How to organise a pub quiz from start to finish

A pub quiz runs smoothly when the questions, teams and technology are ready before guests arrive. Start by confirming the venue and date, then choose a theme, team size and scoring method before sending invitations. Allow time to write and check every round, including music clips or picture questions. On the day, set up the tables, registration point, quiz screen, sound and answer sheets before opening the room. Keep food, drinks and dietary requirements separate from the quiz flow so scoring can continue without delays.

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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
Confirm date and location
2
Set quiz theme and team size
2 people
3
Compile Questions and Answers
2 people
4
Create quiz rounds and scoring
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Confirm registrations and teams
9
Check supplies
10
Reserve venue
11
Create presentation with questions
2 people
12
Print answer forms and score sheets
13
Test music clips and images
2 people
14
Do the shopping
2 people
15
Chill drinks
16
Lay out quiz materials

Event

17
Open room
2 people
18
Set up tables and chairs
3 people
19
Set up quiz table and presentation screen
2 people
20
Connect sound equipment
2 people
21
Test the quiz presentation technically
2 people
22
Lay out answer sheets per team
23
Set up the buffet and drinks table
2 people
24
Arrange snacks on platters
2 people
25
Set up the registration table
26
Receive participants
3 people
27
Check teams and table seating
2 people
28
Give welcome briefing
29
Present quiz round one
30
Collect and check answers
3 people
31
Present quiz round two
32
Restock break drinks and snacks
2 people
33
Present quiz round three
34
Announce interim standings
35
Present the final round
36
Check final score
2 people
37
Announce the winners
38
Handle the final round of drinks
2 people
39
See participants off
2 people

Aftercare

40
Switch off equipment
2 people
41
Collect and sort waste
2 people
42
Wash dishes and glasses
2 people
43
Put tables and chairs back
3 people
44
Clean the room
2 people
45
Store quiz materials and prizes
46
Return borrowed items
47
Collect lost and found items

What to bring

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

Furniture

Tablesqty 11
Chairsqty 50
Tableclothqty 11
Quiz table

Tableware

Glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Batteriesqty 12

Kitchen

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

Decorations

Menu boardsqty 3
Table numbersqty 10

Lighting

Mood lightingqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan
Waste binsqty 4

Quiz materials

Answer formsqty 80
Score sheetsqty 15
Pensqty 60
Quiz questions
Prizesqty 3

Catering

Groceries

Tips

Set the team limit before invitations go out. Confirm registrations and team lists at least 48 hours beforehand, then print one set of answer forms and score sheets for each team plus two spare sets.
Build the quiz in rounds with a clear scoring rule for every question. Test the presentation, images, music clips, laptop, projector, speakers and microphone at least 60 minutes before the first question.
Plan the room around the answer sheets and screen. Number the tables, leave a clear view of the projection screen, and place the registration table where late arrivals will not interrupt the quiz table.
Prepare food and drinks before guests arrive rather than during the first round. Chill drinks in advance, put snacks on serving platters, and keep coffee, tea and dietary alternatives easy to identify.
Allow a separate technical fallback. Pack extension cords, power strips and spare batteries, and keep a printed copy of the questions and answers available in case the laptop, projector or sound system fails.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow at least 7 days for a small quiz and 2 to 3 weeks if you are inviting many people or writing original questions. Reserve the venue first, send invitations once the team size is fixed, and finish the quiz content at least 48 hours before the event.
How many questions should a pub quiz have?: Plan around 40 to 60 questions for a quiz lasting 90 to 120 minutes, divided into several rounds. Add time for reading questions, collecting answer sheets, marking and announcing scores, especially if you include music or picture rounds.
How many people should be in a pub quiz team?: Teams of 4 to 6 people usually work well because they can discuss answers without making the table too crowded. Set the team size before registration and confirm incomplete teams at least 48 hours before the quiz.
How early should I arrive to set up a pub quiz?: Arrive at least 60 minutes before guests, or 90 minutes if you need to arrange tables, chairs, food and drinks as well as the presentation and sound system. Test the complete quiz presentation before opening the registration table.

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