How to organise a pub quiz from start to finish
A successful pub quiz depends on more than writing good questions. Start by booking the venue and setting a registration deadline, then build the quiz around the expected number of teams. Before the event, confirm dietary requirements, prepare answer sheets and scoring, and test the laptop, projector, speakers and microphone. On the day, allow time to arrange tables, register teams, serve drinks and explain the rules before the first round begins.
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
Send invitations
- 3
Process registrations
- 4
Collect dietary requirements
- 5
Confirm registrations
- 6
Prepare quiz rounds
2 people
- 7
Check the quiz questions
2 people
- 8
Create Answers and Scoring
2 people
- 9
Print quiz booklets and answer sheets
- 10
Prepare teams and table layout
- 11
Do the shopping
2 people
- 12
Test equipment
2 people
- 13
Chill drinks
2 people
- 14
Open venue
2 people
- 15
Set up tables
3 people
- 16
Set up chairs
3 people
- 17
Set up the quiz table
2 people
- 18
Set up sound system
2 people
- 19
Connect presentation screen
2 people
- 20
Lay out answer sheets
- 21
Set out snacks and nibbles
2 people
- 22
Set up the reception table
Event
- 23
Receive participants
3 people
- 24
Register teams
2 people
- 25
Serve drinks
2 people
- 26
Present quiz rounds
- 27
Collect answer sheets
2 people
- 28
Check answers
3 people
- 29
Refill drinks
2 people
- 30
Refill snacks
2 people
- 31
Announce breaks
- 32
Check final score
2 people
- 33
Announce the winners
- 34
Serve the last drinks round
2 people
Aftercare
- 35
Collect tableware
3 people
- 36
Collect waste
2 people
- 37
Take down tables and chairs
3 people
- 38
Switch off equipment
2 people
- 39
Wash dishes
2 people
- 40
Clean the venue
3 people
- 41
Store leftover drinks
- 42
Return materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 70
- Buffet tablesqty 2
- Coat racksqty 2
Equipment
- Laptop
- Projector
- Projection screen
- Speakersqty 2
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
- Charging cablesqty 3
Tableware
- Beer glassesqty 70
- Wine glassesqty 30
- Water glassesqty 70
- Coffee cupsqty 30
- Platesqty 70
- Cutlery setsqty 70
Kitchen
- Coolersqty 4
- Ice cube traysqty 4
- Serving plattersqty 10
- Serving spoonsqty 6
- Coffee makerqty 2
Game materials
- Answer formsqty 80
- Quiz bookletsqty 10
- Pensqty 80
- Team badgesqty 80
- Scoreboardsqty 10
- Prizesqty 3
Decorations
- Tableclothsqty 10
- Name badgesqty 70
- Directional signsqty 6
Lighting
- Mood lightingqty 4
- Lampsqty 4
Cleaning
- Waste binsqty 6
- Vacuum cleaner
- Mop set
Catering
- Groceries
Tips
- Set the registration deadline at least 7 days before the quiz. Use the final team count to plan table seating, print quiz booklets and prepare team badges.
- Prepare several quiz rounds before checking every question and answer. Print one quiz booklet and answer sheet per team, plus a few spare copies, and keep the scoring method on one page.
- Test the laptop, projector, screen, speakers and microphone before guests arrive. Connect extension cords and power strips early, because solving a missing cable during registration delays the first round.
- Open the venue at least 90 minutes before the start time. Set up tables and chairs, the quiz table, reception table and screen, then lay out pens, answer forms, team badges and scoreboards.
- Chill drinks and prepare snacks before teams arrive. Keep water glasses available as well as beer and wine glasses, and leave enough space at the reception table to register teams without blocking the drinks service.
Frequently asked questions
- How long does it take to organise a pub quiz?
- Allow at least 2 weeks for a small pub quiz, especially if you need to reserve a venue and collect registrations. Complete the quiz rounds, printing and equipment test no later than 2 days before the event.
- How many questions should a pub quiz have?
- Plan around 40 to 60 questions for a quiz lasting roughly 2 to 3 hours, divided into several rounds. Leave time for reading questions, collecting answer sheets and announcing scores between rounds.
- How early should I arrive to set up a pub quiz?
- Arrive about 90 minutes before participants are due. This gives you time to arrange tables and chairs, connect the presentation screen and sound system, lay out answer sheets, chill drinks and test the microphone.
- How many drinks do I need for a pub quiz?
- For the first hour, plan on 2 to 3 drinks per person, then about 1 to 2 drinks per person for each additional hour. Add water for everyone and keep ice available if drinks are served chilled.
Start this plan in Lizzt
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