How to organise a car quiz without last-minute chaos

A car quiz works best when the quiz content, team setup and room logistics are planned as one system. Start by booking the venue and collecting registrations, then prepare the rounds, answer sheets and team assignments before printing anything. On the day, allow time to test the projector, sound system and cables before guests arrive. The details people most often leave too late are dietary requirements, spare pens, chilled drinks and a reliable way to record scores.

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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

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Confirm reservation
6
Prepare quiz rounds
2 people
7
Check the quiz questions
2 people
8
Create answer sheets and score sheets
9
Print quiz booklets
10
Create team assignments
11
Make Team Table Numbers
12
Collect prizes
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Test equipment
2 people
16
Pick up venue keys

Event

17
Open hall
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up the quiz table
2 people
21
Connect the projector and sound system
2 people
22
Number the team tables
2 people
23
Lay out quiz materials
2 people
24
Set up buffet and drinks table
3 people
25
Receive participants
3 people
26
Explain the rules
27
Present quiz rounds
2 people
28
Serve snacks
2 people
29
Refill drinks
2 people
30
Check answers
3 people
31
Announce the winners
32
Present prizes
2 people

Aftercare

33
Gather quiz materials
2 people
34
Clear tables and chairs
3 people
35
Wash dishes
2 people
36
Collect waste
2 people
37
Clean the room
3 people
38
Pack equipment
2 people
39
Lock up the venue
2 people
40
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Quiz table

Quiz materials

Team table numbersqty 10
Answer formsqty 50
Quiz bookletsqty 50
Score sheetsqty 10
Pensqty 50
Spare pensqty 10
Answer cardsqty 10
Prizesqty 3

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cableqty 2
USB stick

Tableware

Glassesqty 50
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 3
Soup ladlesqty 2
Pliersqty 4

Decorations

Tableclothsqty 6
Welcome sign
Directional signsqty 4

Cleaning

Broom
Floor squeegee
Bucketsqty 2
Cleaning clothsqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the quiz. Use the final list to assign teams, record dietary requirements and prepare table numbers rather than making teams at the door.
Finish and check every quiz round at least 3 days ahead. Print quiz booklets, answer forms and score sheets only after checking question numbering, answer options and the order of the rounds.
Test the laptop, projector, screen, speaker, microphone, HDMI cable and power strips in the actual room at least 2 hours before opening. Keep a USB stick with the quiz files as a backup.
Prepare one complete materials pack per team table: quiz booklet, answer forms, score sheet, pens and at least 1 spare pen. Put the table number where teams can see it before participants enter.
Chill drinks and set out the buffet, glasses, cups, plates and cutlery before registration starts. Keep hot drinks ready in coffee makers or thermos flasks so serving food does not interrupt the quiz.

Frequently asked questions

How far in advance should I organise a car quiz?: Book the venue and send invitations at least 4 weeks in advance. Close registrations about 7 days before the event so you have time to confirm numbers, dietary requirements and team assignments.
How many questions should a car quiz have?: Plan around 40 to 60 questions across 4 to 6 rounds for an evening quiz. Allow roughly 10 minutes per round for answering, with extra time for scoring and breaks.
When should I print the car quiz materials?: Complete and proofread the questions at least 3 days before the quiz, then print the booklets, answer forms and score sheets. Prepare one set for each team plus at least 10% spare copies.
What equipment should I test before a car quiz?: Test the laptop, projector, screen, speaker, microphone, HDMI connection and power supply at least 2 hours before participants arrive. Keep the presentation on a USB stick and have spare pens available at every table.

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.