How to organise a music quiz without last-minute problems

A music quiz works best when the questions, audio and room setup are prepared as one plan. Start by fixing the date and room, then build the quiz rounds while registrations are coming in. Before the event, check every answer, test the laptop, speakers, projector and microphone together, and print more answer sheets than you expect to need. On the day, allow time to arrange team tables, chill drinks and guide participants to their seats before the first clip plays.

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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 a room
2
Confirm quiz date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Create the participant list
7
Prepare quiz rounds
2 people
8
Select music clips
2 people
9
Check answers
2 people
10
Prepare quiz files
11
Assign teams
12
Reserve equipment
13
Do the shopping
2 people
14
Print quiz materials
15
Chill drinks
2 people

Event

16
Open venue
2 people
17
Set up tables and chairs
4 people
18
Set up the quiz table
2 people
19
Connect equipment
2 people
20
Test sound and visuals
2 people
21
Set out snacks
2 people
22
Set up the reception table
2 people
23
Receive participants
3 people
24
Direct teams to tables
2 people
25
Present quiz rounds
2 people
26
Refill drinks
2 people
27
Refill snacks
2 people
28
Check answers
3 people
29
Announce the winners
30
Farewell for participants
2 people

Aftercare

31
Switch off equipment
2 people
32
Collect waste
3 people
33
Wash dishes
2 people
34
Clear tables and chairs
4 people
35
Clean the room
3 people
36
Pack leftover food
2 people
37
Collect lost and found items
38
Return equipment
2 people
39
Store materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tableqty 2
Coat rack

Equipment

Laptop
Portable speakersqty 2
Projector
Projection screen
Wireless microphone
HDMI cableqty 2
Power stripsqty 3
Extension cordsqty 3
USB stick
Kitchen timerqty 2

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Small bowlsqty 12
Serving boardsqty 4
Serving spoonsqty 6
Coolersqty 3

Decorations

Tableclothsqty 8
Team table cardsqty 8
Welcome sign
Prizesqty 3

Office supplies

Answer sheetsqty 60
Pensqty 60
Score sheetsqty 10
Tapeqty 2
Scissorsqty 2
Whiteboard
Whiteboard markersqty 4

Cleaning

Waste binsqty 4
Broom and dustpan
Mop set

Catering

Groceries

Tips

Set a firm quiz date and room before sending invitations. Close registrations early enough to create the participant list, collect dietary requirements and assign teams before guests arrive.
Prepare the quiz in rounds and listen to every music clip from the actual laptop and speakers you will use. Check each answer twice, especially song titles, artists and clips that may be hard to recognise.
Plan the room around team movement: put tables and chairs in place first, then add team table cards, the quiz table and a clear reception point. Keep the projector screen visible from every team table.
Test the full equipment chain at least 60 minutes before the start: laptop, HDMI cable, projector, speakers, microphone, power strips and extension cords. Keep the quiz files on a USB stick as a backup.
Prepare refreshments before participants arrive, not during the opening round. Chill drinks, fill the reception table, and place snacks in small bowls or on serving boards so teams can collect them without interrupting the quiz.

Frequently asked questions

How far in advance should I organise a music quiz?: Start planning at least 4 weeks before the quiz. Confirm the room and date first, send invitations next, and leave the final 7 days for registrations, team assignments, printing and technical checks.
How many music quiz rounds should I prepare?: Plan 5 to 8 rounds for a quiz lasting about 90 to 120 minutes. Allow roughly 10 to 15 minutes per round, including playing clips, collecting answers and explaining the solutions.
How long before a music quiz should I test the equipment?: Open the venue at least 60 minutes before participants arrive and test the complete setup then. Play several clips through the portable speakers, check the projection, test the wireless microphone and keep a USB backup of the quiz files.
How many answer sheets and pens do I need for a music quiz?: Prepare one answer sheet per team for every round, plus at least 10% extra sheets for mistakes or late changes. For example, 12 teams need at least 66 sheets for 5 rounds, before adding the spare copies.

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.