How to organise a New Year's quiz that runs smoothly

A New Year's quiz works best when the question writing, team planning and room setup are treated as separate jobs. Confirm the date and room first, then collect registrations and dietary requirements before finalising food and seating. Build the quiz in rounds, check every answer, and prepare a tie-break before invitations go out. On the day, allow time to test the presentation, microphone, projector and music before guests arrive.

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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 the room
2
Confirm quiz date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Choose quiz themes
2 people
7
Write quiz questions
2 people
8
Check answers
2 people
9
Create tie-break questions
10
Create the quiz presentation
11
Prepare music rounds
12
Prepare quiz forms
13
Prepare team assignments
14
Finalize shopping list
15
Do the shopping
2 people
16
Print quiz materials
17
Wrap the prizes
18
Chill drinks
2 people
19
Open venue
2 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Connect quiz equipment
2 people
23
Test the quiz presentation
2 people
24
Hang decorations
2 people
25
Set up buffet and bar
3 people
26
Set up the reception table

Event

27
Receive participants
3 people
28
Assign teams
2 people
29
Serve welcome drinks
2 people
30
Present quiz rounds
2 people
31
Collect answers
2 people
32
Check answers
3 people
33
Refill snacks and buffet
2 people
34
Refill drinks
2 people
35
Announce breaks
36
Announce the winners
2 people
37
Present prizes
2 people
38
See off the last guests
2 people

Aftercare

39
Clear away food and drinks
3 people
40
Wash dishes
2 people
41
Clear tables and chairs
3 people
42
Switch off equipment
2 people
43
Collect waste
2 people
44
Clean the venue
3 people
45
Remove decorations
2 people
46
Inventory materials
47
Return borrowed items
2 people
48
Pack leftover food

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 2
Coat racksqty 2

Tableware

Reusable drinking glassesqty 60
Reusable coffee cupsqty 45
Platesqty 60
Bowlsqty 45
Cutlery setsqty 50
Serving plattersqty 10
Soup ladlesqty 3

Equipment

Laptop
Projector
Projection screen
Bluetooth speakerqty 2
Microphone
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless presentation remote
Kitchen timerqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

New Year balloonsqty 40
Buntingqty 8
Tableclothsqty 6
Team badgesqty 8
Prize trophiesqty 3

Lighting

String lightsqty 3
LED candlesqty 12

Cleaning

Trash binsqty 4
Waste binsqty 3
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Start with the room and date, then send invitations with a clear registration deadline. Set the deadline at least 7 days before the quiz so you can assign teams, plan seating and collect dietary requirements.
Write the questions in rounds rather than all at once. Prepare at least one tie-break question and check every answer against a reliable source before printing the quiz forms.
Test the full presentation on the actual laptop, projector and screen before guests arrive. Allow 30 minutes for this, and pack an HDMI cable, extension cords and a power strip as backups.
Plan the quiz timing around food and drinks. Chill drinks before opening the venue, and keep coffee, tea and water available while the quiz is running so breaks do not become long queues.
Set up tables, chairs, the buffet, bar and coat racks before adding decorations. Keep the microphone, presentation remote, timer and printed materials together at the host’s table so nobody has to search during a round.

Frequently asked questions

How far in advance should I organise a New Year's quiz?: Confirm the room and date at least 4 to 6 weeks in advance. Send invitations soon after, then close registrations about 7 days before the event so you can finalise teams, food and seating.
How many questions should a New Year's quiz have?: Plan around 40 to 60 questions for a quiz lasting 2 to 3 hours, including breaks and marking. Divide them into several rounds and add one or two tie-break questions in case teams finish level.
When should I test the projector and quiz presentation?: Run a complete equipment test on the event day, at least 30 minutes before guests arrive. Check the laptop, projector, screen, speaker, microphone, HDMI cable and presentation remote together rather than separately.
When should I buy and chill drinks for a New Year's quiz?: Finalise the shopping list after registrations close, then shop 1 to 3 days before the quiz. Chill drinks several hours before guests arrive; use coolers if the venue’s fridge cannot hold everything.

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.