How to organise a music quiz without last-minute problems

Start by fixing the date, venue and quiz format before writing questions or inviting people. Decide how many teams you can seat, how many rounds you need and how answers will be scored. Build in time to check every question, audio clip and presentation slide, then confirm registrations and dietary requirements. On the day, allow at least 90 minutes to arrange tables, connect the sound system and test the laptop, projector and microphone before guests arrive.

Organize this event for free with Lizzt

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
Reserve venue
3
Set the quiz format and teams
2 people
4
Compile music rounds
2 people
5
Check the quiz questions
2 people
6
Create Answers and Scoring
7
Select music clips
2 people
8
Legally review music clips
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Prepare team assignments
13
Confirm participants
14
Create the quiz presentation
15
Print response forms
16
Prepare team tables and place cards
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Bring materials to the venue
2 people
20
Open hall
21
Set up tables and chairs
4 people
22
Set up the presentation table
2 people
23
Connect the sound system
2 people
24
Test the laptop and presentation
2 people
25
Test microphone
26
Set up the coffee and drinks table
2 people
27
Set out snacks
2 people
28
Set up registration and reception
2 people
29
Number the team tables
2 people

Event

30
Receive participants
3 people
31
Guide teams to tables
2 people
32
Explain quiz rules
33
Present quiz rounds
2 people
34
Collect answer sheets
2 people
35
Refill drinks
2 people
36
Serve appetizers and snacks
2 people
37
Lead break activities
2 people
38
Check answers
3 people
39
Check the final standings
2 people
40
Announce the winners
41
Present prizes
2 people
42
See participants off
2 people

Aftercare

43
Switch off equipment
2 people
44
Collect tableware and glasses
3 people
45
Collect and sort waste
2 people
46
Clean the room
3 people
47
Put tables and chairs back
4 people
48
Pack up materials
2 people
49
Return equipment
2 people
50
Clear away leftover groceries
51
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Presentation table
Registration desk

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 60
Platesqty 60
Pastry platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Microphone stand
Audio cablesqty 3
Extension cordsqty 4
Power stripsqty 3
Spare batteriesqty 2
Presentation clicker
USB stickqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4
Pitchersqty 6
Bottle openersqty 3
Kitchen knivesqty 2
Cutting boardsqty 2
Serving traysqty 4

Decorations

Tableclothsqty 8
Table cardsqty 8
Name stickersqty 60
Pen holdersqty 8
Quiz board
Balloonsqty 30
Balloon ribbon
Tapeqty 3
Buntingqty 4

Catering

Groceries

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Hand brush and dustpanqty 2
Rubber glovesqty 4

Lighting

Standing lampsqty 2
Mood lightingqty 2

Paper goods

Answer formsqty 120
Reservation formsqty 20
Quiz questionsqty 10
Pensqty 70
Pencilsqty 20
Clipboardsqty 8
Notepadsqty 8
Printer paper
Sticky notesqty 4

Other

Score sheetsqty 10
Calculatorsqty 3
Prize table
Cash box
First aid kit

Tips

Choose the quiz format before compiling music rounds. Set the number of teams, players per team and points available for each round so the answer sheets and scoring system match the game.
Test every music clip on the actual laptop and speakers you will use. Check volume, playback and slide timing at least one day before the quiz, and keep a USB copy plus spare batteries available.
Review the questions with a second person before printing. They should check spelling, answer ambiguity and whether each clip can be identified within the time allowed.
Close registrations several days before the event so you can assign teams, prepare place cards and confirm the final participant count. Ask for dietary requirements at the same time rather than chasing them at the venue.
Arrive about 90 minutes early for setup. Put the presentation table, registration desk, team tables and response forms in place before connecting power, projector, speakers and microphone.

Frequently asked questions

How many rounds should a music quiz have?: Plan for 6 to 8 rounds for a quiz lasting around 90 to 120 minutes. Allow roughly 10 to 15 minutes per round, including playing clips, collecting answers and announcing scores.
How long before a music quiz should invitations be sent?: Send invitations 3 to 4 weeks before the event and set the registration deadline 5 to 7 days beforehand. That gives you time to assign teams, confirm attendance and prepare dietary arrangements.
How early should I arrive to set up a music quiz?: Arrive at least 90 minutes before guests are due. Use the first 45 minutes for tables, registration and presentation setup, then reserve 30 minutes for testing the laptop, projector, speakers and microphone.
How many music clips do I need for a quiz?: Prepare one clip for each audio question, plus at least 10% extra in case a question is removed or a file fails. For 8 rounds of 5 clips, bring 44 clips in total and test them before the event.

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.