How to organise a school quiz from start to finish

A school quiz runs smoothly when the decisions are made in the right order. Start by securing the date and room, then set the format, team size and rounds before opening registration. Once you know who is coming, assign teams, prepare answer sheets and test the presentation with the projector, speakers and microphone. The details most often missed are dietary labels, backup questions, a working HDMI cable and enough time to check scoring 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
Set quiz date and venue
2 people
2
Determine the quiz format and team size
2 people
3
Prepare quiz rounds
3 people
4
Check the quiz questions
3 people
5
Create Answers and Scoring
2 people
6
Confirm the school building reservation
7
Send invitations
2 people
8
Open registrations
9
Process registrations
2 people
10
Collect dietary requirements
11
Send reminder to participants
12
Create final participant list
2 people
13
Assign teams
2 people
14
Number the team tables
15
Print answer forms
16
Print the quiz questions
2 people
17
Create presentation with questions
2 people
18
Technically test presentation
2 people
19
Prepare backup questions
2 people
20
Arrange prizes and certificates
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Portion snacks
3 people
25
Label catering by dietary requirement
2 people
26
Collect materials
2 people

Event

27
Open the venue
2 people
28
Check safety and escape routes
2 people
29
Set up tables and chairs
5 people
30
Set up the presentation table
2 people
31
Set up projector and screen
2 people
32
Connect the laptop and presentation
2 people
33
Test the microphone and speakers
2 people
34
Set up the registration table
2 people
35
Lay out answer sheets per team
2 people
36
Set up the drinks and snacks table
3 people
37
Display prizes
38
Receive participants
3 people
39
Register attendance
2 people
40
Guide teams to their table
2 people
41
Explain the house rules and game rules
42
Present the opening round
2 people
43
Collect answer sheets
2 people
44
Present round two
2 people
45
Check answer forms
3 people
46
Serve break drinks
3 people
47
Refill drinks
2 people
48
Present round three
2 people
49
Process the interim results
3 people
50
Refill snacks
2 people
51
Present round four
2 people
52
Check answers per round
4 people
53
Lead the short break
2 people
54
Set up evening buffet
4 people
55
Serve the evening buffet
4 people
56
Present round five
2 people
57
Present round six
2 people
58
Restock drinks and snacks
2 people
59
Present the final round
2 people
60
Check final score
3 people
61
Announce the winners
62
Award prizes and certificates
2 people
63
Give a thank-you speech
64
See participants off
3 people

Aftercare

65
Clear away food and drinks
4 people
66
Collect and sort waste
3 people
67
Wash dishes and glasses
3 people
68
Put tables and chairs back
5 people
69
Switch off and pack up equipment
2 people
70
Clean the room
4 people
71
Check and clean toilets
2 people
72
Collect lost and found items
73
Return materials
2 people
74
Store leftover groceries
75
Return borrowed equipment
2 people
76
Send results and thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Registration desk
Presentation table
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
USB stickqty 2
Timerqty 2
Calculatorsqty 4
Power banksqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Storage binsqty 12
Pliersqty 4
Measuring cupsqty 2
Bottle openersqty 3

Decorations

Team table cardsqty 20
Round signsqty 8
Directional signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Tableclothsqty 12
Prize tablecloth
Wayfinding cardsqty 10

Lighting

Mood lightingqty 4
LED lightsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Lock in the quiz date and school room before writing questions or sending invitations. Aim to have the format, team size and registration deadline decided at the same time, so participants know exactly what they are signing up for.
Finish and check every quiz round before printing anything. Prepare a small set of backup questions as well, because a disputed or unsuitable question can otherwise interrupt the quiz for several minutes.
Close registration early enough to create the final participant list and assign teams. Number the team tables after the teams are set, then print answer forms and questions with the correct round order.
Run the full presentation in the actual room before quiz day. Test the laptop, projector, screen, speakers, wireless microphone, HDMI cable, extension cords and power strips rather than checking them separately.
Handle food and drinks after dietary requirements are collected. Chill the drinks, portion snacks and label catering clearly by dietary need; set out reusable glasses, cups, plates and serving utensils before participants arrive.

Frequently asked questions

How far in advance should I organise a school quiz?: Start at least 4 weeks before the quiz. Secure the room and date first, open registration next, and leave the final 7 days for team assignments, printing, shopping and technical testing.
How many people should be in each school quiz team?: A practical team size is 4 to 6 participants. Set the number before opening registration so you can assign teams consistently and prepare one numbered table and answer set per team.
When should I test the quiz presentation and equipment?: Test the complete presentation in the quiz room at least 2 days beforehand. Check the laptop, projector, speakers, microphone, HDMI cable and power connections together, and keep the presentation on a USB stick as a backup.
When should I close registration for a school quiz?: Close registration 5 to 7 days before the event. That gives you time to process registrations, collect dietary requirements, make the final participant list and assign teams without last-minute changes.

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.