How to organise a village quiz from start to finish

A village quiz works best when the question-writing, team registration and room setup are treated as separate jobs. Set the date and reserve the village hall first, then build the quiz around a fixed number of rounds and a clear scoring system. In the final week, confirm the quizmaster, marking team, catering and team names. On the day, leave enough time to test the projector, microphone and answer sheets 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
Reserve village hall
2
Set quiz date
2 people
3
Set up the quiz
3 people
4
Prepare quiz rounds
4 people
5
Write quiz questions
4 people
6
Check the quiz questions
3 people
7
Create Answers and Scoring
2 people
8
Prepare a tiebreaker question
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Record teams and team names
2 people
13
Book quizmaster
14
Assign the grading team
15
Confirm the setup team
16
Confirm catering team
17
Confirm reservations
18
Remind participants
19
Lay out quiz booklets
2 people
20
Print quiz booklets and answer sheets
2 people
21
Number answer forms
2 people
22
Label team tables
2 people
23
Buy prizes
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Collect borrowed materials
2 people
27
Load presentation on laptop
28
Charge equipment
29
Pack quiz materials
2 people

Event

30
Open venue
2 people
31
Check the hall floor
2 people
32
Set up tables
4 people
33
Set out chairs
4 people
34
Set up quiz tables
3 people
35
Hang decorations
2 people
36
Set up projector and screen
2 people
37
Test audio and microphone
2 people
38
Lay out answer sheets
2 people
39
Set up the catering buffet
3 people
40
Set up the reception table
2 people
41
Receive participants
3 people
42
Direct teams to tables
2 people
43
Explain quiz rules
44
Present quiz rounds
45
Collect answer sheets
3 people
46
Check answers
5 people
47
Refill drinks
2 people
48
Serve snacks and sandwiches
3 people
49
Process interim results
2 people
50
Announce the winner
2 people
51
Present prizes
2 people
52
Let participants out
2 people

Aftercare

53
Collect waste
4 people
54
Clear tables and chairs
4 people
55
Dismantle equipment
2 people
56
Wash dishes
3 people
57
Clean the room
3 people
58
Check toilets
59
Return materials
2 people
60
Clear away leftover stock
2 people
61
Process final settlement

What to bring

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

Furniture

Tablesqty 12
Chairsqty 72
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Equipment

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

Game materials

Quiz bookletsqty 12
Answer sheetsqty 150
Spare pensqty 30
Team number cardsqty 12
Score sheetsqty 20
Tie-break formqty 15
Prizesqty 3
Clipboardsqty 12

Decorations

Balloonsqty 40
Buntingqty 8
Table décorqty 12
Name badgesqty 80

Lighting

LED light stringsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Reserve the village hall before sending invitations, then set a firm registration deadline at least 7 days before the quiz. You need the final team count for table labels, team number cards and catering.
Write the quiz rounds at least 2 weeks ahead and have someone else check every question and answer. Prepare a tie-breaker at the same time, rather than trying to invent one while scores are being added.
Give each team a number and record its name before the first round. Print quiz booklets and answer sheets with spare pens, then number the forms so the marking team can match them quickly.
Confirm the quizmaster, grading team, setup team and catering team 3 to 5 days before the event. Send participants a reminder with the start time, venue details and any requested dietary information.
Set up tables, chairs, the projection screen and team labels before doors open. Test the laptop, projector, microphone, speakers, extension cords and power strips, and chill the drinks several hours in advance.

Frequently asked questions

How far in advance should I organise a village quiz?: Start 4 to 6 weeks before the quiz. Reserve the hall and set the date first, then allow at least 2 weeks for writing and checking the questions and 7 days for final registrations.
How many questions should a village quiz have?: Plan around 6 to 8 rounds of 8 to 10 questions, depending on the expected running time. Allow roughly 10 to 15 minutes per round, including reading questions and collecting answer sheets.
When should I send village quiz invitations?: Send invitations 3 to 4 weeks before the event and set the registration deadline 7 days before it. Use the final week to record team names, collect dietary requirements and confirm catering quantities.
What equipment do I need for a village quiz?: Allow one table and enough chairs for each team, plus quiz booklets, answer sheets, spare pens and score sheets. For projected rounds, test the laptop, projector, screen, microphone, speakers and power connections at least 1 hour before guests arrive.

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.