How to organise a knowledge competition

Start by fixing the quiz format before you book the room or send invitations. Decide the theme, number of rounds, team size and scoring method, then build the schedule around registration, the quiz itself and breaks. Allow time to write and check the questions, prepare the presentation and test the projector, speakers and microphone. On the day, keep registration, answer forms and scoring materials at separate, clearly marked stations so the quiz can start on time.

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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
Set the quiz theme and rounds
2 people
2
Reserve venue
3
Draft invitation
4
Send invitations
2 people
5
Open registrations
6
Process registrations
7
Confirm participants
8
Collect dietary requirements
9
Write quiz questions
3 people
10
Check the quiz questions
2 people
11
Create Answers and Scoring
2 people
12
Assemble teams
2 people
13
Purchase prizes
14
Create presentation with questions
2 people
15
Test the equipment
2 people
16
Print response forms
17
Print participant list
18
Do the shopping
2 people
19
Wrap the prizes
20
Sort quiz materials
2 people
21
Chill drinks
22
Bring materials to the venue
2 people
23
Open hall
2 people
24
Set up tables and chairs
4 people
25
Set up registration desk
2 people
26
Number quiz tables
2 people
27
Set up projector and screen
2 people
28
Connect the sound system
2 people
29
Test the quiz presentation
2 people
30
Set out coffee and tea
2 people
31
Set up buffet tables
2 people

Event

32
Staff the welcome desk
2 people
33
Register participants
2 people
34
Guide teams to tables
2 people
35
Serve welcome drinks
2 people
36
Explain the opening and rules
37
Present the quiz round
2 people
38
Collect answers
2 people
39
Process interim results
2 people
40
Refill drinks
2 people
41
Serve snacks
3 people
42
Restock break buffet
2 people
43
Present the final round
2 people
44
Check the final standings
2 people
45
Announce the winners
46
Present prizes
2 people
47
Serve farewell drinks
2 people
48
See participants off
2 people

Aftercare

49
Switch off equipment
2 people
50
Wash dishes
3 people
51
Collect waste
2 people
52
Clear tables and chairs
4 people
53
Clean the room
3 people
54
Pack up materials
2 people
55
Return materials
2 people
56
Clean coolers
57
Take waste to the collection point

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Forksqty 80
Napkin holderqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Pliersqty 4
Coolersqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Quiz materials

Answer formsqty 100
Pensqty 80
Team number cardsqty 15
Score sheetsqty 20
Jury table signalsqty 4
Calculatorsqty 4

Decorations

Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Wayfinding signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the format first: choose the theme, rounds, team size and scoring rules before opening registration. This prevents last-minute changes to the answer forms and presentation.
Write more questions than you need, then check every answer and calculation with a second person. Keep a final question set ready in case a round runs shorter than expected.
Close registration early enough to confirm participants, form teams and collect dietary requirements. A deadline of 3–5 days before the competition gives you time to print the participant list and team number cards.
Test the complete presentation setup at the venue, including the laptop, projector, screen, HDMI cable, speakers, microphone and clicker. Do this before guests arrive, not during registration.
Prepare the scoring table separately from the registration desk. Put answer forms, pens, score sheets, calculators and jury table signals together, and chill drinks and arrange cups at least a few hours before doors open.

Frequently asked questions

How far in advance should you organise a knowledge competition?: Start planning at least 4–6 weeks in advance if you need to reserve a venue and invite participants. Finish registrations 3–5 days before the event so teams, materials and dietary requirements can be confirmed.
How many questions should a knowledge competition have?: Plan around 8–12 questions per round, depending on the difficulty and time available. Add 2–3 spare questions so a round can be adjusted without improvising on the night.
When should I test the quiz equipment?: Test the laptop, projector, screen, speakers, microphone, HDMI cable and clicker at the venue at least 1 day before the competition. Repeat a quick power and connection check 60–90 minutes before registration opens.
What should I prepare for scoring in a quiz competition?: Prepare one answer form per team and at least one score sheet per scoring round, plus spare pens and calculators. Set aside 15–20 minutes after the final round for checking scores and resolving unclear answers.

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.