Knowledge Competition Checklist

A knowledge competition runs smoothly when the work is split into clear stages: define the rounds, manage registrations, prepare and check the questions, then test the room and equipment. This checklist covers the details that are easy to leave until the last day, including dietary requirements, team numbers, answer forms, scoring sheets and prizes. Use it to keep preparation on schedule and arrive at the venue with every quiz material ready.

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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

Set the quiz theme and rounds
2 people
Reserve venue
Draft invitation
Send invitations
2 people
Open registrations
Process registrations
Confirm participants
Collect dietary requirements
Write quiz questions
3 people
Check the quiz questions
2 people
Create Answers and Scoring
2 people
Assemble teams
2 people
Purchase prizes
Create presentation with questions
2 people
Test the equipment
2 people
Print response forms
Print participant list
Do the shopping
2 people
Wrap the prizes
Sort quiz materials
2 people
Chill drinks
Bring materials to the venue
2 people
Open hall
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Number quiz tables
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test the quiz presentation
2 people
Set out coffee and tea
2 people
Set up buffet tables
2 people

Event

Staff the welcome desk
2 people
Register participants
2 people
Guide teams to tables
2 people
Serve welcome drinks
2 people
Explain the opening and rules
Present the quiz round
2 people
Collect answers
2 people
Process interim results
2 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
2 people
Present the final round
2 people
Check the final standings
2 people
Announce the winners
Present prizes
2 people
Serve farewell drinks
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Pack up materials
2 people
Return materials
2 people
Clean coolers
Take waste to the collection point

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Forksqty 80
Napkin holderqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Pliersqty 4
Coolersqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Quiz materials

Answer formsqty 100
Pensqty 80
Team number cardsqty 15
Score sheetsqty 20
Jury table signalsqty 4
Calculatorsqty 4

Decorations

Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Wayfinding signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the quiz format before opening registration. Decide the theme and rounds first, because the number of teams, answer forms and scoring sheets depends on the structure of the competition.
Give question writing and checking separate deadlines. Finish the questions early enough to create the presentation, answer key and scoring system without discovering errors on the event day.
Close or review registrations before assembling teams. Confirm participants, record dietary requirements and prepare a final participant list so the registration desk is not making decisions while guests arrive.
Test the full presentation setup at least one day before the competition. Connect the laptop, projector, screen, speakers, microphone, HDMI cable, extension cords and power strips, then check that every question is readable from the tables.
Prepare a labelled event box for the final 24 hours. Include response forms, pens, team number cards, score sheets, jury table signals, calculators and wrapped prizes, and chill drinks before transporting everything to the venue.

Frequently asked questions

How far in advance should I organise a knowledge competition?: Allow at least 3 to 4 weeks for a small competition. Reserve the venue and open registrations first, then leave the final 5 to 7 days for participant confirmation, question checks, printing and equipment testing.
How many questions should a knowledge competition have?: Plan around 30 to 50 questions for a competition lasting roughly 90 to 120 minutes, divided across several rounds. Set the exact number after choosing the theme and round structure, so you can prepare enough answer forms and scoring space.
When should I test the quiz equipment?: Test the laptop, projector, screen, speakers and microphone at least 24 hours before the event. Repeat a short check when the hall opens, including the HDMI connection, power strips and extension cords.
When should I print the quiz materials?: Print the response forms, participant list, team number cards and score sheets 1 to 2 days before the competition. Keep spare copies and pens with the sorted quiz materials rather than leaving printing until setup time.

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.