How to organise a quiz show without last-minute chaos

A quiz show runs smoothly when the questions, scoring and technology are prepared in parallel. Start by confirming the room and date, then build the quiz structure before sending invitations. Allow time for registrations, dietary requirements and team assignments, and keep a separate checklist for the projector, microphones and presentation. On the day, set up the room by team table, test every audio and video connection, and place answer sheets and pens before 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
Reserve a room
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Create team assignments
8
Prepare quiz rounds
2 people
9
Check the quiz questions
2 people
10
Create Answers and Scoring
11
Select music clips
12
Compile the presentation
13
Prepare answer forms
14
Print quiz materials
15
Print participant list
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Assign team tables
2 people
20
Set up tables and chairs
4 people
21
Set up quiz stage
2 people
22
Set up projector and screen
2 people
23
Test sound and microphones
2 people
24
Technically test presentation
2 people
25
Lay out answer sheets
2 people
26
Set up registration desk
2 people
27
Set up the catering buffet
3 people
28
Hang decorations
2 people
29
Check lighting and routes

Event

30
Receive participants
3 people
31
Register teams
2 people
32
Serve welcome drinks
2 people
33
Explain quiz rules
34
Present quiz rounds
35
Collect answer sheets
2 people
36
Check answers
3 people
37
Refill drinks
2 people
38
Serve appetizers and snacks
3 people
39
Restock break buffet
2 people
40
Present progress updates
41
Guide the final round
2 people
42
Announce the winners
43
Present prizes
2 people
44
Say goodbye to participants
2 people

Aftercare

45
Switch off equipment
2 people
46
Store leftovers in the fridge
2 people
47
Wash dishes
3 people
48
Collect waste
2 people
49
Clear tables and chairs
4 people
50
Remove decorations
2 people
51
Clean the room
3 people
52
Archive quiz materials
53
Return borrowed items
2 people
54
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 72
Presentation table
Registration desk
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Spare batteriesqty 12

Quiz materials

Answer formsqty 160
Pen setsqty 80
Score sheetsqty 20
Presentation clicker
Whiteboard
Whiteboard markersqty 6
Calculatorsqty 4
Prizesqty 3

Tableware

Reusable glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4

Decorations

Quiz show banner
Balloonsqty 40
Table numbersqty 12
Tableclothsqty 8

Lighting

LED string lightsqty 4

Cleaning

Washing-up tubsqty 2
Dish brushesqty 3
Cleaning clothsqty 8
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Write the quiz in rounds before polishing individual questions. Prepare the answer key and scoring method at the same time, then have someone check the questions independently at least 3 days before the event.
Set a firm registration deadline, ideally 7 days before the quiz. Use the final list to create balanced teams, print the participant list and account for dietary requirements rather than assigning teams at the door.
Test the laptop, projector, screen, speakers and wireless microphones in the actual room at least 2 hours before guests arrive. Bring an HDMI cable, extension cords, power strips and spare batteries; missing adapters and flat batteries are common causes of delays.
Prepare one answer form and a pen set for every team, plus spare copies. Lay the forms on the tables before registration opens, and keep score sheets, a whiteboard and markers at the scoring point so scores can be checked visibly after each round.
Plan food and drinks around the quiz rhythm instead of serving everything at once. Chill drinks before guests arrive, prepare snacks in advance, and leave enough table space for answer sheets, glasses and plates so teams can write comfortably.

Frequently asked questions

How far in advance should I organise a quiz show?: Start planning at least 4 weeks before the event. Aim to send invitations around 3 weeks ahead, close registrations 7 days before, and finish the final question and presentation check at least 3 days before.
How many quiz questions do I need for a quiz show?: For a 90-minute quiz, prepare about 40 to 60 questions across 5 or 6 rounds, allowing time for reading, answering and scoring. Keep 5 extra questions ready in case a round runs short or a question has to be removed.
When should I test the quiz show equipment?: Do a full technical test in the event room at least 2 hours before guests arrive. Test the presentation, projector, sound and both microphones with the laptop and cables you will use, then keep spare batteries and extension equipment nearby.
How do I organise teams for a quiz show?: Close registrations 7 days before the quiz and assign teams before the event. Print the final participant list and table assignments, then place answer forms and pens at each team table so registration does not become a bottleneck.

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.