How to organise an online quiz without last-minute problems

Start by fixing the audience, theme and quiz format before writing questions or choosing software. Build the quiz in rounds, verify every answer and prepare tie-breakers while there is still time to test them. Registration, participant instructions and technical checks should follow in that order. A full test with the tasting team exposes problems with audio, screen sharing, scoring and timing before guests join.

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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
Define the quiz theme and target audience
2 people
2
Prepare quiz rounds
2 people
3
Write quiz questions
3 people
4
Check answers and sources
2 people
5
Prepare tie-break questions
6
Choose quiz platform
7
Set up the video call platform
8
Enter quiz into the platform
2 people
9
Set up answers and scoring
2 people
10
Create a registration form
11
Send invitations
12
Process registrations
13
Collect dietary requirements
14
Send participant information
15
Set the rules and time limits
2 people
16
Prepare the presentation screen
17
Prepare music and live scores
18
Run a technical test
3 people
19
Play a quiz with the tasting team
4 people
20
Check technical backup
21
Send reminder to participants
22
Do the shopping

Event

23
Set up workstations
2 people
24
Connect equipment
2 people
25
Open quiz files
26
Set out drinks and snacks
2 people
27
Brief hosts and judges
3 people
28
Receive participants
2 people
29
Test game rules and connection
2 people
30
Present quiz rounds
2 people
31
Check answers and scores
2 people
32
Answer participant questions
33
Refill drinks
34
Share interim results
35
Check the winners
2 people
36
Announce the winners
37
Hand out prizes digitally
38
Let participants leave the session

Aftercare

39
Save quiz files and recordings
40
Switch off equipment
2 people
41
Clear workspaces
2 people
42
Wash dishes
43
Clean work area
2 people
44
Collect waste
45
Thank participants
46
Share the results and photos
47
Archive quiz data
48
Delete digital files

What to bring

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

Equipment

Laptopsqty 3
Backup laptop
Webcamsqty 3
USB microphonesqty 3
Headsetsqty 3
Smartphone
HDMI cablesqty 2
HDMI adaptersqty 2
USB extension cablesqty 3
Chargersqty 4
Power stripsqty 3
Extension cordsqty 3
Power bankqty 2

Lighting

Desk lampsqty 3

Furniture

Desksqty 3
Office chairsqty 3

Office

Notepadsqty 6
Ballpoint pensqty 12
Printer paper
Printer
Whiteboard
Whiteboard markersqty 4
Timerqty 2

Tableware

Reusable cupsqty 12
Platesqty 12
Cutlery setsqty 12
Small bowlsqty 6

Kitchen

Kettle
Coffee maker
Thermos flasksqty 2
Coolersqty 2
Serving traysqty 3

Prizes

Gift vouchersqty 3
Prize envelopesqty 3

Cleaning

Waste binsqty 3
Dishwashing tub
Dish brush
Tea towelsqty 4
Cleaning spray
Hand soap

Catering

Groceries

Tips

Write the questions before entering them into the quiz platform. Check every answer against a source, then prepare at least three tie-break questions so a final result does not depend on guesswork.
Choose the quiz platform and video-call setup together. Test the participant view, host controls, screen sharing, webcams and microphones in one session at least 48 hours before the quiz.
Send participant information no later than 24 hours before the start. Include the joining link, start time, rules, time limits, whether teams need separate devices and what to do if the connection fails.
Run one complete practice round with the tasting team, including music, live scores and the timer. Measure the actual duration; a round that looks short on paper often takes 10 to 15 minutes longer once instructions and answers are included.
Prepare the workspace before opening the quiz files. Connect chargers, power strips, extension cables, HDMI adapters and microphones, and keep a backup laptop and smartphone ready instead of searching for them after a failure.

Frequently asked questions

How long does it take to organise an online quiz?: Allow 6 to 10 hours for a quiz with several rounds, including writing and checking questions, entering them into the platform and testing the technology. Add another 60 to 90 minutes for the live setup and technical rehearsal.
How many questions should an online quiz have?: Plan about 40 to 60 questions for a 60- to 90-minute quiz, depending on the number of rounds and discussion time. Keep 3 to 5 tie-break questions ready separately so they do not disrupt the main format.
When should I send invitations for an online quiz?: Send invitations 7 to 14 days before the event if guests need to register. Send the practical joining information at least 24 hours before the quiz, followed by a reminder 2 to 4 hours before it starts.
How do I test an online quiz before the event?: Run a complete test at least 48 hours beforehand with the same laptop, video-call platform, microphones and quiz settings you will use live. Test screen sharing, audio, scoring, music, the timer and the backup connection, then repeat a short equipment check on the day.

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.