How to organise a music quiz from start to finish

A music quiz works best when the format, audio and scoring are settled before you invite anyone. Start by choosing the rounds and team size, then build the clips, questions and answer sheets around that structure. Allow time for registrations, dietary details and final venue confirmation. On the day, test the laptop, projector, speakers and microphones before guests arrive, and keep printed backups of every quiz file and score sheet.

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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 date and location
2 people
2
Determine quiz format and rounds
2 people
3
Select music clips
2 people
4
Develop quiz questions
2 people
5
Create answers and score sheet
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Confirm reservation final
10
Create team assignments
11
Check quiz files
2 people
12
Add music to playlist
13
Print response forms
14
Print score sheets
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Lay out quiz materials
2 people

Event

18
Open venue
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Connect sound equipment
2 people
22
Connect presentation screen
2 people
23
Test microphones
2 people
24
Number quiz tables
2 people
25
Receive participants
3 people
26
Register teams
2 people
27
Serve coffee and tea
2 people
28
Explain the quiz rules
29
Present quiz rounds
2 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Collect answers
2 people
33
Check answers
3 people
34
Announce the winners
35
Guide the farewell and departure
2 people

Aftercare

36
Switch off equipment
2 people
37
Gather quiz materials
2 people
38
Wash dishes
3 people
39
Collect waste
2 people
40
Clear tables and chairs
3 people
41
Clean the venue
3 people
42
Return equipment
2 people
43
Store leftover materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Presentation table
Drinks table

Equipment

Laptop
Projector
Projection screen
Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Audio cablesqty 4
Power stripsqty 4
Extension cordsqty 4
USB stickqty 2
Spare batteriesqty 12

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 60
Platesqty 70
Cutlery setsqty 70

Kitchen

Coolersqty 3
Ice cube traysqty 3
Thermos flasksqty 4
Serving bowlsqty 3
Serving traysqty 4
Serving spoonsqty 4
Bottle openersqty 3
Corkscrewsqty 2
Scissorsqty 3
Tape dispensersqty 3

Decorations

Table number cardsqty 10
Name badgesqty 70
Tableclothsqty 8
Prize certificatesqty 3

Lighting

Atmosphere lightsqty 6

Catering

Groceries

Paper goods

Answer formsqty 70
Score sheetsqty 20
Quiz bookletsqty 20
A4 paperqty 2
Pensqty 70
Pencilsqty 20
Eraserqty 10
Markersqty 2
Clipboardsqty 20

Cleaning

Bucketsqty 2
Floor mopsqty 2
Broom
Dustpan and brush

Tips

Choose the number and length of rounds before selecting music clips. This prevents a quiz that runs over time and gives you a clear target for how many questions to write.
Test every clip on the actual laptop and sound system at least one day before the quiz. Check volume changes between tracks, and bring the files on a USB stick as a backup.
Set a registration deadline about 7 days before the event. You then have time to assign teams, collect dietary requirements and print the correct number of response forms and score sheets.
Open the venue at least 90 minutes before participants arrive. Set out numbered tables, connect the projector and speakers, test both microphones, and leave 15 minutes for fixing cable or power problems.
Prepare the scoring system before the first guest arrives. Keep one master answer sheet, enough pens and spare printed copies, and decide who collects and checks each round so results do not stall the evening.

Frequently asked questions

How long does it take to organise a music quiz?: Allow 2 to 3 weeks for a quiz with several rounds and invited teams. Reserve the venue first, finish the questions and audio at least 7 days before the event, and use the final week for registrations and printing.
How many music quiz questions do I need?: Plan around 40 to 60 questions for a quiz lasting 90 to 120 minutes, divided across your chosen rounds. Leave time for playing clips, collecting sheets, marking answers and announcing results.
How early should I arrive to set up a music quiz?: Arrive at least 90 minutes before participants are due. Allow 30 minutes for tables and chairs, 30 minutes for the laptop, projector and audio, and another 15 to 30 minutes for testing and last-minute adjustments.
What equipment do I need for a music quiz?: You need a laptop with the quiz files, active speakers, audio cables, a projector and screen if questions are shown, plus microphones if the room is large. Bring extension cords, power strips, spare batteries and a USB backup so one failed connection does not stop the quiz.

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