How to organise a quiz relay from start to finish

A quiz relay needs more than good questions: teams must move through stations, scores must be recorded consistently and the venue must be ready before guests arrive. Start by fixing the date, time and venue, then open registrations so you can collect dietary requirements and build balanced teams. Prepare and check every quiz round before printing materials, and test the laptop, projector, speakers and microphone on site. On the day, set up clear stations, chill the drinks and guide each team to its starting point.

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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
Reserve quiz venue
2
Set quiz date and times
3
Send invitations
2 people
4
Open registrations
5
Process registrations
6
Collect dietary requirements
7
Assign quiz teams
2 people
8
Prepare quiz rounds
2 people
9
Check the quiz questions
2 people
10
Prepare answers and score sheets
11
Print quiz materials
2 people
12
Prepare music rounds
2 people
13
Buy prizes
14
Check the shopping list
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare quiz materials
2 people
18
Print team assignments

Event

19
Open venue
2 people
20
Set up tables and chairs
4 people
21
Set up quiz stations
4 people
22
Test the equipment
2 people
23
Set up the buffet and drinks
3 people
24
Receive participants
3 people
25
Guide teams to stations
4 people
26
Explain the rules
27
Moderate the quiz round
6 people
28
Collect responses
4 people
29
Serve break snacks
3 people
30
Refill drinks
2 people
31
Oversee the final round
5 people
32
Check scores
3 people
33
Announce the winners
34
Present prizes
2 people

Aftercare

35
Collect quiz materials
3 people
36
Collect waste
3 people
37
Wash dishes
3 people
38
Put furniture back
4 people
39
Clean the venue
4 people
40
Check the equipment
2 people
41
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2

Tableware

Reusable drinking glassesqty 70
Reusable coffee cupsqty 60
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 8
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Kitchen timerqty 6
Coolersqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Chilled cupsqty 4

Quiz materials

Clipboardsqty 12
Pensqty 70
Scoreboardsqty 12
Answer cardsqty 150
Team badgesqty 12
Station numbersqty 12
Round cardsqty 12
Flip chartsqty 6
Markersqty 24
Tapeqty 4
Prize trophiesqty 3

Decorations

Tableclothsqty 12
Festive garlandsqty 8
Name stickersqty 70

Cleaning

Waste binsqty 6
Cleaning bucketqty 2
Mopqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the timetable before sending invitations. Include registration, the quiz start and finish times, meal or drink breaks, and the time needed to open and close the venue.
Close registrations early enough to assign teams and print team lists. A deadline 5–7 days before the quiz gives you time to process late replies and dietary requirements.
Check every question and answer at least once before printing. For a relay, label rounds and score sheets clearly so teams and hosts do not use the wrong materials at a station.
Test the full equipment setup while the room is empty. Run the laptop through the projector, check the speakers and wireless microphone, and place extension cords and power strips where nobody will trip.
Prepare the welcome area before participants arrive. Put out team assignments, clipboards, pens and scoreboards, then direct each team to its first station instead of explaining the layout repeatedly.

Frequently asked questions

How far in advance should I organise a quiz relay?: Start planning at least 3–4 weeks before the event, especially if you need to reserve a venue or hire equipment. Aim to close registrations 5–7 days before the quiz so teams, food and printed materials can be finalised.
How do I assign teams for a quiz relay?: Wait until registrations close, then group participants into teams of a similar size and spread out strong quiz players where possible. Print the final team assignments at least 1 day before the event and keep one spare copy for the organiser.
What equipment needs testing before a quiz relay?: Test the laptop, projector, projection screen, portable speakers and wireless microphone together at least 1 day beforehand, then repeat a quick check 30 minutes before guests arrive. Also confirm that extension cords and power strips reach every station safely.
How long before the quiz should the venue be set up?: Allow 90–120 minutes for opening the venue, arranging tables and chairs, setting up quiz stations, preparing the buffet and drinks, and testing equipment. Finish participant check-in materials at least 15 minutes before the advertised start time.

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.