How to organise a game show night
Start by fixing the date, venue and game show format before sending invitations. Then work backwards: prepare quiz rounds, check every question, organise registration and dietary information, and calculate food and drinks for the final guest count. The most common problems happen when technical equipment, printed score sheets or prizes are left until the last day. Build in a full sound and screen test, and keep the rules, answers and scoring system in one place for the host.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm date and location
- 2
Choose the game show format
2 people
- 3
Send invitations
- 4
Process registrations
- 5
Collect dietary requirements
- 6
Prepare quiz rounds
2 people
- 7
Check the quiz questions
2 people
- 8
Prepare answers and scores
- 9
Write out the game rules
- 10
Make reservations
- 11
Calculate catering quantities
- 12
Check the shopping list
- 13
Do the shopping
2 people
- 14
Buy prizes and trophies
- 15
Print quiz files
- 16
Prepare score sheets
- 17
Test music and presentations
2 people
- 18
Wrap the prizes
Event
- 19
Fill coolers
2 people
- 20
Set up tables
3 people
- 21
Set up chairs
3 people
- 22
Set up the game show table
2 people
- 23
Connect sound equipment
2 people
- 24
Connect the display screen
- 25
Prepare quiz materials
2 people
- 26
Hang decorations
2 people
- 27
Set up registration desk
- 28
Chill drinks
2 people
- 29
Prepare snacks
3 people
- 30
Set up the reception desk
- 31
Welcome guests
2 people
- 32
Assign teams
2 people
- 33
Explain the rules
- 34
Present quiz rounds
2 people
- 35
Collect scores
2 people
- 36
Refill drinks
2 people
- 37
Refill snacks
2 people
- 38
Play break music
- 39
Announce the winners
2 people
- 40
Present prizes
2 people
- 41
See off guests
2 people
Aftercare
- 42
Collect waste
3 people
- 43
Wash dishes
3 people
- 44
Switch off equipment
2 people
- 45
Remove decorations
2 people
- 46
Clear tables and chairs
4 people
- 47
Clean the venue
3 people
- 48
Pack leftover food
2 people
- 49
Inventory materials
2 people
- 50
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
- Choose the format before inviting people: decide whether guests play individually or in teams, how many rounds you will run, and whether joker cards or buzzer buttons are part of the game.
- Set a registration deadline at least 7 days before the event. Use the final number of guests to calculate catering, drinking glasses, coffee cups, plates and cutlery, and collect dietary requirements at the same time.
- Finish the quiz and answer key at least 3 days in advance. Check ambiguous questions, print the quiz files and prepare one score sheet set per team, plus a few spare copies.
- Test the laptop, monitor screen, HDMI cable, adapter, speakers and microphone together at the venue at least 24 hours before the event. Pack extension cords, power strips and a backup power bank instead of discovering a connection problem during the first round.
- Set up the game show table, scoreboard, answer cards and prizes before guests arrive. Keep the rules visible, wrap prizes beforehand, and allow 30 minutes for tables, chairs, sound and presentation equipment rather than trying to do it during registration.
Frequently asked questions
- How far in advance should I plan a game show night?
- Start planning 3 to 4 weeks ahead. Confirm the date and location first, send invitations once the format is fixed, and set the registration deadline at least 7 days before the event.
- How many quiz rounds should a game show night have?
- Plan 4 to 6 rounds for a typical evening, with about 8 to 10 questions per round. This gives you enough variety without making scoring and checking unmanageable.
- How long does a game show night last?
- Allow around 2 to 3 hours for the game itself, depending on the number of rounds and breaks. Add at least 30 minutes beforehand for setup and a short break for scoring halfway through.
- When should I test the sound and presentation equipment?
- Test the complete setup at the venue at least 24 hours before the event, then repeat a quick check 30 minutes before guests arrive. Confirm that the laptop, screen, microphone, speakers and HDMI connection all work together.
Start this plan in Lizzt
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