How to organise an art quiz without last-minute problems
Start by fixing the date and venue, then build the quiz around clearly checked art images and questions. Allow enough time for registrations so you can form teams, record dietary requirements and print the right number of forms. The main pressure points are usually the projector, sound, scoring materials and refreshments, so test them before guests arrive. On the day, set up numbered tables, a registration desk and separate food and drink areas before opening the doors.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Reserve venue
- 2
Set quiz date
- 3
Prepare quiz rounds
2 people
- 4
Select art images
2 people
- 5
Check answers
2 people
- 6
Prepare Quiz Questions
- 7
Send invitations
- 8
Process registrations
- 9
Collect dietary requirements
- 10
Assign quiz teams
- 11
Print participant list
- 12
Print the quiz forms
- 13
Print answer forms
- 14
Set out prizes and rules
- 15
Do the shopping
2 people
- 16
Chill drinks
- 17
Compile Quiz Materials
- 18
Test the equipment
2 people
Event
- 19
Open venue
2 people
- 20
Set up tables and chairs
4 people
- 21
Connect the quiz presentation
2 people
- 22
Number quiz tables
- 23
Set up registration desk
2 people
- 24
Set up buffet and drinks table
2 people
- 25
Hang decorations
2 people
- 26
Receive participants
3 people
- 27
Serve coffee and tea
2 people
- 28
Explain quiz rules
- 29
Present quiz rounds
2 people
- 30
Serve snacks
2 people
- 31
Refill drinks
2 people
- 32
Check answers
3 people
- 33
Announce the winners
- 34
Present prizes
2 people
Aftercare
- 35
Collect tableware
3 people
- 36
Clear tables and chairs
4 people
- 37
Collect waste
2 people
- 38
Disconnect equipment
2 people
- 39
Wash dishes
2 people
- 40
Clean the venue
3 people
- 41
Return materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 56
- Registration desk
- Buffet tablesqty 2
Tableware
- Reusable glassesqty 70
- Coffee cupsqty 60
- Platesqty 70
- Cutlery setsqty 70
- Serving spoonsqty 6
Equipment
- Laptop
- Projector
- Projection screen
- Speakersqty 2
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
Decorations
- Art postersqty 12
- Table runnersqty 8
- Table numbersqty 8
Quiz materials
- Answer paddlesqty 8
- Pensqty 60
- Score sheetsqty 12
- Prizesqty 3
Cleaning
- Waste binsqty 4
Lighting
- Mood lightingqty 4
Catering
- Groceries
Tips
- Plan the quiz content before sending invitations. Prepare each round, select the art images and check every answer at least one week before the event so corrections do not become a same-day job.
- Set a registration deadline 5–7 days before the quiz. Use the final list to assign teams, print the participant list and produce enough quiz forms, answer forms and score sheets, with a small spare batch.
- Test the laptop, projector, screen, speakers and microphone in the actual venue at least 24 hours beforehand. Check cable lengths, power strips and extension cords; a presentation that works at home may fail in the room.
- Give the room a clear layout before guests arrive. Number every quiz table, place pens and answer materials where teams can reach them, and keep the registration desk separate from the buffet and drinks table.
- Chill drinks and prepare coffee equipment before opening the venue. Put plates, cutlery, reusable glasses and serving spoons out in advance, and keep waste bins near both the food area and the quiz tables.
Frequently asked questions
- How far in advance should I organise an art quiz?
- Fix the venue and date at least 4–6 weeks ahead, especially if the room or equipment is shared. Finish the quiz rounds and answer checks about 7 days before the event.
- How many quiz questions should an art quiz have?
- Plan around 5–8 rounds, with roughly 8–10 questions per round, depending on the length of the evening. Allow 10–15 minutes per round, including time for teams to write answers.
- When should I close registration for an art quiz?
- Close registration 5–7 days before the event. That gives you time to assign teams, confirm dietary requirements and print participant lists and forms without guessing the final numbers.
- How early should I set up an art quiz venue?
- Open the venue 2–3 hours before guests arrive. Use the first hour for tables, chairs and the registration desk, then test the presentation and sound before setting out refreshments and decorations.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!