How to organise a Knowledge Rally

A Knowledge Rally combines quiz rounds, team assignments and route-based challenges, so the order of preparation matters. Start by fixing the room, date and programme before writing questions or inviting participants. Then build the scoring system, collect registrations and dietary requirements, and assign teams. On the event day, allow time to inspect the venue, test the laptop and projector, arrange numbered tables, and place each team’s materials before registration opens.

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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
Confirm room booking
2
Set the date and program
2 people
3
Prepare quiz rounds
3 people
4
Review questions for accuracy
2 people
5
Create Answers and Scoring
2 people
6
Develop route assignments
2 people
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Assign teams
2 people
11
Communicating team assignments
12
Lay out quiz booklets
2 people
13
Print quiz booklets and answer sheets
2 people
14
Print route maps
15
Prepare answer sheets
2 people
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Open and inspect the venue
2 people
20
Set up tables and chairs
4 people
21
Number the team tables
2 people
22
Lay out quiz materials by team
3 people
23
Test presentation equipment
2 people
24
Set up registration desk
2 people

Event

25
Receive participants
3 people
26
Guide teams to their table
2 people
27
Explain the game rules and route
28
Lead the knowledge round
2 people
29
Refill drinks
2 people
30
Guide route tasks
4 people
31
Restock break buffet
2 people
32
Serve the hot meal
4 people
33
Collect and sort answers
3 people
34
Present the final round
2 people
35
Check scores
3 people
36
Announce the winners

Aftercare

37
Collect tableware and materials
4 people
38
Sort and remove waste
3 people
39
Wash dishes
3 people
40
Clean the room
4 people
41
Pack equipment
2 people
42
Put furniture back
4 people
43
Return borrowed materials
2 people
44
Send thank-you message to participants
45
Publish results online

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Buffet tableqty 2

Tableware

Reusable drinking glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 70
Serving plattersqty 12
Thermos flasksqty 6

Equipment

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

Game materials

Answer paddlesqty 12
Markersqty 30
Pensqty 80
Stopwatchesqty 6
Suggestion boxesqty 12
Scoreboardsqty 12
Team number cardsqty 12
Clipboardsqty 12
Calculatorsqty 6

Decorations

Team table signsqty 12
Welcome sign
Tableclothsqty 12
Trophiesqty 3

Lighting

LED light stringsqty 4

Cleaning

Waste binsqty 6

Catering

Coolersqty 4
Coffee machinesqty 2
Water carafesqty 8
Ice cube traysqty 4
Serving spoonsqty 12
Serving tongsqty 8
Food warmersqty 4
Groceries

Tips

Set the room, date and programme first. Confirm the booking before printing anything, then leave enough time in the schedule for registration, quiz rounds, route assignments and scoring.
Prepare the questions before laying out the quiz booklets. Review every question for accuracy, create the answer sheets and scoring rules, and print one complete set for each team plus a small spare supply.
Close registration before assigning teams. Collect dietary requirements at the same time, then communicate team numbers early enough for participants to know where to report.
Prepare team materials in separate piles rather than one large stack. Match each pile to its team number and include the quiz booklet, answer sheets, pens, clipboard, map and any route materials.
Open the venue at least 60 minutes before participants arrive. Check the tables and chairs, registration desk, presentation equipment, microphone, speakers and power connections before setting out drinks and snacks.

Frequently asked questions

How far in advance should I organise a Knowledge Rally?: Start planning at least 4 to 6 weeks before the event. Confirm the room and programme first, then allow time for question review, registrations, team assignments, printing and equipment checks.
How many quiz questions do I need for a Knowledge Rally?: Plan the number of questions by round and by available time rather than using one fixed total. Allow about 30 to 60 seconds per question, then add 10 minutes per round for instructions, answer collection and scoring.
When should I assign teams for a Knowledge Rally?: Assign teams after registrations close and dietary requirements have been collected, normally 3 to 7 days before the event. Send team assignments before the day so participants can find their numbered tables quickly.
How early should I arrive to set up a Knowledge Rally?: Arrive at least 60 minutes before registration opens; allow 90 minutes if route maps, a projector, microphone and multiple table stations are involved. Use the first part of that time for an equipment test and venue inspection.

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