How to organise a pub quiz afternoon

A pub quiz afternoon works best when the quiz content, registration process and room setup are planned as one sequence. Start by confirming the venue and inviting teams, then build and check the rounds before preparing the presentation and answer sheets. On the day, allow time for tables, audio, projection, refreshments and team numbers—not just the questions. This guide helps you spot the details that are often forgotten until guests are already arriving.

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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
Send invitations
2
Open registrations
3
Confirm venue booking
4
Choose quiz themes
2 people
5
Collect quiz questions
2 people
6
Check the quiz questions
2 people
7
Process registrations
8
Collect dietary requirements
9
Assign teams
2 people
10
Arrange prizes
11
Lay out quiz booklets
12
Print response forms
13
Prepare presentation
14
Testing music clips
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Bring materials to the venue
2 people
18
Ventilate room
19
Set up tables
3 people
20
Set out chairs
3 people
21
Set up the quiz table
22
Connect audio and video
2 people
23
Test the quiz presentation
2 people
24
Hang decorations
2 people
25
Set up the buffet
2 people
26
Number the team tables
27
Set up the registration table
28
Brief volunteers
2 people

Event

29
Welcome guests
3 people
30
Guide teams to tables
2 people
31
Explain the rules
32
Present quiz rounds
33
Collect answers
2 people
34
Refill drinks
2 people
35
Serve snacks
2 people
36
Check answers
3 people
37
Supervise the break program
38
Announce the winners
39
Present prizes
2 people
40
See off guests
2 people

Aftercare

41
Collect waste
3 people
42
Take down tables and chairs
3 people
43
Wash dishes
2 people
44
Switch off equipment
2 people
45
Clean the room
3 people
46
Pack leftover food
2 people
47
Return materials
2 people
48
Clean coolers
49
Take waste to the container

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tableqty 2
Registration desk
Coat rack

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Charging cablesqty 3

Game materials

Quiz bookletsqty 15
Answer formsqty 180
Pensqty 60
Team numbersqty 15
Reply foldersqty 15
Scoreboard
Round cardsqty 8
Prizesqty 3

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Table numbersqty 15

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 5–7 days before the quiz. Use the final list to assign teams, record dietary requirements and prepare team numbers, reply folders and enough answer forms.
Choose the quiz themes before collecting questions, then check every question for a clear answer, suitable difficulty and repetition. Prepare one booklet or round card set per team, plus at least 10% extra copies.
Test the laptop, projector, screen, speakers and microphone together at the venue or with the same cables you will use there. Run the full presentation, including music clips, at least 24 hours before the event.
Plan the room in arrival order: ventilate it, set out tables and chairs, then position the registration desk, quiz table, scoreboard and coat rack. Keep extension cords and power strips away from walkways and leave charging cables accessible.
Chill drinks and prepare the buffet before guests arrive, but keep hot drinks for the final setup. Allow at least 45 minutes at the venue for bringing in materials, connecting equipment, testing the quiz and checking that every team has pens and forms.

Frequently asked questions

How far in advance should I organise a pub quiz afternoon?: Start at least 3–4 weeks ahead if you need to confirm a venue and invite teams. Finalise registrations, dietary requirements and team assignments 5–7 days before the afternoon.
How many questions do you need for a pub quiz?: Plan around 40–60 questions for a quiz lasting roughly 90 minutes, divided into several rounds. Add time for handing out forms, collecting answers, scoring and announcing the results.
How early should I arrive to set up a pub quiz?: Allow at least 45 minutes before guests arrive for the room, buffet, registration desk and quiz table. Build in another 15 minutes if the projector, speakers or microphone have not been tested at that venue.
What should I prepare for each quiz team?: Prepare a team number, quiz booklet or round cards, answer forms and several pens for every team. Make at least 10% extra copies so one missing booklet or damaged form does not delay the first round.

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.