How to organize a TV quiz from first idea to final round

A TV quiz works best when the content, room setup, and technical checks are planned in that order. Start by booking the quiz room and collecting registrations, then set the rounds, write and check the questions, and build the presentation. In the final week, assign teams, prepare answer forms and prizes, and test every video, audio, microphone, and HDMI connection. On the day, allow enough time to arrange the tables, chill drinks, set out snacks, and run the presentation once 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 the quiz room
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Finalize the participant list
6
Set quiz rounds
2 people
7
Write quiz questions
2 people
8
Check answers
2 people
9
Create the quiz presentation
10
Select music clips
11
Check video clips
12
Print response forms
13
Prepare team assignments
14
Buy prizes
15
Test equipment
2 people
16
Do the shopping
2 people
17
Chill drinks
18
Prepare snacks
2 people
19
Prepare quiz materials
2 people
20
Check room and equipment
2 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Set up the quiz table
2 people
24
Set up the buffet and drinks table
2 people
25
Test presentation and microphones
2 people

Event

26
Receive participants
3 people
27
Register teams
2 people
28
Serve snacks and drinks
3 people
29
Explain quiz rules
30
Present quiz rounds
31
Collect answer sheets
2 people
32
Check answers
3 people
33
Announce interim standings
34
Refill drinks
2 people
35
Refill snacks
2 people
36
Check the final standings
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
Wash dishes
3 people
42
Collect waste
2 people
43
Clear tables and chairs
3 people
44
Clean the room
3 people
45
Check materials
2 people
46
Return borrowed items
2 people
47
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Quiz table

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2
Presentation remote
Spare batteriesqty 8

Quiz materials

Answer formsqty 300
Pensqty 60
Score sheetsqty 10
Team cardsqty 50
Quiz questionsqty 10
Answer sheetsqty 10
Pen holdersqty 8

Decorations

Tableclothsqty 10
Name badgesqty 60
Prizesqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Ice cube traysqty 3

Cleaning

Waste binsqty 4
Cleaning clothsqty 12
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Finish the participant list before assigning teams or printing team cards. Use the final registrations to account for dietary requirements and make sure every team has a clear place at a table.
Write the quiz rounds before filling in the presentation. Check every answer separately, especially questions based on video or music clips, and keep a score sheet for each team.
Test the laptop, projector, screen, speakers, wireless microphones, HDMI cables, power strips, and extension cords at least one day before the quiz. Keep spare batteries and a presentation remote ready at the quiz table.
Print answer forms, answer sheets, pens, team cards, and score sheets before setup begins. Prepare a few extra copies rather than trying to print replacements while guests are arriving.
Set up tables, chairs, the quiz table, and the buffet and drinks table before the technical rehearsal. Chill the drinks and prepare the snacks early so the host can focus on explaining rounds and checking scores.

Frequently asked questions

How far in advance should I organize a TV quiz?: Book the room and send invitations at least 4 to 6 weeks before the quiz. Set the participant deadline about 10 days in advance, leaving time to finalize teams, dietary requirements, and seating.
How many quiz rounds should a TV quiz have?: Plan around 6 to 8 rounds for an evening quiz, with 8 to 10 questions per round. This gives you roughly 50 to 75 questions, depending on the length of the music and video clips.
When should I test the projector and microphones for a TV quiz?: Run a full equipment test at least 24 hours before the event, including the presentation, video clips, speakers, projector, and microphones. Repeat a short test 60 to 90 minutes before guests arrive.
How much food and drink do I need for a TV quiz?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Serve snacks in small portions throughout the evening and confirm dietary requirements before shopping.

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.