How to organise a pub quiz without last-minute chaos

A good pub quiz depends on more than writing questions. You need enough time to build balanced rounds, register teams, prepare scoring and test the presentation, sound and microphone before guests arrive. Start with the date and venue, then work backwards from quiz night so food, drinks, prizes and technical equipment are ready on time. This guide follows a practical order and highlights the details that are often forgotten until the doors are opening.

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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
Choose quiz themes and rounds
2 people
3
Collect questions and answers
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Create team and table seating plans
2 people
8
Edit quiz questions
2 people
9
Create answer sheets and score sheets
10
Select music clips
11
Create presentation with questions
12
Technically test presentation
2 people
13
Confirm reservations
14
Buy prizes
15
Check the shopping list
16
Do the shopping
2 people
17
Collect materials
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Save quiz files offline

Event

21
Open venue
2 people
22
Set up tables and chairs
4 people
23
Number the tables
2 people
24
Connect equipment
2 people
25
Test sound and visuals
2 people
26
Prepare quiz materials
2 people
27
Set up the buffet and drinks station
3 people
28
Receive participants
3 people
29
Guide teams to tables
2 people
30
Explain the rules and program
31
Present quiz rounds
32
Collect answer sheets
2 people
33
Check answers
4 people
34
Keep track of scores
35
Serve snacks
3 people
36
Refill drinks
2 people
37
Collect tableware
2 people
38
Announce break
39
Announce the winners
40
Present prizes
2 people
41
See participants off
2 people

Aftercare

42
Switch off equipment
2 people
43
Clear tables and chairs
4 people
44
Wash dishes
3 people
45
Collect waste
2 people
46
Clean the venue
3 people
47
Pack up materials
2 people
48
Return borrowed items
2 people
49
Store leftovers safely
50
Check lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8

Tableware

Drinking glassesqty 60
Coffee mugsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Presentation clicker
Quiz buzzersqty 8
Coffee maker
Coolersqty 3

Stationery

Answer formsqty 100
Score sheetsqty 20
Ballpoint pensqty 60
Whiteboard
Whiteboard markersqty 6
Table number cardsqty 8
Name stickersqty 60
Rolls of tapeqty 4

Decorations

Pub quiz banner
Table decorationsqty 8

Catering

Prizesqty 3
Groceries

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpans and brushesqty 2
Reusable cleaning clothsqty 12

Tips

Set the quiz structure before collecting questions: choose the themes, number of rounds and question format first. This prevents you from ending up with too many questions in one category and not enough material for the final round.
Close registrations several days before the quiz and use the final team list to create table seating and table numbers. Ask for dietary requirements at the same time, rather than trying to find out when snacks are already being served.
Prepare the presentation, answer forms and score sheets at least one day ahead. Save the presentation and quiz files offline on the laptop; relying on an internet connection at the venue is a common avoidable failure.
Allow at least 60 minutes before guests arrive for room setup and testing. Connect the projector, screen, speakers, microphone and clicker, then run the actual presentation from the laptop rather than checking cables only.
Chill drinks several hours before the quiz and prepare snacks before opening the venue. Count glasses, mugs, plates, cutlery and serving trays as well as food and drinks; missing tableware creates more disruption than a missing decoration.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow 2 to 3 weeks for a quiz with several teams. You need time to confirm the venue, collect and edit questions, process registrations, prepare materials and buy prizes. Reserve the final day for printing, shopping and saving all files offline.
How many questions do I need for a pub quiz?: Plan around 40 to 60 questions for a quiz lasting roughly 90 minutes, depending on the number of rounds and music clips. Prepare a few spare questions or a tie-breaker in case a round finishes faster than expected.
When should I test the pub quiz equipment?: Test the laptop, projector, screen, speakers, microphone, HDMI cable and clicker at the venue at least 60 minutes before guests arrive. Also check that the presentation works offline and that the sound level is clear from the furthest table.
How many drinks and snacks do I need for a pub quiz?: For the first hour, allow 2 to 3 drinks per person, then adjust for the expected length of the evening. Prepare snacks before guests arrive and confirm dietary requirements several days in advance so suitable portions are available.

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