How to Organise a Pub Quiz

A pub quiz runs smoothly when the format, teams and venue are settled before quiz night. Start by fixing the date and location, then confirm the reservation and send invitations with clear registration details. Prepare the questions, answer key and presentation early enough to test the laptop, projector, speakers and microphone at home. On the day, allow time to arrange tables, label teams, set out quiz materials and check that every table can hear and see the quizmaster.

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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 the quiz format and teams
2 people
3
Compile Questions and Answers
2 people
4
Confirm reservation
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Scheduling quiz rounds and times
2 people
9
Prepare presentation and answer key
2 people
10
Create team and table seating plans
11
Purchase prizes and materials
12
Do the shopping
2 people
13
Test the equipment at home
2 people
14
Print answer forms and score sheets
15
Chill drinks
2 people
16
Open and inspect the venue
2 people
17
Set up tables and chairs
4 people
18
Set up the quizmaster's table
2 people
19
Set up projector and screen
2 people
20
Connect the sound system
2 people
21
Lay out quiz materials at each table
2 people
22
Hang decorations and signage
2 people
23
Set up the buffet and drinks table
3 people

Event

24
Staff registration and reception
2 people
25
Guide teams to their table
2 people
26
Explain quiz rules and program
27
Present quiz rounds
28
Collect answer sheets
2 people
29
Check answers and keep score
3 people
30
Serve snacks
3 people
31
Refill drinks
2 people
32
Clear tables in between
2 people
33
Check the final standings
2 people
34
Announce winners and hand out prizes
2 people
35
Wave goodbye to visitors
2 people

Aftercare

36
Pack leftovers
2 people
37
Collect materials
3 people
38
Put tables and chairs back
4 people
39
Wash dishes
3 people
40
Collect and take away waste
2 people
41
Clean the venue
3 people
42
Disconnect and pack up equipment
2 people
43
Return borrowed items
44
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Quiz master table
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Timerqty 2

Tableware

Drinking glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4
Serving bowlsqty 8
Serving spoonsqty 8
Bottle openersqty 3

Quiz materials

Answer formsqty 70
Score sheetsqty 10
Ballpoint pensqty 70
Team badgesqty 12
Pen holdersqty 8

Decorations

Tableclothsqty 8
Round signsqty 8
Welcome sign
Directional signsqty 6
Buntingqty 6

Lighting

String lightsqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Microfiber clothsqty 8

Catering

Groceries

Tips

Set the quiz format before inviting people: decide how many rounds there will be, how teams are formed and when registration closes. This prevents last-minute changes to seating and answer sheets.
Finish the questions, answers, presentation and scoring sheets at least 3–5 days before the event. Read every question aloud and check that the answer key matches the version shown on screen.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and clicker at home at least one day before the quiz. Pack extension cords, power strips and a timer rather than assuming the venue has them.
Prepare one answer form, pen and team badge for each team, plus spare copies. Put the materials on tables before guests arrive so registration staff can guide teams directly to their seats.
Open the venue 60–90 minutes before the start time. Set up tables and chairs first, then the quizmaster’s table, screen, sound system, drinks area and signs; chill drinks early because this is often left until guests are arriving.

Frequently asked questions

How far in advance should I plan a pub quiz?: Set the date and confirm the venue at least 3–4 weeks ahead, especially if the quiz is on a busy evening. Send invitations as soon as the reservation is confirmed and close registrations a few days before the event.
How many questions should a pub quiz have?: Plan the number of questions around the time available rather than using one fixed total. For a two-hour quiz, allow roughly 6–8 rounds with time for reading questions, team discussion, marking and announcing scores.
How early should I arrive to set up a pub quiz?: Arrive 60–90 minutes before guests are due. This gives you time to inspect the room, arrange tables, connect the projector and speakers, lay out answer forms and test the microphone before registration starts.
What equipment do I need for a pub quiz?: At minimum, prepare a laptop, projector, screen, speakers, microphone, HDMI cable, extension cords, power strips, clicker and timer. Test the complete setup at home and bring spare pens and printed answer sheets for every team.

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