How to organise a language quiz from start to finish

Start by fixing the date, venue and quiz format before writing a single question. Decide how many rounds you need, how teams will register and how answers will be scored. Build in time to check every question, test the presentation and prepare a tie-break before invitations go out. On the day, the quiz table, jury table, microphone and screen should be ready before participants arrive, so the host can focus on running the rounds.

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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 quiz date and location
2 people
2
Set the quiz format and theme
2 people
3
Compile the question rounds
3 people
4
Review questions for accuracy
2 people
5
Create Answers and Scoring
2 people
6
Prepare tie-break questions
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Update participant list
11
Create team and table seating plans
2 people
12
Reserve venue
13
Reserve equipment
14
Check the shopping list
15
Do the shopping
2 people
16
Print quiz booklets
2 people
17
Print answer forms
18
Prepare scorecards
19
Test presentation and music
2 people
20
Set out prizes and materials

Event

21
Open venue
2 people
22
Set up tables and chairs
3 people
23
Set up quiz table and jury table
2 people
24
Connect presentation screen
2 people
25
Test the microphone and speakers
2 people
26
Lay out answer forms
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Prepare coffee and tea
2 people
30
Set up the reception table
2 people
31
Receive participants
3 people
32
Guide teams to tables
2 people
33
Explain quiz rules
34
Present quiz rounds
2 people
35
Collect and check answers
3 people
36
Serve snacks and drinks
3 people
37
Refill drinks
2 people
38
Keep track of scores
2 people
39
Announce the winners
40
Present prizes
2 people
41
See participants off
2 people

Aftercare

42
Collect waste
3 people
43
Wash dishes
2 people
44
Clear tables and chairs
3 people
45
Clean the venue
3 people
46
Switch off equipment
2 people
47
Inventory materials
2 people
48
Return borrowed items
2 people
49
Clear away leftover stock
50
Check the final bill

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Judges' table
Reception desk

Tableware

Glassesqty 70
Coffee cupsqty 60
Teacupsqty 20
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3
Kettlesqty 2
Coffee maker

Kitchen

Thermos flasksqty 3
Cutting boardsqty 2
Kitchen knivesqty 2
Serving plattersqty 8
Serving tongsqty 4
Pitchersqty 4
Bottle openersqty 2
Teaspoonsqty 20

Quiz materials

Scoreboardsqty 8
Pensqty 70
Clipboardsqty 8
Suggestion boxesqty 8

Decorations

Table runnersqty 8
Table signsqty 8
Prizesqty 3

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Choose the format and theme first, then set the number of rounds and questions per round. This prevents a quiz that runs far beyond the planned finish time.
Review every question and answer at least 7 days before the quiz. Check spelling, translations, accepted alternatives and whether each question has one defensible answer.
Close registrations 3 to 5 days before the event so you can update the participant list, form balanced teams and prepare table seating without last-minute changes.
Print quiz booklets, answer forms and scorecards at least 24 hours in advance. Prepare extra copies equal to roughly 10% of your expected attendance.
Arrive 90 minutes before the start to arrange tables, connect the laptop and projector, and test the microphone and speakers. Run the presentation from the exact position used during the quiz.

Frequently asked questions

How many questions should a language quiz have?: Plan 5 to 8 rounds with 8 to 10 questions each, giving you roughly 40 to 80 questions. Allow about 90 seconds per question, including reading, answering and moving on.
How far in advance should I organise a language quiz?: Start 4 to 6 weeks ahead if you need a venue, equipment and registrations. Finish the question review and printing at least 7 days and 24 hours before the event respectively.
How many people should be on a language quiz team?: Teams of 4 to 6 people are usually manageable and give everyone a chance to contribute. Create the team and table seating plan after registrations close, ideally 3 to 5 days before the quiz.
What equipment do I need for a language quiz?: For a presentation-based quiz, allow one laptop, one projector and screen, speakers, a wireless microphone, extension cords and power strips. Test all connections at least 90 minutes before participants arrive.

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.