How to organise a photo quiz from start to finish

A photo quiz works best when the content, team setup and technical test are planned in that order. Start by confirming the date and room, then choose one theme and build several quiz rounds around it. Collect and check the photos before creating the presentation, and decide how teams will answer and score. In the final days, process registrations, assign teams and confirm dietary requirements. On the day, allow time for tables, seating, food, drinks and the projector setup before participants 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
Confirm date and location
2
Reserve a room
3
Set the quiz theme
2 people
4
Prepare quiz rounds
2 people
5
Collect photos
2 people
6
Check answers
2 people
7
Create presentation
8
Technically test presentation
2 people
9
Send invitations
10
Process registrations
11
Collect dietary requirements
12
Prepare team assignments
13
Write out the quiz rules
14
Print response forms
15
Print score sheets
16
Collect quiz materials
17
Check the shopping list
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Open venue
2 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Set up projector and screen
2 people
25
Connect sound and laptop
2 people
26
Set up quiz presentation
27
Set up response tables
2 people
28
Set up the buffet and drinks table
3 people
29
Set up the registration table

Event

30
Receive participants
3 people
31
Assign teams
2 people
32
Explain quiz rules
33
Present quiz rounds
34
Collect answers
2 people
35
Refill drinks
2 people
36
Serve appetizers and snacks
3 people
37
Check answers
3 people
38
Enter scores
2 people
39
Announce the winners
40
Present prizes
2 people
41
Say goodbye to participants
2 people

Aftercare

42
Collect tableware
3 people
43
Pack leftovers
2 people
44
Sort and remove waste
2 people
45
Switch off equipment
2 people
46
Clear tables and chairs
4 people
47
Wash dishes
3 people
48
Clean the venue
3 people
49
Return borrowed items
50
Archive quiz files

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Registration desk

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Quiz materials

Answer formsqty 150
Score sheetsqty 20
Pensqty 60
Pencilsqty 20
Round signsqty 8
Team badgesqty 50
Prizesqty 3
Clipboardsqty 12

Office supplies

Paper tapeqty 2
Markersqty 6
Scissorsqty 2
Pen holdersqty 8

Decorations

Tableclothsqty 10
Name badgesqty 50

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Broom and dustpan
Mop and bucket
Washing-up tubsqty 2

Catering

Groceries

Tips

Choose the theme before collecting photos, then set a deadline for submissions. Checking every answer against the source photo before building the presentation prevents disputed questions during the quiz.
Test the complete presentation on the actual laptop, projector and screen at least one day beforehand. Check image readability from the back row, sound through the speaker and whether extension cords and power strips reach safely.
Prepare one answer form and one score sheet per team, plus spare pens and pencils. Print the quiz rules and round signs before the event rather than relying on a printer at the venue.
Close registrations before assigning teams and collect dietary requirements at the same time. Final team badges and seating are much easier to prepare when the participant count is fixed.
Open the venue at least 90 minutes before the start if you need to arrange tables, chairs, the registration desk, buffet tables and the projection equipment. Chill drinks and put out serving platters, plates, glasses and cutlery before guests arrive.

Frequently asked questions

How many rounds should a photo quiz have?: Plan four to six rounds for a quiz lasting around 90 minutes. Allow roughly 10 to 15 minutes per round, including time to explain the rules and collect answer forms.
How far in advance should I organise a photo quiz?: Start at least three weeks ahead for a small event, especially if participants must submit photos. Finish the photo collection and answer checks at least five days before the quiz so there is time to build and test the presentation.
How do I organise teams for a photo quiz?: Set teams after registrations close, usually three to six people per team. Prepare team badges, a seating plan and one answer form and score sheet for each team before the event day.
How early should I arrive to set up a photo quiz?: Arrive 90 minutes before the advertised start time. This gives you time to arrange tables and chairs, set up the laptop, projector, screen and speaker, test the presentation and prepare registration, snacks and drinks.

Start this plan in Lizzt

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