How to organise a pub quiz night

Start your pub quiz night with the structure, not the decorations. Choose the venue and quiz theme first, then build and check the rounds before inviting people. Give yourself time to process registrations, collect dietary requirements and assign teams and tables. On the day, test the laptop, projector, speakers and microphone before guests arrive, and leave enough time to chill drinks, prepare the bar and set out 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
Set the quiz theme
2 people
3
Prepare quiz rounds
2 people
4
Check the quiz questions
2 people
5
Prepare answers and explanations
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Assign teams and tables
10
Buy prizes
11
Test equipment
2 people
12
Prepare quiz files
13
Print response forms
14
Printing the quiz presentation
15
Do the shopping
2 people
16
Chill drinks
2 people

Event

17
Open venue
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up the quiz table
2 people
21
Set up projector and screen
2 people
22
Connect the sound system
2 people
23
Test presentation and music
2 people
24
Set up bar and buffet
2 people
25
Prepare coffee and tea
2 people
26
Set out prizes and score sheets
27
Staff the reception desk
2 people
28
Register teams
2 people
29
Serve welcome drinks
2 people
30
Explain the quiz rules
31
Present quiz rounds
32
Collect answer sheets
2 people
33
Check answers
3 people
34
Refill drinks
2 people
35
Serve snacks
2 people
36
Announce interim standings
37
Announce the winners
38
Present prizes
2 people
39
Wave goodbye to visitors
2 people

Aftercare

40
Switch off equipment
2 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clear tables and chairs
3 people
44
Clean the venue
3 people
45
Put stock back
46
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Bar matsqty 2
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 3
HDMI cableqty 2
Power bankqty 2

Tableware

Glassesqty 70
Coffee cupsqty 50
Teaspoonsqty 50
Platesqty 60
Serving bowlsqty 12
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Bottle openersqty 3
Serving spoonsqty 6
Scissorsqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 8
Quiz signsqty 8
Team numbersqty 8
Prize trophiesqty 3
Party flagsqty 4
Tapeqty 3
Clipboard

Lighting

Table lampsqty 8

Cleaning

Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the quiz format before writing questions. Decide how many rounds you will run, how long each round should last and whether teams answer on printed response forms or verbally.
Check every question and answer before invitations go out. Prepare explanations for disputed answers, and keep a backup copy of the quiz files on a second device or power bank.
Close registration at least 3 days before the event. Use the final list to assign teams and tables, then check dietary requirements before shopping and preparing the buffet.
Allow at least 90 minutes for room setup. Arrange tables and chairs first, then the quiz table, projector screen, sound system, bar and buffet so cables do not cross busy walkways.
Test the full presentation, music and microphone with the actual laptop, HDMI cable and speakers on the day. Keep extension cords, power strips and a spare charging option ready rather than troubleshooting during round one.

Frequently asked questions

How far in advance should I plan a pub quiz night?: Start planning 3 to 4 weeks ahead, especially if you need to reserve a venue or expect a large turnout. Finish questions, prizes and equipment checks at least 3 days before the event.
How many questions should a pub quiz have?: Plan around 40 to 60 questions for a quiz lasting about 90 minutes, split into several rounds. Leave time for reading questions, collecting answer forms and explaining disputed answers.
When should I ask guests about dietary requirements?: Ask for dietary requirements when people register and close the request period at least 3 days before the quiz. Use the final numbers to buy food and label suitable dishes before guests arrive.
How early should I arrive to set up a pub quiz?: Arrive at least 90 minutes before doors open. You need time to arrange tables and chairs, set up the projector and sound system, prepare the bar and buffet, and run a complete equipment test.

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.