Music Pub Quiz Planning Checklist

A music pub quiz runs smoothly when the quiz content, sound system and scoring process are ready before guests arrive. Set the date and venue first, then prepare the rounds, music clips, answer checks and printed materials. Allow time for registrations, dietary requirements and team assignments before buying prizes and doing the shopping. On the day, test every audio connection, set up the judges’ table and place the quiz materials before opening the venue.

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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

Reserve venue
Set quiz date
2 people
Prepare quiz rounds
2 people
Select music clips
2 people
Check answers
2 people
Print questions and answers
Print response forms
Send invitations
Process registrations
Collect dietary requirements
Assign teams
2 people
Create participant list
Create jury schedule
Buy prizes
Do the shopping
2 people
Test equipment
2 people
Prepare music files

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up judges' table
2 people
Connect sound equipment
2 people
Connect the display screen
Lay out quiz materials
2 people
Display prizes
Hang up decorations
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Staff the check-in desk
2 people
Welcome the teams
2 people
Explain quiz rules
Present quiz rounds
2 people
Play music clips
Collect answer sheets
2 people
Check answers
3 people
Announce interim standings
Refill drinks
2 people
Refill snacks
2 people
Announce the winners
Present prizes
2 people

Aftercare

Switch off equipment
2 people
Collect materials
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Return materials
2 people
Keep lost and found items
Lock up the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Judges' table
Check-in desk
Waste binsqty 6

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Tea glassesqty 40
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6

Decorations

Music postersqty 12
Tableclothsqty 8
Balloonsqty 40
Buntingqty 8
Name badgesqty 70

Equipment

Laptop
Laptops for the juryqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Monitor screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Music remote control
Timerqty 2
Calculatorsqty 4
Power banksqty 2

Kitchen

Coolersqty 3
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 8
Small bowlsqty 12

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mopsqty 2

Lighting

Atmosphere lightsqty 8
Battery lampsqty 6
Spare batteriesqty 24

Catering

Groceries

Tips

Prepare the music rounds at least one week before the quiz, then check every answer and music clip on the equipment you will actually use.
Close registrations several days before the event so you can assign teams, prepare the participant list and collect dietary requirements before shopping.
Test the laptop, speakers, microphones, screen, HDMI cables and extension cords at least one day ahead; a sound check after guests arrive is too late.
Print questions, answers and response forms before the event, and bring spare copies so one missing sheet does not delay a round.
Set up the judges’ table, check-in desk, tables and chairs before opening the venue. Keep the timer, calculators, pens and scoring materials together where the jury can reach them.

Frequently asked questions

How far in advance should I plan a music pub quiz?: Set the date and reserve the venue at least 4–6 weeks ahead. Prepare the quiz rounds and music clips during the following weeks, with printing and equipment testing completed at least 1 day before the quiz.
How many music quiz rounds should I prepare?: Plan enough rounds to fill the available programme, allowing about 10–15 minutes per round including answer time and marking. Prepare the final questions, answer key and music files at least 1 week before the event.
When should I assign teams for a music pub quiz?: Assign teams after registrations close, normally 2–3 days before the quiz. This gives you time to create the participant list, prepare name badges and resolve late changes before check-in.
When should I test the sound equipment for a music pub quiz?: Test the laptop, speakers, microphones, screen and cables at least 24 hours before the event. Repeat a short sound and display check during setup, before the venue opens to participants.

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