How to organise a pub quiz without last-minute chaos

A successful pub quiz depends on more than writing good questions. Start by choosing the rounds and theme, then secure a venue, set a registration deadline and build the teams and table layout. Allow time to prepare answer and score sheets, confirm the host and judges, and test the quiz presentation with the projector, speakers and microphone. Food, chilled drinks and prizes are easy to leave until the final day, so give them their own deadline.

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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 quiz rounds and theme
2 people
2
Reserve venue
3
Write quiz questions
3 people
4
Prepare answers and score sheet
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Create teams and table layout
2 people
9
Confirm judges and host
10
Buy prizes
11
Finalize the quiz file
2 people
12
Put the quiz file on a USB drive
13
Print answer sheets
2 people
14
Print score sheets
15
Prepare team cards
2 people
16
Wrap the prizes
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people

Event

20
Open venue
2 people
21
Set up tables and chairs
4 people
22
Set up the quiz table
2 people
23
Set up projector and screen
2 people
24
Connect the sound system
2 people
25
Test the quiz presentation
2 people
26
Lay out answer sheets
2 people
27
Set out snacks and drinks
3 people
28
Set up registration desk
2 people
29
Receive participants
3 people
30
Guide teams to tables
2 people
31
Explain quiz rules
32
Present quiz rounds
2 people
33
Serve snacks
2 people
34
Refill drinks
2 people
35
Collect answers
2 people
36
Check answers
3 people
37
Announce interim standings
38
Announce the winners
39
Present prizes
2 people
40
See participants off
2 people

Aftercare

41
Switch off equipment
2 people
42
Collect tableware
3 people
43
Sort and remove waste
2 people
44
Clean the venue
3 people
45
Put furniture back
4 people
46
Inventory materials
2 people
47
Return borrowed items
2 people
48
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Coat rack

Tableware

Reusable drinking glassesqty 80
Coffee mugsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 4
Presentation clicker

Kitchen

Coffee maker
Kettle
Coolersqty 3
Bottle openersqty 3
Serving utensilsqty 6

Decorations

Tableclothsqty 8
Team card holdersqty 15
Buntingqty 6

Paper goods

Answer sheetsqty 250
Score sheetsqty 30
Pen setsqty 20
Team badgesqty 20
Presentation folder
Notepadsqty 15
Markersqty 6
Tapeqty 3
Envelopesqty 20

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set

Catering

Prizesqty 3
Groceries

Tips

Set the quiz structure before writing questions: decide the number of rounds, the theme and how long each round should take. This prevents a quiz file that is too long to finish in one evening.
Close registrations several days before the quiz and use the final list to create teams, team cards and the table layout. Ask for dietary requirements at the same time rather than chasing people on the day.
Keep the final quiz file on a USB drive as well as the laptop. Print answer sheets and score sheets before opening the venue, and bring spare pen sets for teams that arrive without one.
Test the projector, screen, HDMI cable, speakers and microphone before guests arrive. A presentation that works on your computer can still fail because of the cable, sound output or power connection.
Plan setup as a separate job: allow at least 60 minutes to arrange tables and chairs, prepare the quiz table and registration desk, chill drinks and put out snacks. Wrap the prizes before guests arrive so the final round stays on schedule.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow two to three weeks for a first-time quiz. Reserve the venue and confirm the host early, then set the registration deadline at least three days before the event so teams, dietary requirements and table positions can be finalised.
How many questions should a pub quiz have?: Plan around 40 to 60 questions for a two-hour pub quiz, divided into several rounds with time for answers and marking. Test the full presentation once so you can remove questions if the running time is too long.
How many people should be on a pub quiz team?: Four to six people per team is a practical size for a pub quiz. Finalise teams after registrations close, then prepare one team card, answer sheet and score sheet for each team, plus a few spare pens.
What equipment do I need to check before a pub quiz?: Check the laptop, projector, screen, HDMI cable, speakers, microphone, presentation clicker and power connections at least one hour before opening. Keep the quiz file on a USB drive as a backup in case the laptop or presentation fails.

Start this plan in Lizzt

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