How to organise a music pub quiz

A music pub quiz runs smoothly when the content, equipment and room are prepared in that order. Start by fixing the date and venue, then build and check the quiz before inviting people. Registrations affect team assignments, dietary planning and how many tables, chairs and glasses you need. Leave enough time before guests arrive to test the music, microphones, display screen and answer-checking process.

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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
Reserve venue
2
Set quiz date
2 people
3
Prepare quiz rounds
2 people
4
Select music clips
2 people
5
Check answers
2 people
6
Print questions and answers
7
Print response forms
8
Send invitations
9
Process registrations
10
Collect dietary requirements
11
Assign teams
2 people
12
Create participant list
13
Create jury schedule
14
Buy prizes
15
Do the shopping
2 people
16
Test equipment
2 people
17
Prepare music files

Event

18
Open venue
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up judges' table
2 people
22
Connect sound equipment
2 people
23
Connect the display screen
24
Lay out quiz materials
2 people
25
Display prizes
26
Hang up decorations
2 people
27
Chill drinks
2 people
28
Set out coffee and tea
2 people
29
Prepare snacks
3 people
30
Staff the check-in desk
2 people
31
Welcome the teams
2 people
32
Explain quiz rules
33
Present quiz rounds
2 people
34
Play music clips
35
Collect answer sheets
2 people
36
Check answers
3 people
37
Announce interim standings
38
Refill drinks
2 people
39
Refill snacks
2 people
40
Announce the winners
41
Present prizes
2 people

Aftercare

42
Switch off equipment
2 people
43
Collect materials
3 people
44
Wash dishes
3 people
45
Collect waste
2 people
46
Clean the venue
3 people
47
Clear tables and chairs
3 people
48
Remove decorations
2 people
49
Return materials
2 people
50
Keep lost and found items
51
Lock up the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Judges' table
Check-in desk
Waste binsqty 6

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Tea glassesqty 40
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6

Decorations

Music postersqty 12
Tableclothsqty 8
Balloonsqty 40
Buntingqty 8
Name badgesqty 70

Equipment

Laptop
Laptops for the juryqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Monitor screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Music remote control
Timerqty 2
Calculatorsqty 4
Power banksqty 2

Kitchen

Coolersqty 3
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 8
Small bowlsqty 12

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mopsqty 2

Lighting

Atmosphere lightsqty 8
Battery lampsqty 6
Spare batteriesqty 24

Catering

Groceries

Tips

Prepare the quiz rounds before sending invitations, and check every answer and music clip at least one week before the event. This gives you time to replace unclear questions or faulty files.
Close registrations several days before the quiz so you can assign teams, create the participant list and account for dietary requirements. Keep a few spare places or blank name badges for late changes.
Test the laptop, speakers, microphones, HDMI cables, extension cords and power strips together at the venue, not separately at home. A short sound and screen test on the day catches connection problems before the first round.
Set up the judges’ table, check-in desk and team tables before laying out question sheets and response forms. Keep printed questions, answers, calculators and the timer in separate, clearly labelled piles.
Plan the room around the quiz rather than the decorations: teams need to hear the clips and see the monitor screen clearly. Put prizes on display before guests arrive, and keep coolers, glasses and serving items away from the judging materials.

Frequently asked questions

How far in advance should I organise a music pub quiz?: Set the date and reserve the venue at least 4 to 6 weeks ahead. Prepare and check the quiz rounds, clips and answers at least 1 week before the event, then use the final few days for registrations and team assignments.
How many music quiz questions do I need?: Plan around 5 to 8 rounds, with 8 to 10 questions per round, depending on the length of the music clips and answer time. Allow roughly 10 to 15 minutes per round, including playing clips and checking responses.
When should I close registrations for a music pub quiz?: Close registrations 3 to 5 days before the quiz. That gives you enough time to process dietary requirements, assign teams, prepare the participant list and print the correct number of question sheets and response forms.
How early should I arrive to set up a music pub quiz?: Arrive at least 90 minutes before guests are due. Reserve the first 30 minutes for tables and chairs, then allow 30 minutes to connect and test the sound and display equipment, with the remaining time for materials and check-in.

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.