How to organise a pub quiz without last-minute chaos

A pub quiz runs smoothly when the questions, teams and equipment are ready before guests arrive. Start by fixing the date and venue, then manage registrations, dietary requirements and team assignments. Build in time to check every question and answer, prepare printed materials and wrap the prizes. On the day, allow at least 90 minutes to arrange tables, test the presentation and set up registration before the first 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
Reserve venue
2
Publish quiz date
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Assign teams
2 people
7
Prepare quiz rounds
2 people
8
Check the quiz questions
2 people
9
Check answers
2 people
10
Buy prizes
11
Do the shopping
2 people
12
Print quiz materials
13
Sort answer forms
14
Wrap the prizes
15
Chill drinks
2 people
16
Open venue
2 people
17
Set up tables
3 people
18
Set out chairs
3 people
19
Connect quiz equipment
2 people
20
Test the quiz presentation
2 people
21
Hang decorations
2 people
22
Set out snacks
2 people
23
Set up registration desk
2 people
24
Brief volunteers

Event

25
Receive participants
3 people
26
Guide teams to tables
2 people
27
Give welcome briefing
28
Present quiz rounds
29
Collect answer sheets
2 people
30
Check answers
3 people
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Announce break
34
Check the final standings
2 people
35
Announce the winners
36
Present prizes
2 people
37
Handle the final round of drinks
2 people

Aftercare

38
Dismantle furniture
3 people
39
Wash dishes
2 people
40
Collect waste
2 people
41
Clean the venue
3 people
42
Clear away the quiz equipment
2 people
43
Remove decorations
2 people
44
Hand over keys and venue
45
Return materials
2 people
46
Collect lost items
47
Store leftover stock

What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Registration desk

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 8
Serving plattersqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Timerqty 2
Calculatorsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 3
Bottle openersqty 3
Serving spoonsqty 6

Decorations

Tableclothsqty 7
Buntingqty 3
Balloonsqty 50
Team table cardsqty 7
Round signsqty 8

Cleaning

Waste binsqty 4
Trash bag holderqty 2

Catering

Groceries

Tips

Prepare the quiz rounds at least 2 weeks ahead, then have someone else check the questions and answers for ambiguity, duplicates and incorrect facts.
Close registrations 3 to 5 days before the quiz so you can assign teams, print team table cards and account for dietary requirements without rushing.
Test the laptop, projector, screen, speakers, microphone and HDMI cable together at the venue at least 60 minutes before doors open. Pack extension cords and power strips as well.
Set up the registration desk before arranging the final details, and keep answer forms sorted by round. Give volunteers a short briefing covering arrivals, timing, scoring and questions from teams.
Chill drinks several hours before guests arrive and put snacks, serving bowls, plates, glasses, bottle openers and coffee supplies in one serving area. Wrap prizes before setup so the presentation does not delay the final round.

Frequently asked questions

How far in advance should I organise a pub quiz?: Book the venue and publish the date 4 to 6 weeks in advance. Prepare the quiz rounds at least 2 weeks before the event and close registrations 3 to 5 days beforehand.
How long does it take to set up a pub quiz?: Allow 90 minutes for a small quiz and up to 2 hours if you need to arrange many tables, decorations, food and drinks. Test the presentation and sound during that setup period, not after guests arrive.
How many people should be on a pub quiz team?: Plan for teams of 4 to 6 people. Assign teams after registration closes, using the final attendee list and any relevant dietary information to avoid confusion at the registration desk.
What equipment do I need for a pub quiz?: For a projected quiz, allow one laptop, projector, screen, speakers, microphone, HDMI cable, timer and backup power connections. Test every item together at the venue at least 60 minutes before the start.

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.