How to organise a Christmas quiz from start to finish

A Christmas quiz runs smoothly when you settle the practical details before writing the first question. Start by confirming the venue, sending invitations and collecting dietary requirements, then build the rounds, answer sheets and team plan. During the final week, proofread everything, test the projector and sound system, print the materials and buy the prizes. On the day, allow time for registration, room setup, catering and a short rules briefing before Round 1 begins.

Organize this event for free with Lizzt

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
Prepare quiz rounds
2 people
6
Prepare answers and score sheets
7
Proofread quiz questions
2 people
8
Assign teams
9
Buy prizes
10
Do the shopping
2 people
11
Print quiz materials
12
Create a music playlist
13
Test equipment in advance
2 people
14
Fill coolers
2 people

Event

15
Open venue
2 people
16
Set up tables and chairs
4 people
17
Set up the quiz table
2 people
18
Set up projector and screen
2 people
19
Connect the sound system
2 people
20
Hang decorations
3 people
21
Set up catering
3 people
22
Staff the registration table
2 people
23
Welcome guests
2 people
24
Explain quiz rules
25
Presenting Quiz Round 1
2 people
26
Collect responses
3 people
27
Serve drinks and snacks
3 people
28
Present quiz round 2
2 people
29
Refill drinks
2 people
30
Check answers
3 people
31
Supervise the buffet break
3 people
32
Present Quiz Round 3
2 people
33
Check final score
3 people
34
Handle prize ceremony
2 people
35
Host the open bar
2 people
36
Restock drinks and snacks
2 people
37
See off guests
2 people

Aftercare

38
Collect waste
3 people
39
Wash dishes
3 people
40
Clear tables and chairs
4 people
41
Disconnect equipment
2 people
42
Remove decorations
3 people
43
Clean the venue
4 people
44
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Registration desk
Coat racksqty 2
Waste binsqty 4

Tableware

Drinking glassesqty 60
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6
Small bowlsqty 10

Decorations

Christmas tree
Christmas garlandsqty 6
Christmas baublesqty 40
Table runnersqty 8
Team badgesqty 8

Lighting

LED light stringsqty 4
LED candlesqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Kitchen timersqty 2

Kitchen

Coffee machinesqty 2
Thermos flasksqty 3
Coolersqty 2
Bottle openersqty 2
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Kettlesqty 2

Cleaning

Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Vacuum cleaner

Quiz materials

Clipboardsqty 8
Pensqty 60
Scoreboard
Prize trophiesqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the quiz. Use the final attendee list to assign teams, prepare team badges and record dietary requirements before you buy food.
Finish the quiz content at least 5 days in advance. Proofread every question, prepare the answers and score sheets, and print a spare set in case a sheet is lost or damaged.
Test the laptop, projector, projection screen, speakers and wireless microphone at the venue 1–2 days before the event. Check extension cords and power strips as well as the equipment itself.
Plan the room around the quiz table and screen, not the decorations. Leave a clear route to the registration desk, coat racks and waste bins, and keep enough space between tables for teams to talk without crowding.
Start cooling drinks and setting out cups, plates, cutlery and serving trays before guests arrive. Fill the coolers early, place bottle openers where people can find them, and keep coffee machines and thermos flasks ready for the break.

Frequently asked questions

How far in advance should I organise a Christmas quiz?: Start 4–6 weeks before the event if you need to reserve a venue and collect registrations. Have the final guest count and dietary requirements confirmed at least 7 days beforehand.
How many quiz rounds should a Christmas quiz have?: Plan 5–8 rounds for an evening lasting roughly 2–3 hours, including a short break. Allow about 10–15 minutes per round, plus time for scoring and explanations.
When should I test the projector and sound system?: Test the laptop, projector, screen, speakers and microphone 1–2 days before the quiz, then repeat a quick check when you open the venue. This gives you time to replace a cable or change the setup before guests arrive.
How much time do I need to set up a Christmas quiz venue?: Allow 2–3 hours for tables, chairs, the registration desk, decorations, catering and quiz equipment. Open the venue early enough to leave at least 30 minutes for unexpected technical or delivery problems.

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.