How to organise a pub quiz from start to finish

A good pub quiz depends on more than writing questions. You need a confirmed venue, a host, working presentation equipment, clear scoring and a simple registration process. Start planning at least three weeks ahead so you can write and check the quiz, collect dietary requirements and assemble teams before the event. On the day, allow at least two hours for room setup, equipment testing and preparing the answer sheets.

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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
Reserve venue
3
Choose quiz themes
2 people
4
Write quiz questions
3 people
5
Create Answers and Scoring
2 people
6
Select music clips
7
Confirm the quiz host
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Assemble teams
2 people
12
Buy prizes
2 people
13
Check quiz files
2 people
14
Test presentation
2 people
15
Check the shopping list
16
Do the shopping
2 people
17
Print quiz materials
2 people
18
Sort answer forms
19
Wrap the prizes
20
Chill drinks
2 people
21
Open venue
2 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Connect quiz equipment
2 people
25
Set up quiz presentation
26
Set up the registration table
2 people
27
Set up buffet and drinks table
3 people
28
Prepare snacks
3 people
29
Hang decorations
2 people
30
Test sound and visuals
2 people

Event

31
Guide team registration
2 people
32
Serve welcome drinks
2 people
33
Explain quiz rules
34
Present quiz rounds
35
Collect answers
2 people
36
Check answers
3 people
37
Refill snacks
2 people
38
Refill drinks
2 people
39
Announce the winners
40
Present prizes
2 people
41
Wave goodbye to visitors
2 people

Aftercare

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

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Rechargeable batteriesqty 8

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Thermos flasksqty 4

Decorations

Quiz table numbersqty 8
Tableclothsqty 8
Balloonsqty 40
Buntingqty 6
Prize table sign

Lighting

LED light stringsqty 4

Catering

Prizesqty 3
Pen setsqty 10
Answer formsqty 400
Team name badgesqty 80
Name stickersqty 80
Groceries

Cleaning

Waste binsqty 4
Broomsqty 2
Mopsqty 2
Bucketsqty 2

Tips

Set the format before writing questions. Choose the themes, number of rounds and scoring method first, then write enough questions for the planned running time rather than adding rounds at the last minute.
Test the full presentation at least one week before the quiz. Open every file, check that music clips play, and test the laptop, projector, screen, speakers, microphone, extension cords and power strips together.
Close registration three to five days before the event. Use the final list to assemble teams, prepare table numbers and follow up on dietary requirements instead of trying to reorganise seating during check-in.
Plan the food and drinks around the quiz schedule. Chill drinks before guests arrive, prepare coffee equipment and serving items, and keep food service between rounds so it does not interrupt the host.
Arrive two hours early on the day. Set out tables and chairs, place the registration desk and table numbers, connect the quiz equipment, put answer forms in order and keep the wrapped prizes ready for the final scores.

Frequently asked questions

How far in advance should I organise a pub quiz?: Start at least three weeks before the quiz. Reserve the venue and confirm the host first, then allow time to write and check the questions, send invitations and test the presentation one week before the event.
How many questions do I need for a pub quiz?: Plan around 40 to 60 questions for a quiz lasting roughly two hours, divided into several rounds. Leave time for reading questions, playing music clips, collecting answer forms and announcing scores.
When should pub quiz registration close?: Close registration three to five days before the event. That gives you time to assemble teams, prepare table numbers, print the right number of answer forms and confirm dietary requirements.
How early should I arrive to set up a pub quiz?: Arrive about two hours before guests are due. Allow time to arrange tables and chairs, connect and test the laptop, projector, screen, speakers and microphone, and set up registration and refreshments.

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