How to organise a charity quiz that runs smoothly

A charity quiz works best when the fundraising, quiz content and event logistics are planned together. Start by confirming the venue, date, charity and programme, then build the rounds, scoring system and team capacity around the room. Allow time for answer checking, sponsor outreach and dietary requirements rather than leaving them until the final week. On the day, the host, judges, technology and table numbers need a clear running order so teams can focus on the quiz and the cause.

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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
Reserve the venue and hall
2
Set the date and program
2 people
3
Select charity
2 people
4
Decide on quiz rounds and themes
3 people
5
Write quiz questions
3 people
6
Check answers and scoring
2 people
7
Prepare tie-break questions
2 people
8
Confirm the quiz host
9
Arrange the judges and review team
10
Arrange prizes for winners
2 people
11
Approach sponsors and donors
2 people
12
Send invitations
2 people
13
Post promotion on social media
14
Process registrations
2 people
15
Collect dietary requirements
16
Create team and table seating plans
2 people
17
Confirm registrations
2 people
18
Print quiz files
2 people
19
Test presentation and music
2 people
20
Do the shopping
2 people
21
Set out prizes and materials
2 people

Event

22
Open venue
2 people
23
Set up tables and chairs
4 people
24
Set up the technology and presentation
2 people
25
Number quiz tables
2 people
26
Hang decorations
2 people
27
Set up catering and bar
3 people
28
Chill drinks
2 people
29
Prepare snacks
3 people
30
Set up registration and payments
2 people
31
Give volunteer briefing
3 people
32
Receive participants
3 people
33
Give the welcome speech and explain the game
34
Lead quiz rounds
3 people
35
Refill drinks
2 people
36
Serve snacks and drinks during the break
3 people
37
Check answers
3 people
38
Announce winners and hand out prizes
2 people
39
Announce the Donation Total
40
See participants off
2 people

Aftercare

41
Switch off equipment
2 people
42
Collect and sort waste
3 people
43
Wash dishes
3 people
44
Clear tables and chairs
4 people
45
Clean the venue
3 people
46
Chill leftover food
2 people
47
Lock up the venue
2 people
48
Deposit proceeds securely
2 people
49
Send thank-you message
50
Share results and photos
51
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 4

Tableware

Reusable drinking glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2

Kitchen

Coolersqty 3
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 3

Decorations

Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Table decorationsqty 8
Table numbersqty 8

Lighting

LED light stringsqty 4
LED lampsqty 6

Catering

Groceries

Quiz materials

Answer formsqty 120
Pensqty 80
Spare pensqty 20
Presentation remote
Calculatorsqty 6
Score sheetsqty 20
Quiz question bookletsqty 10

Administration

Participant Listqty 2
Cash box
Payment terminal
Name stickersqty 70
Registration formsqty 70
Charity information foldersqty 60
Small change

Communication

Program boardsqty 4
Directional signsqty 6
Announcement posterqty 4
Whiteboard
Whiteboard markersqty 6

Cleaning

Cleaning glovesqty 4
Cleaning clothsqty 12
Bucketsqty 2
Floor squeegee
Broom and dustpan
Trash binsqty 6

Safety

Flashlightsqty 2
Batteriesqty 12

Tips

Set the team limit before opening registrations. Use the number of tables and chairs available to decide how many teams the room can hold, then confirm each registration and assign table numbers before printing materials.
Finish the quiz content before the final week. Prepare every round, answer sheet, scoring key and at least one tiebreak question, then have the review team check answers and wording independently.
Test the presentation and sound system at the venue before guests arrive. Check the laptop, projector, screen, speakers, wireless microphone, HDMI cable and extension cords together, not one item at a time.
Collect dietary requirements when people register, not at the door. Give the catering or shopping lead a final list several days before the event and keep the table seating plan aligned with confirmed attendees.
Give sponsors and donors a firm deadline for prizes and contributions. Arrange winner prizes before invitations go out, and place prizes, table numbers and printed quiz files where the host and judges can find them immediately.

Frequently asked questions

How far in advance should I organise a charity quiz?: Start planning at least 8 to 12 weeks before the quiz. This gives you time to reserve the venue, confirm the charity and host, approach sponsors, write and review the questions, and process registrations.
How many questions should a charity quiz have?: Plan around 6 to 8 rounds with 8 to 10 questions per round, depending on the programme length. Leave time between rounds for answers to be collected and marked, and prepare at least one tiebreak question.
When should charity quiz registrations close?: Close registrations about 7 days before the event if possible. Use that final week to confirm attendance, dietary requirements, team sizes, table seating, numbers for catering and printed materials.
How early should I arrive to set up a charity quiz?: Open the venue at least 2 hours before guests arrive. Set up the tables and chairs, number the quiz tables, test the presentation and music, arrange the technology, and place prizes and materials before registration begins.

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