How to organise a quiz night without last-minute chaos

Start by fixing the date, venue and team capacity before writing a single question. Then manage registrations, collect dietary requirements and divide people into teams so you know how many answer sheets, table numbers and prizes to prepare. Build the quiz in timed rounds, including any music clips, and test the presentation, projector and sound system before guests arrive. On the day, set up numbered tables, a registration point and a separate drinks and snacks area before opening the doors.

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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 the quiz date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Assign teams
6
Prepare quiz questions
2 people
7
Prepare answers and score sheets
8
Set quiz rounds and time limits
2 people
9
Select music clips
10
Create presentation with quiz
11
Confirm venue reservations
12
Do the shopping
2 people
13
Print quiz materials
14
Lay out prizes and team cards
15
Chill drinks
2 people
16
Open venue
2 people
17
Set up tables and chairs
3 people
18
Set up the presentation table
19
Connect the sound system
2 people
20
Test the projector and screen
2 people
21
Number quiz tables
22
Set up the drinks and snacks table
2 people

Event

23
Receive participants
2 people
24
Register teams
2 people
25
Present quiz rounds
26
Collect answer sheets
2 people
27
Check answers
3 people
28
Restock drinks and snacks
2 people
29
Check final score
2 people
30
Announce the winners

Aftercare

31
Collect waste
2 people
32
Wash dishes and glasses
2 people
33
Clear tables and chairs
3 people
34
Switch off and pack up equipment
2 people
35
Clean the venue
3 people
36
Pack up leftover items
2 people
37
Return borrowed items
38
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Presentation table

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 50

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Audio cablesqty 3

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Serving bowlsqty 8
Serving spoonsqty 8
Drink dispensersqty 2

Decorations

Team badgesqty 12
Table numbersqty 8
Prize trophiesqty 3

Office

Pensqty 60
Scoreboardsqty 8
Clipboardsqty 8
Staplersqty 2

Catering

Groceries

Tips

Set a registration deadline at least 3 days before quiz night. Use the final number of teams to prepare team cards, score sheets, pens and enough seating without guessing.
Plan 5 to 8 rounds of 8 to 10 questions, with a clear time limit for each round. Prepare the answers and scoring sheets before printing the quiz so corrections do not delay the evening.
Test the laptop, projector, screen, speakers, microphone and audio cables at least 60 minutes before guests arrive. Play one complete music clip and check that people at the back can hear it.
Set up the presentation table, table numbers and team materials before arranging the drinks and snack table. Keep spare pens, clipboards and blank score sheets at the registration point.
Chill drinks before doors open and allow at least 30 minutes to prepare coffee, snacks and serving bowls. Keep dietary items clearly separated and label them before participants arrive.

Frequently asked questions

How far in advance should I plan a quiz night?: Fix the date and venue 4 to 6 weeks ahead, especially if you need a projector, sound system or a larger room. Send invitations around 3 weeks before the event and close registrations at least 3 days before it.
How many questions should a quiz night have?: Allow about 8 to 10 questions per round and plan 5 to 8 rounds for a typical evening. Give teams 5 to 10 minutes to answer each round, depending on the question format.
How many people should be on a quiz team?: Aim for 4 to 6 people per team so everyone can contribute without making discussion too slow. Finalise team lists after registrations close and prepare one team card and score sheet for each team.
What should I check before guests arrive at a quiz night?: Finish the room setup and technical test at least 60 minutes beforehand. Check the projector image, microphone, speakers, music clips, table numbers, registration materials, drinks and spare pens before opening the venue.

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.