How to organise a pub quiz from start to finish

A pub quiz runs smoothly when the planning is split into three parts: build a fair quiz, manage teams and registrations, then prepare the room and equipment. Confirm the date and venue before inviting people, and set a deadline for team entries and dietary requirements. Work through the questions and scoring well before the event, leaving the final setup for the day itself. A timed checklist also prevents small jobs—such as chilling drinks, printing answer sheets and testing the projector—from being left until guests arrive.

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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 people
2
Choose quiz themes
2 people
3
Collect quiz questions
3 people
4
Prepare quiz rounds
2 people
5
Check answers and scoring
2 people
6
Confirm venue booking
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Arrange prizes for winners
2 people
11
Create the quiz presentation
2 people
12
Print response forms
13
Prepare team assignments
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Check quiz materials
2 people
17
Pick up venue keys
18
Open hall
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the presentation table
2 people
22
Connect sound equipment
2 people
23
Set up projector and screen
2 people
24
Set out answer forms
25
Display prizes
26
Set out coffee and tea
2 people
27
Set up the reception desk
2 people
28
Test presentation and microphone
2 people

Event

29
Receive participants
3 people
30
Register teams
2 people
31
Explain the rules
32
Present the quiz round
33
Serve drinks
2 people
34
Serve snacks
2 people
35
Refill drinks
2 people
36
Collect answers
2 people
37
Check answers
3 people
38
Announce break
39
Resume the quiz round
40
Check final score
2 people
41
Announce the winners
42
Present prizes
2 people
43
Serve the final drinks round
2 people
44
See off guests
2 people

Aftercare

45
Switch off equipment
2 people
46
Collect tableware
3 people
47
Collect waste
2 people
48
Wash dishes
3 people
49
Clean the room
3 people
50
Clear tables and chairs
3 people
51
Pack up materials
2 people
52
Return keys
53
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Presentation table
Reception desk
Stoolsqty 4

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Teacupsqty 30
Platesqty 80
Cutlery setsqty 70
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
Microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 2
Bottle openersqty 4
Corkscrewqty 2
Serving spoonsqty 6
Cutting boardsqty 2
Kitchen knivesqty 2

Decorations

Tableclothsqty 10
Team name signsqty 15
Score tableqty 2
Prizesqty 3

Lighting

Mood lightingqty 4

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Paper goods

Answer formsqty 250
Pensqty 80
Team badgesqty 20
Round sheetsqty 20
Programsqty 70
Name stickersqty 80
Tapeqty 4
Writing foldersqty 20
Staplersqty 2
Scissorsqty 4

Tips

Set the quiz structure before writing all the questions. Plan the rounds, themes and scoring first, then check every answer and prepare a presentation that matches the order of play.
Give registrations a firm closing date, ideally 7 days before the quiz. Use the final list to assign teams, check dietary requirements and prepare enough answer forms.
Test the laptop, projector, screen, HDMI cable, microphone and speakers at the venue before the start time. Bring extension cords, power strips and a power bank rather than assuming the room has convenient sockets.
Arrive at least 90 minutes early for the room setup. Put out tables and chairs, create a presentation table, connect the sound equipment, and place answer forms where each team can reach them.
Prepare refreshments before the first round begins. Chill drinks, check coolers, ice buckets, bottle openers and a corkscrew, then set out glasses, coffee cups and serving equipment so the quiz host is not interrupted.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow 2 to 3 weeks for a small quiz, especially if you need to confirm a venue and collect registrations. Finish the questions, answers, presentation and prizes 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 90 to 120 minutes, divided into several rounds. Include time for reading questions, team discussion, collecting answers and marking scores.
When should I send pub quiz invitations?: Send invitations 2 to 3 weeks in advance and close registrations about 7 days before the quiz. That gives you time to assign teams, check dietary requirements and print the correct number of response forms.
How early should I arrive to set up a pub quiz?: Arrive at least 90 minutes before guests arrive. A projector, sound system and presentation need testing, while tables, chairs, answer forms, prizes and refreshments still need to be placed.

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.