How to organise a pub quiz without last-minute chaos

A pub quiz runs smoothly when the questions, teams and equipment are ready before guests arrive. Start by securing the venue and date, then build the quiz, collect registrations and confirm dietary needs. In the final week, prepare printed materials, team assignments, prizes and reminder messages. On the day, allow time to test the laptop, projector, screen, microphone and speaker before setting out tables, drinks and answer forms.

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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
Confirm date and times
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Prepare quiz rounds
2 people
7
Check the quiz questions
2 people
8
Create Answers and Scoring
9
Select music for quiz rounds
10
Buy prizes
11
Assign teams
12
Finalize the participant list
13
Send reminder
14
Print quiz booklets
15
Print response forms
16
Make team cards
17
Do the shopping
2 people
18
Load quiz files onto the laptop
19
Test the equipment at home
2 people
20
Wrap the prizes

Event

21
Chill drinks
2 people
22
Open venue
2 people
23
Set up tables and chairs
3 people
24
Set up the quiz table
25
Set up the projection screen
2 people
26
Connect sound equipment
2 people
27
Test the quiz presentation
2 people
28
Set up buffet and bar
2 people
29
Set out answer forms
30
Set up the reception table
31
Receive participants
2 people
32
Guide teams to tables
2 people
33
Serve welcome drinks
2 people
34
Explain the rules
35
Present quiz rounds
36
Collect answers
2 people
37
Check answers
3 people
38
Refill drinks
2 people
39
Refill snacks
2 people
40
Announce interim standings
41
Announce the winners
42
Present prizes
2 people
43
Say goodbye to participants
2 people

Aftercare

44
Switch off equipment
2 people
45
Pack leftover food
2 people
46
Put furniture back
3 people
47
Wash dishes
2 people
48
Collect waste
2 people
49
Clean the venue
3 people
50
Check toilets
51
Check materials
52
Return borrowed materials
53
Archive the final results

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Quiz table
Buffet tableqty 2

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphone
Presentation clicker
Extension cordsqty 3
Power stripsqty 3
HDMI cable
Charging cablesqty 2

Tableware

Drinking glassesqty 60
Coffee cupsqty 48
Platesqty 60
Cutlery setsqty 48
Serving plattersqty 8
Serving jugsqty 4

Kitchen

Corkscrewqty 2
Bottle openersqty 3
Coffee maker
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 4

Decorations

Tableclothsqty 8
Team card holdersqty 8
Prize table sign

Lighting

Atmosphere lightsqty 4

Office

Pensqty 60
Spare paperqty 100
Scoreboard
Whiteboard markersqty 4
Prizesqty 3

Cleaning

Broom and dustpan
Mop and bucket
Cleaning glovesqty 3

Catering

Groceries

Tips

Write and check the quiz rounds before sending the final reminder, then prepare both the answer sheets and scoring system. A question that is unclear on the night can cost several minutes while teams argue about wording.
Set a firm registration deadline, ideally 5–7 days before the quiz. Use the final list to assign teams, prepare team cards and identify dietary requirements before you buy food or set the tables.
Test the full presentation at home at least 24 hours beforehand, including the laptop, projector, HDMI cable, speaker, microphone and clicker. Pack extension cords and power strips as well; missing connections are a common reason setup runs late.
Print quiz booklets, response forms and team materials before the event day, with a small spare stack of 5–10 copies. Keep the quiz files on the laptop and test the equipment again when you open the venue.
Chill drinks and arrange glasses, cups, plates and serving items before teams arrive. Set up a separate quiz table and prize table so the host can reach the laptop, microphone and scoring materials without crossing the buffet area.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow 2–4 weeks for a small pub quiz, especially if you need to reserve a venue and collect registrations. Set the registration deadline 5–7 days before the event so teams, dietary requirements and printed materials can be finalised.
How many questions should a pub quiz have?: Plan around 40–60 questions for a quiz lasting roughly 90 minutes, divided into several rounds. Allow time for reading questions, playing selected music, collecting answers and scoring between rounds.
When should I test the pub quiz equipment?: Load the quiz files and test the laptop, projector, screen, speaker, microphone and clicker at home at least 24 hours before the quiz. Repeat a short check at the venue when you open it, allowing 45–60 minutes for setup and troubleshooting.
When should I send a reminder for a pub quiz?: Send the reminder 2–3 days before the event, after the registration list and team assignments are nearly final. Include the start time, arrival time, venue details and any information guests need about food or drinks.

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