How to organize a music quiz from start to finish

A music quiz runs smoothly when you treat it as both a live show and a scoring exercise. Start by fixing the date and venue, then build the quiz rounds, select and test every music clip, and prepare the scoring materials. On the day, allow time for tables, team assignments, sound, projection and refreshments before guests arrive. The most common problems are missing cables, unclear answer sheets and quiz files that only exist on one laptop.

Organize this event for free with Lizzt

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
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Prepare quiz rounds
2 people
7
Select music clips
2 people
8
Check answers
2 people
9
Create quiz slides
10
Arrange playlist in quiz order
11
Buy prizes
12
Prepare team assignments
13
Print response forms
14
Back up quiz files
15
Do the shopping
2 people
16
Prepare snacks
3 people
17
Chill drinks
2 people
18
Open venue
2 people
19
Set up tables
3 people
20
Set out chairs
3 people
21
Set up the quiz table
2 people
22
Connect the sound system
2 people
23
Connect the projector
24
Test sound and visuals
2 people
25
Lay out team forms
2 people
26
Set up the drinks and snacks table
3 people

Event

27
Receive participants
3 people
28
Register teams
2 people
29
Explain quiz rules
30
Present quiz rounds
31
Collect answer sheets
2 people
32
Process interim scores
2 people
33
Serve snacks
3 people
34
Refill drinks
2 people
35
Collect tableware
2 people
36
Check final score
2 people
37
Announce the winners
38
Present prizes
2 people
39
See participants off
2 people

Aftercare

40
Switch off equipment
2 people
41
Clear tables and chairs
4 people
42
Wash dishes
3 people
43
Collect waste
2 people
44
Clean the venue
3 people
45
Pack inventory
2 people
46
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
Coat racksqty 2

Tableware

Reusable drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 10
Serving trays with lidsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Pitchersqty 4
Bottle openersqty 3
Serving tongsqty 4

Equipment

Laptop
Laptop speakersqty 2
Wireless microphonesqty 2
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
USB stickqty 2

Game materials

Answer formsqty 300
Score sheetsqty 60
Ballpoint pensqty 70
Team badgesqty 15
Answer paddlesqty 15
Timer
Prizesqty 3

Decorations

Tableclothsqty 8
Music quiz banner
Team table signsqty 15

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Build the quiz in rounds before choosing the final playlist. Check every answer twice, keep the clips in quiz order, and save the slides, audio and answer key together.
Test the laptop, speakers, microphone, projector, HDMI cable and extension cords at the venue at least one day before the quiz. Play a complete sample round rather than checking only whether the equipment turns on.
Prepare one answer form, pen and team identifier for every team, plus spare forms and pens. Print the score sheets before the event so scoring does not depend on a working printer.
Back up the quiz files in two places, such as the laptop and a USB stick. Open the backup before guests arrive to confirm that the slides, audio and answer key all work.
Set a fixed arrival time for setup and finish the room at least 30 minutes before registration. Chill drinks, prepare snacks and place team forms on the tables so the first round can start without a search for supplies.

Frequently asked questions

How long does it take to organize a music quiz?: Allow two to three weeks for a small music quiz. Use the first week to reserve the venue, set the date and send invitations; use the final three to five days to check answers, print forms and test the equipment.
How many music quiz rounds should I prepare?: Prepare four to six rounds for an event of about two hours. Include time for reading questions, playing clips, collecting answers and scoring; a round with 8 to 10 questions usually takes 15 to 20 minutes.
How many songs should be in a music quiz?: Plan on 30 to 50 clips for a two-hour quiz, depending on the number of rounds and whether each clip has one or several questions. Keep clips short and test the complete sequence before the event.
When should I set up the music quiz equipment?: Open the venue 90 to 120 minutes before guests arrive. Connect and test the sound system and projector first, then arrange tables, chairs, forms and refreshments; keep at least 30 minutes for fixing unexpected problems.

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.