
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Prepare answers and scores
Write out the game rules
Make reservations
Calculate catering quantities
Check the shopping list
Do the shopping
2 people
Buy prizes and trophies
Print quiz files
Prepare score sheets
Test music and presentations
2 people
Wrap the prizes

Event

Fill coolers
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the game show table
2 people
Connect sound equipment
2 people
Connect the display screen
Prepare quiz materials
2 people
Hang decorations
2 people
Set up registration desk
Chill drinks
2 people
Prepare snacks
3 people
Set up the reception desk
Welcome guests
2 people
Assign teams
2 people
Explain the rules
Present quiz rounds
2 people
Collect scores
2 people
Refill drinks
2 people
Refill snacks
2 people
Play break music
Announce the winners
2 people
Present prizes
2 people
See off guests
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Pack leftover food
2 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8
Stoolsqty 4

Equipment

Laptop
Monitor screen
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Microphoneqty 2
Microphone standqty 2
Power stripsqty 4
Extension cordsqty 4
Power banksqty 2

Game materials

Answer cardsqty 60
Score sheetsqty 15
Writing pensqty 70
Joker cardsqty 20
Buzzer buttonsqty 8
Stopwatchqty 2
Scoreboard
Whiteboard
Whiteboard markersqty 6
Cleaning clothqty 2
Quiz foldersqty 10
Prizesqty 3

Tableware

Drinking glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 3
Corkscrewqty 2
Bottle openersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
T serving traysqty 4

Decorations

Balloonsqty 50
Buntingqty 6
Table décorqty 8
Name badgesqty 60
Arrow stickersqty 12

Lighting

LED string lightsqty 4
Standing lampsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the format before writing questions. Decide how many rounds, teams and answer methods you will use, then prepare the score sheets, answer cards, joker cards or buzzer buttons to match.
Finish the quiz content at least 3–5 days before the event. Check every question, prepare the answers and scores, and print the quiz files and folders before setup day.
Test the full technical setup before guests arrive, not just the laptop. Connect the HDMI cable or adapter, display screen, speakers and microphone, then run one complete question-and-answer round.
Plan catering from the registration list. Collect dietary requirements before shopping, calculate quantities for the expected attendance, and keep glasses, cups, plates and cutlery together so serving does not interrupt the game.
Create a setup schedule with at least 60–90 minutes before the start. Arrange tables and chairs, build the game show table, connect power strips and extension cords, fill the coolers, and place prizes where the host can reach them.

Frequently asked questions

How long does it take to organise a game show night?: Allow 2–3 weeks for invitations, registrations, catering information, quiz preparation and prizes. Reserve the final 3–5 days for checking questions, printing materials and testing the presentation.
How much time do I need to set up a game show night?: Plan for 60–90 minutes of room setup and technical testing before guests arrive. Add another 15 minutes if the sound, screen or HDMI connection has not been tested at the venue.
What equipment do I need for a game show night?: At minimum, prepare a laptop, display screen, HDMI cable and any required adapter, plus speakers, a microphone, power strips and extension cords. For scoring, allow one score sheet and pen per team, with spare copies available.
How many questions should a game show night have?: Prepare enough questions for the number of rounds and allow roughly 10–15 minutes per round, including answers and scoring. Keep a few spare questions ready in case a round finishes early or a question needs to be removed.

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.