How to organise a scouting quiz from start to finish

A scouting quiz works best when the content, team setup and technology are ready well before people arrive. Start by booking the venue and sending invitations, then process registrations and collect dietary requirements. Build the quiz in rounds, prepare the presentation and check every answer. On the day, allow time for tables, team materials, drinks, sound and the display screen before registration opens.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Assign quiz teams
2 people
5
Prepare quiz questions
3 people
6
Check quiz answers
2 people
7
Develop quiz rounds
2 people
8
Collect music clips
9
Create the quiz presentation
10
Technically test presentation
2 people
11
Reserve venue
12
Check permits and agreements
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Collect materials
2 people
16
Print quiz materials
2 people
17
Number answer forms
18
Print team assignments
19
Chill drinks
2 people
20
Open venue
2 people
21
Set up tables
4 people
22
Set out chairs
3 people
23
Set up the quiz table
2 people
24
Connect the sound system
2 people
25
Connect the display screen
2 people
26
Hand out answer sheets
2 people
27
Set out snacks
2 people
28
Set up registration desk
2 people

Event

29
Receive participants
3 people
30
Register teams
2 people
31
Give welcome briefing
32
Present quiz rounds
2 people
33
Collect answers
2 people
34
Check answers
3 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Announce breaks
38
Track live scores
2 people
39
Announce the winners
40
Present prizes
2 people
41
See participants off
2 people

Aftercare

42
Collect waste
3 people
43
Clear tables and chairs
4 people
44
Wash dishes
3 people
45
Clean the venue
3 people
46
Switch off equipment
2 people
47
Pack up materials
2 people
48
Lock up the venue
2 people
49
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Quiz master table
Waste binsqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Coffee cupsqty 50
Tea glassesqty 50
Cutlery setsqty 60
Small bowlsqty 12
Serving traysqty 6

Equipment

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

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Ice packsqty 12

Decorations

Team badgesqty 12
Tableclothsqty 8
Garlandqty 6
Prizesqty 3

Lighting

String lightsqty 4

Cleaning

Washing-up bowlsqty 2
Bucketsqty 2
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 4

Office supplies

Ballpoint pensqty 70
Score sheetsqty 20
Answer formsqty 150
Paper tapeqty 4
Markersqty 12
Writing foldersqty 12
Staplersqty 2
Staplesqty 2
Pen holdersqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the quiz. Use the final list to assign teams, print team assignments and prepare badges without last-minute changes.
Prepare the quiz in separate rounds and check the answers before printing anything. Number the answer forms so returned sheets can be matched to the right team quickly.
Test the laptop, projector, screen, speakers and microphone together at the venue at least 60 minutes before the start. Bring extension cords and power strips, and check that music clips play at the correct volume.
Chill drinks before opening the venue and set up the quiz table separately from the registration desk. Keep answer forms, pens and team information in clearly marked piles so registration does not delay the first round.
Count cups, plates, coffee cups, tea glasses and cutlery before shopping. Set out waste bins and serving trays, and prepare coffee and tea equipment early enough that refreshments do not compete with the quiz setup.

Frequently asked questions

How far in advance should I plan a scouting quiz?: Start planning at least 4 weeks before the event. Book the venue first, then set an invitation deadline 7 days before the quiz so teams and dietary requirements can be finalised.
How many rounds should a scouting quiz have?: Plan 5 to 8 rounds for a quiz lasting about 90 to 120 minutes. Include time for explaining each round, collecting answers and checking scores rather than filling the entire schedule with questions.
When should I test the quiz presentation and sound system?: Run a full technical test at the venue at least 60 minutes before guests arrive. Check the laptop, projector, screen, speakers, microphone and every music clip in the order you will use them.
How do I organise teams for a scouting quiz?: Finalise team assignments after registrations close, ideally 3 to 7 days before the quiz. Print one team list for registration, number the answer forms and give each team a visible badge or table identifier.

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