How to organise a pub quiz from start to finish

A successful pub quiz depends on more than writing a set of questions. You need a fixed date and venue, a reliable registration process, balanced rounds and a clear way to collect and check answers. This plan takes you from the first invitation to setting up tables, testing the projector and microphone, serving snacks and drinks, and announcing the prizes. The most common problems are late dietary information, untested equipment and scoring that starts without agreed rules.

Organize this event for free with Lizzt

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 quiz date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Set quiz rounds
2 people
7
Write quiz questions
2 people
8
Check answers
2 people
9
Compile music rounds
10
Create the quiz presentation
11
Create answer forms
12
Close the participant list
13
Assign teams
14
Buy prizes
15
Test the equipment
2 people
16
Check the shopping list
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Print quiz materials
21
Prepare return envelopes
22
Open venue
2 people
23
Set up tables
3 people
24
Set out chairs
3 people
25
Set up the quiz table
2 people
26
Connect sound and image
2 people
27
Test presentation and music
2 people
28
Set up the drink station
2 people
29
Set out snacks
2 people

Event

30
Receive participants
3 people
31
Explain the teams and rules
32
Present the quiz round
33
Collect answers
2 people
34
Check answers
3 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Collect tableware
2 people
38
Announce interim standings
39
Check the winners
2 people
40
Present prizes
41
Say goodbye
2 people

Aftercare

42
Pack leftovers
2 people
43
Switch off equipment
2 people
44
Clear tables and chairs
3 people
45
Wash dishes
2 people
46
Collect waste
2 people
47
Clean the venue
3 people
48
Return borrowed items
2 people
49
Send the quiz results

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Quiz table

Tableware

Drinking glassesqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cableqty 2
Power banksqty 2

Game materials

Answer formsqty 120
Pensqty 70
Round cardsqty 12
Reply Envelopesqty 12
Scoreboard
Scorecardsqty 20
Buzzer
Prizesqty 3

Decorations

Tableclothsqty 10
Team name badgesqty 12
Name badgesqty 70
Pen holdersqty 12

Lighting

Mood lightingqty 4

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Bottle openersqty 3
Waste binsqty 4

Cleaning

Cleaning bucketsqty 2
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries

Tips

Set the date and venue before sending invitations, then close registrations early enough to assign teams and prepare name badges. A final participant list gives you time to account for dietary requirements and print the right number of answer forms.
Build the quiz in rounds and check every answer before creating the presentation. For a music round, test each audio clip on the actual laptop and speakers rather than assuming the sound will work on the night.
Test the projector, screen, HDMI cable, microphone, speakers, extension cords and power strips before guests arrive. Keep power banks available and place the quiz table where the host can reach the equipment without crossing the teams.
Prepare one complete materials set for each team, including answer forms, pens and any round cards. Keep spare pens, printed quiz materials and return envelopes at the quiz table so missing items do not interrupt a round.
Plan the room before opening the venue: arrange tables and chairs, mark team places, and set out glasses, plates, cutlery and serving platters. Chill drinks and prepare snacks before the quiz starts, because serving food during a question round creates avoidable delays.

Frequently asked questions

How far in advance should I organise a pub quiz?: Set the date and reserve the venue at least 4 to 6 weeks ahead. Send invitations as soon as those details are confirmed, and close the participant list several days before the quiz so teams, food requirements and printed materials are ready.
How many questions should a pub quiz have?: Plan the number of questions by round and by running time rather than choosing one large total. Allow roughly 10 to 15 minutes per round, including reading questions and collecting answer forms, then add a short break for drinks or snacks.
When should I test the equipment for a pub quiz?: Do a full equipment test at least one day before the event, using the laptop, projector, HDMI cable, speakers and microphone together. Repeat a quick check when the venue opens, before guests arrive, because cables, power sockets and input settings are common last-minute problems.
How do you score a pub quiz without confusion?: Write the scoring rules before the quiz begins and use one clear scoreboard or scorecard for each team. Collect answer forms in return envelopes after every round, check answers consistently, and allow 10 to 15 minutes after the final round for final scoring and prize preparation.

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.