How to organise a pub quiz without last-minute chaos

A pub quiz works best when the questions, technology and team logistics are prepared in that order. Start by securing the venue and date, then build the quiz rounds, collect registrations and confirm practical requirements. Leave enough time to test the projector, speakers, microphone and presentation together—not just separately. On the day, set up the room and registration desk before guests arrive, with answer forms, pens, team cards and score sheets ready at each table.

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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
Record date and registration
3
Prepare quiz rounds
2 people
4
Select music clips
5
Create answers and tie-breakers
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Send participant confirmations
10
Arrange equipment
11
Create the room layout
12
Prepare the quiz presentation
13
Print response forms
14
Print quiz questions
15
Create team and table cards
16
Purchase prizes
17
Do the shopping
2 people
18
Pack quiz materials
2 people
19
Test equipment in advance
2 people

Event

20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Set up tables and chairs
4 people
23
Set up registration desk
2 people
24
Decorate the quiz room
2 people
25
Set up projector and screen
2 people
26
Connect sound and laptop
2 people
27
Carry out the final technical test
2 people
28
Set out team tables and materials
3 people
29
Brief volunteers
30
Receive participants
3 people
31
Serve welcome drinks
2 people
32
Explain quiz rules
33
Present round one
34
Review the round one answers
3 people
35
Present round two
36
Serve break snacks
3 people
37
Refill drinks
2 people
38
Present round three
39
Process the interim results
3 people
40
Present round four
41
Serve hot snacks
3 people
42
Restock drinks and snacks
2 people
43
Present the final round
44
Check final score
3 people
45
Run the tie-breaker
2 people
46
Announce the winners
47
Present prizes
2 people
48
See participants off
2 people

Aftercare

49
Collect waste
3 people
50
Clear tables and chairs
4 people
51
Wash dishes
3 people
52
Disconnect equipment
2 people
53
Clean the room
3 people
54
Remove decorations
2 people
55
Return borrowed items
2 people
56
Clear away leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60

Tableware

Glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 60

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Timerqty 2

Kitchen

Coolersqty 3
Coffee maker
Kettlesqty 2
Serving traysqty 4
Small bowlsqty 12
Tongs and spoonsqty 12
Bottle openersqty 3

Supplies

Ballpoint pensqty 70
Pencilsqty 20
Erasersqty 10
Clipboardsqty 12
Answer formsqty 150
Table cardsqty 12
Score sheetsqty 20
Prizesqty 3

Decorations

Balloonsqty 40
Buntingqty 6
Table décorqty 12
Tapeqty 3
Scissorsqty 3

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop and squeegeeqty 2

Catering

Groceries

Tips

Build the quiz around 5 to 7 rounds and prepare the answer key and tie-breaker at the same time as the questions. This prevents a rushed scoring problem at the end of the evening.
Close registration at least 3 days before the quiz. Use the final list to create teams, table cards and a seating plan, and check dietary requirements before shopping for snacks and drinks.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and extension cords at the venue at least 24 hours in advance. A presentation that works at home can still fail because of missing connections or power points.
Set up the registration desk 30 minutes before doors open, then allow another 30 minutes for tables, chairs, table cards and equipment. Keep spare pens, pencils, erasers and blank answer forms in one clearly labelled box.
Chill drinks and prepare snacks before the first teams arrive, rather than during registration. Keep bottle openers, glasses, plates, serving trays and small bowls at the serving point so the quiz host is not interrupted between rounds.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow 2 to 3 weeks for a quiz with several rounds and invited teams. Reserve the venue first, finish the questions at least 5 days before the event, and close registrations about 3 days beforehand.
How many questions should a pub quiz have?: Plan around 40 to 60 questions, divided into 5 to 7 rounds. Add a tie-breaker that can separate teams without requiring a second full round of questions.
How many people should be on a pub quiz team?: Teams of 4 to 6 people are practical for discussion without making tables overcrowded. Prepare team and table cards from the registration list so groups can find their place quickly.
What equipment do I need for a pub quiz?: For a projected quiz, allow a laptop, projector, screen, speakers, microphone, HDMI cable, extension cords and power strips. Test everything together at least 24 hours before the event and bring a timer for round timing.

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.