How to organise a pub quiz from start to finish

A good pub quiz depends on more than writing a set of questions. You need a clear running order, balanced teams, tested presentation equipment and enough time for registration, scoring and breaks. Start by fixing the date and venue, then build the quiz content before inviting people. In the final week, confirm dietary requirements, seating and technical details. On the day, allow time to arrange tables, prepare answer sheets, chill drinks and test every microphone, cable and presentation slide.

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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 date and location
2 people
2
Decide on quiz rounds and themes
2 people
3
Write quiz questions
3 people
4
Check the quiz questions
2 people
5
Develop Answers and Scoring
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Confirm registrations
10
Create team and table seating plans
2 people
11
Confirm the venue and booking
12
Test equipment
2 people
13
Finalize quiz presentation
2 people
14
Print response forms
15
Prepare prizes and score sheets
16
Do the shopping
2 people
17
Chill drinks
18
Prepare snacks
2 people

Event

19
Open venue
2 people
20
Set up tables and chairs
4 people
21
Set up the quizmaster's table
2 people
22
Set up projector and screen
2 people
23
Test sound and microphones
2 people
24
Hand Out Answer Forms
2 people
25
Welcome guests
3 people
26
Serve snacks and drinks
3 people
27
Present quiz rounds
28
Refill drinks
2 people
29
Collect answers
2 people
30
Check answers
3 people
31
Check the final standings
2 people
32
Announce the winners
33
See off guests
2 people

Aftercare

34
Switch off equipment
2 people
35
Collect tableware and glasses
3 people
36
Collect waste
2 people
37
Clear tables and chairs
4 people
38
Clean the kitchen and bar
3 people
39
Leave venue clean
2 people
40
Check and store the materials
2 people
41
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 64
Quiz master table
Clothes racksqty 2

Tableware

Water glassesqty 70
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 12
Serving spoonsqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Digital timer
USB stickqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice box
Serving plattersqty 12

Decorations

Tableclothsqty 8
Quiz signsqty 8
Prizesqty 3

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Mopsqty 2

Catering

Groceries

Tips

Plan the quiz in rounds with a clear theme and difficulty range before writing individual questions. Aim for 8–10 questions per round and keep a separate, checked answer key so scoring does not depend on memory.
Set a question-writing deadline at least 7 days before the quiz. Use the remaining week to check answers, remove ambiguous wording and finalise the presentation, response forms and score sheets.
Close registrations 3–5 days before the event so you can create teams and table seating, confirm attendance and collect dietary requirements. Leave a few spare answer sheets for late changes.
Test the laptop, projector, screen, speakers, wireless microphones, HDMI cable and presentation clicker at the venue at least 2 hours before guests arrive. Pack a USB copy of the quiz and bring extension cords and power strips.
Allow 60–90 minutes for setup before opening the venue. Arrange tables and chairs first, then the quizmaster’s table, equipment, signs, drinks, snacks and prizes; chill drinks and prepare hot water before the welcome begins.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow 2–3 weeks for a straightforward quiz. Reserve the venue and set the date first, write and check the questions during the first 10–14 days, and finish registrations, seating and equipment checks during the final 3–5 days.
How many questions should a pub quiz have?: Plan around 40–50 questions for a quiz lasting roughly 2–2.5 hours, usually split into 5 or 6 rounds. Include time for handing out forms, reading answers, breaks and scoring rather than filling the whole schedule with questions.
When should I test the equipment for a pub quiz?: Do a full test at the venue at least 2 hours before guests arrive. Check the laptop, projector, screen, speakers, microphones, HDMI connection, clicker and power supply, and keep the quiz on a USB stick as a backup.
How far in advance should guests register for a pub quiz?: Set a registration deadline 3–5 days before the event. That gives you enough time to confirm attendance, group teams, assign tables and account for dietary requirements when buying snacks and drinks.

Start this plan in Lizzt

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