General Knowledge Quiz Checklist

A general knowledge quiz runs smoothly when the planning is finished before guests arrive. Set the format and rounds first, then write and verify the questions, prepare answers and scoring, and confirm team registrations. In the final week, secure the venue, prizes and equipment; on the day, allow time to arrange tables, test the projector, microphone and speakers, and lay out materials for each team. This checklist puts those jobs in a workable order.

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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

Set quiz date and location
2 people
Define Quiz Format and Rounds
2 people
Write questions for each round
3 people
Check questions for accuracy
2 people
Develop Answers and Scoring
2 people
Send invitations
Process registrations
Collect dietary requirements
Set teams and team size
2 people
Order prizes and quiz supplies
Reserve venue and equipment
Create the quiz presentation
2 people
Print answer forms
Create Score Sheets and Team Cards
Do the shopping
2 people
Check prizes and materials
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Set up the presentation table
2 people
Connect the projector and screen
2 people
Test the microphone and speakers
2 people
Lay out quiz materials by team
3 people
Set up the reception desk
2 people
Receive participants
3 people
Register teams
2 people
Serve welcome drinks
2 people
Explain the quiz rules
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Keep track of scores
2 people
Serve snacks
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Announce breaks
Check the final standings
2 people
Announce the winners
Present prizes
2 people
Handle the final round of drinks
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes and glasses
3 people
Switch off equipment
2 people
Collect quiz materials
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Pack leftover food
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Handle expenses and deposit
Return lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Presentation table
Reception desk

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 12
Serving plattersqty 8

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Charging cablesqty 3

Kitchen

Coffee maker
Kettle
Thermos flasksqty 3
Coolersqty 3
Ice cube traysqty 3
Serving utensilsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 3
Waste binsqty 4

Quiz materials

Answer formsqty 240
Score sheetsqty 12
Team cardsqty 12
Pensqty 60
Spare pensqty 12
Reply folder
Presentation remote
Bell
Calculatorsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Name card holdersqty 12
Prize table sign

Lighting

Table lampsqty 4

Cleaning

Dishpanqty 2
Dish brushesqty 3
Reusable cleaning clothsqty 12
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Write and fact-check every round before creating the presentation. Prepare the answer key and scoring rules at the same time, so disputed answers can be resolved quickly during the quiz.
Set a clear team size when registrations open, then assign teams before the event. Print one answer form, score sheet and team card for each team, plus a few spare sets.
Test the laptop, projector, screen, microphone and speakers at the venue before guests arrive. Allow at least 30 minutes for setup, including time to find extension cords, power strips and charging cables.
Prepare food and drinks around the quiz schedule rather than during a round. Chill drinks in advance, set out serving bowls and platters, and keep coffee, hot water and thermos flasks ready for breaks.
Open the venue with enough time to clean the room and arrange tables and chairs. Place quiz materials at each team’s table before reception starts, and check prizes and other supplies against the plan.

Frequently asked questions

How far in advance should I organise a general knowledge quiz?: Set the date, location and quiz format at least 4 weeks ahead. Finish the questions, answer key and presentation no later than 1 week before the event, leaving the final days for printing and checking supplies.
How many questions should a general knowledge quiz have?: Plan the number of questions around your available time rather than using one fixed total. Allow roughly 30 to 45 minutes per round, including reading questions, team discussion, marking and answers, and prepare enough rounds to fill the scheduled evening.
How early should I arrive to set up a quiz night?: Arrive at least 60 minutes before guests are due, or 90 minutes if the projector, microphone and speakers are unfamiliar. Use that time to arrange furniture, connect equipment, test sound and display the presentation before registration begins.
How many quiz answer sheets and score sheets do I need?: Prepare one answer form and one score sheet for every registered team, then add at least 10% spares. For example, 12 teams require 14 sets, which covers printing mistakes, lost forms or a late team change.

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.