How to organise a pub quiz from start to finish

A good pub quiz depends less on complicated equipment than on a clear format and tight timing. Decide the rounds first, then write and check the questions before inviting people, because late changes affect answer sheets, team assignments and the running order. On the day, test the laptop, projector, speakers and microphone before guests arrive. This plan takes you from the first question to the final scores, including the setup details that are easy to leave too late.

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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
Set the quiz format and rounds
2
Create questions and answers
2 people
3
Check all quiz questions
2 people
4
Record the scoring
5
Confirm venue and times
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Create team assignments
10
Arrange the quizmaster and graders
11
Prepare the running order for the evening
12
Create answer and score sheets
13
Print quiz questions and forms
14
Make team cards and table signs
15
Go shopping
2 people
16
Gather materials
2 people
17
Load quiz files onto laptop
18
Test presentation and sound
2 people

Event

19
Chill drinks
2 people
20
Prepare coffee and tea
2 people
21
Set up tables
3 people
22
Place chairs and table signs
3 people
23
Set up the quizmaster table
2 people
24
Connect laptop and equipment
2 people
25
Hang decorations and signage
2 people
26
Set out snacks and tableware
2 people
27
Brief the quizmaster and graders
3 people
28
Welcome participants
2 people
29
Hand out team forms
2 people
30
Start and present the quiz
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Collect response forms
2 people
34
Review answers and scores
3 people
35
Announce the final standings
36
Hand out prizes
2 people

Aftercare

37
Clear away tables and chairs
3 people
38
Clear away food and drinks
2 people
39
Collect and sort materials
2 people
40
Wash the dishes and glasses
2 people
41
Clean the hall and kitchen
3 people
42
Empty waste bins and remove the waste
2 people
43
Disconnect equipment
2 people
44
Return borrowed materials
45
Update results and participant list

What to bring

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

Furniture

Tablesqty 10
Chairsqty 65
Quiz master table
Tableclothsqty 10

Equipment

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

Game materials

Answer formsqty 150
Score sheetsqty 12
Team badgesqty 12
Prizesqty 3
Quiz bell

Office

Ballpoint pensqty 75
Clipboardsqty 12
Name stickersqty 75
Tapeqty 3
Scissorsqty 2

Tableware

Glassesqty 80
Coffee mugsqty 25
Platesqty 70
Serving plattersqty 12
Serving utensilsqty 6

Kitchen

Coolersqty 3
Thermos flasksqty 3
Bottle openersqty 3

Decorations

Pub quiz banner
Balloonsqty 30
Round signsqty 6
Signage boardsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan

Catering

Groceries

Tips

Set the format before writing questions. Decide how many rounds you will run, how long each one lasts and how teams submit answers; this determines the number of answer forms and score sheets to print.
Finish and check every question before sending invitations. A second person should verify answers, spelling, image or audio files and question order at least 2–3 days before the quiz.
Close registration before assigning teams. Allow one day to process dietary requirements and create team cards, table signs and a seating plan, rather than trying to sort them out when people arrive.
Test the full presentation setup on the actual laptop at least 60 minutes before the start. Check the HDMI cable, projector, screen, speakers, microphone, power strips and extension cords together, not separately.
Build a 15-minute buffer into the running order for collecting answer sheets and recording scores. Keep calculators, spare pens and a visible timer at the quizmaster table so marking does not stall the evening.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow 1–2 weeks for a small quiz, including writing and checking questions, confirming the venue, collecting registrations and preparing materials. Reserve the final 2–3 days for printing, equipment testing and shopping.
How many questions should a pub quiz have?: Plan around 40–60 questions for a quiz lasting roughly 90–120 minutes, divided across several rounds. Leave time between rounds for answers to be collected and scores to be recorded.
When should I test the projector and sound for a pub quiz?: Run a complete test at least 60 minutes before guests arrive, using the laptop, HDMI cable, projector, speakers and microphone. Keep extension cords and power strips available in case the planned layout does not reach the nearest socket.
How many pens and answer sheets do I need for a pub quiz?: Prepare one answer form and one pen per team for every round, plus at least 10% extra pens and forms. For example, 10 teams across 6 rounds need 60 forms and 11 pens as a practical minimum.

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.