How to organise a pub quiz without last-minute chaos
Start by fixing the date, venue and quiz format before writing any questions. Decide how many people will be in each team, then collect registrations and dietary requirements so you can plan tables, answer sheets, food and drinks accurately. Build the quiz early enough to check every answer and prepare tie-break questions. On the day, allow time for the projector, laptop, microphone and sound clips, not just the tables and chairs.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set quiz date and location
- 2
Determine the quiz format and team size
2 people
- 3
Prepare quiz questions
2 people
- 4
Check answers and scoring
2 people
- 5
Prepare tie-break questions
- 6
Send invitations
- 7
Process registrations
- 8
Collect dietary requirements
- 9
Confirm venue booking
- 10
Prepare team assignments
- 11
Purchase prizes for the winners
- 12
Do the shopping
2 people
- 13
Finalize quiz presentation
- 14
Copy response forms
- 15
Test music and sound clips
2 people
- 16
Bundle quiz materials
2 people
Event
- 17
Chill drinks
2 people
- 18
Open venue
2 people
- 19
Set up tables and chairs
4 people
- 20
Set up the presentation table
2 people
- 21
Set up projector and screen
2 people
- 22
Connect the laptop and presentation
2 people
- 23
Test the microphone and speakers
2 people
- 24
Prepare quiz rounds and answer sheets
2 people
- 25
Set up the bar and snack table
2 people
- 26
Set up the reception desk
- 27
Receive participants
3 people
- 28
Register teams and team names
2 people
- 29
Give welcome briefing
- 30
Present the quiz round
- 31
Collect answer sheets
2 people
- 32
Check answers
3 people
- 33
Serve snacks and drinks
3 people
- 34
Refill drinks
2 people
- 35
Announce break
- 36
Check final standings and tie-break
2 people
- 37
Announce the winners
- 38
Present prizes
2 people
- 39
See participants off
2 people
Aftercare
- 40
Switch off equipment
2 people
- 41
Collect materials and waste
3 people
- 42
Clear tables and chairs
4 people
- 43
Wash dishes and glasses
2 people
- 44
Clean the bar and kitchen
2 people
- 45
Clean the hall and restrooms
2 people
- 46
Take waste to the bins
2 people
- 47
Return borrowed materials
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 65
- Presentation table
- Bar or serving table
Equipment
- Laptop
- Projector
- Projection screen
- Portable speakerqty 2
- Wireless microphone
- HDMI cableqty 2
- HDMI adapterqty 2
- Power stripsqty 4
- Extension cordsqty 4
- Spare batteriesqty 12
- Timerqty 2
Tableware
- Drinking glassesqty 70
- Coffee cupsqty 40
- Platesqty 70
- Cutlery setsqty 70
- Pouring jugsqty 6
Kitchen
- Coolersqty 4
- Ice cube traysqty 3
- Cutting boardsqty 3
- Chef’s knives and bread knivesqty 4
- Serving plattersqty 10
- Serving traysqty 4
- Bottle openersqty 3
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
Decorations
- Tableclothsqty 10
- Team name signsqty 15
- Welcome sign
- Prize display
Lighting
- Atmosphere lightsqty 6
Catering
- Groceries
Quiz materials
- Answer formsqty 300
- Quiz bookletsqty 75
- Team name cardsqty 75
- Pensqty 80
- Pencilsqty 20
- Eraserqty 10
- Score sheetsqty 20
- Reply foldersqty 10
- Tie-break cardsqty 20
- Presentation remote
- Prizesqty 3
- Gift vouchersqty 3
- Number cardsqty 15
- Tapeqty 4
- Scissorsqty 3
- Markersqty 12
- Clipboardsqty 10
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mop headsqty 2
- Bucketsqty 2
- Microfiber clothsqty 12
- Cleaning glovesqty 6
- All-purpose cleanerqty 2
- Glass cleaner
- Toilet brushesqty 2
- Towel rollsqty 4
- Disinfecting wipesqty 2
Tips
- Write and check the questions at least one week before the quiz. Have every answer verified, and prepare two or three tie-break questions for teams that finish with the same score.
- Set team size before sending invitations, then assign teams after registrations close. This gives you a firm number of answer sheets, tables, chairs and prizes to prepare.
- Test the laptop, projector, screen, HDMI cable, adapter, microphone and speakers together at the venue at least 60 minutes before doors open. Keep spare batteries, power strips and extension cords ready.
- Plan drinks and snacks around the quiz rounds rather than serving everything at once. Chill drinks before guests arrive, and set out glasses, plates, serving trays, bottle openers and dietary-friendly options.
- Bundle each quiz round with its answer sheets and materials before setup. Keep the scoring process clear by deciding who collects forms, who checks answers and when scores are announced.
Frequently asked questions
- How long does it take to organise a pub quiz?
- Allow at least two weeks for a small quiz and three to four weeks if you need a venue, registrations and catering. Writing and checking the questions usually takes several focused hours, separate from venue setup.
- How many questions should a pub quiz have?
- Plan around 40 to 60 questions for a two-hour quiz, divided into several rounds. Leave time for reading questions, collecting answer sheets, scoring and announcing results rather than filling the entire schedule with questions.
- How many people should be on a pub quiz team?
- Teams of four to six people are usually manageable. Set the team size before invitations go out, because it affects table layout, team assignments, answer sheets and the number of prizes.
- How early should you arrive to set up a pub quiz?
- Arrive at least 60 minutes before guests for a straightforward setup, and 90 minutes if you are using a projector, microphone and music clips. Test the full presentation and sound system before opening the venue.
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