Music quiz checklist: what to arrange and when

A music quiz runs smoothly when the content, technology and room setup are ready in the right order. Confirm the date and venue first, then build the quiz, collect registrations and assign teams. In the final week, test every music file and presentation, check the microphone and projector, and prepare answer and score sheets. On the day, leave enough time for tables, numbered teams, drinks, snacks and a full sound check 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

Reserve venue
Confirm quiz date
Prepare quiz questions
2 people
Select music clips
2 people
Create answer forms
Create answer sheets and score sheets
2 people
Create presentation with quiz questions
Test music files
2 people
Send invitations
Process registrations
Collect dietary requirements
Prepare team assignments
Buy prizes
Do the shopping
2 people
Check the equipment
2 people
Pick up venue keys
Set up tables and chairs
3 people
Number quiz tables
Set up the presentation table
2 people
Set up projector and screen
2 people
Connect audio equipment
2 people
Test music and microphone
2 people
Hang decorations
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration table
Set out answer forms

Event

Welcome visitors
2 people
Assign teams
2 people
Explain quiz rules
Present quiz rounds
2 people
Collect answer sheets
2 people
Check answers
3 people
Refill drinks
2 people
Refill snacks
2 people
Check the final standings
2 people
Announce the winners
Present prizes

Aftercare

Switch off equipment
2 people
Pack leftover food
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Remove decorations
2 people
Pack equipment
2 people
Return borrowed items
Lock up the venue

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Registration desk
Presentation table

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee cupsqty 30

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Audio mixer
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
USB stickqty 2
Spare batteriesqty 12

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 3
Coolersqty 3
Ice cube traysqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4

Decorations

Tableclothsqty 10
Music decor
Balloonsqty 50
Prize display

Lighting

Mood lightingqty 4

Quiz materials

Answer formsqty 120
Score sheetsqty 20
Team name signsqty 12
Pensqty 70
Paper tapeqty 4
Prizesqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 8
Dustpan and brushqty 2

Catering

Groceries

Tips

Finish the quiz questions, music clips and presentation at least 7 days before the event. This leaves time to replace files that do not play and to check that every question appears correctly.
Keep the quiz files in two places: the laptop and a USB stick. Test the laptop, projector, speakers, mixer, microphone, HDMI cable and extension cords together at the venue rather than separately at home.
Close registrations 3 to 5 days before the quiz so you can assign teams and prepare the correct number of answer forms, answer sheets and score sheets. Ask for dietary requirements before buying snacks.
Plan the room setup for at least 60 minutes before the start. Number the quiz tables, place the registration desk and presentation table, then connect and test the equipment before chilling drinks and serving food.
Buy prizes and non-perishable supplies several days ahead, but chill drinks and prepare snacks on the day. Keep spare batteries, power strips and a backup copy of the music available at the presentation table.

Frequently asked questions

How far in advance should I plan a music quiz?: Start planning 4 to 6 weeks before the event. Confirm the venue and date first, then allow at least 1 week to finish and test the questions, music clips and presentation.
When should I send music quiz invitations?: Send invitations 3 to 4 weeks before the quiz and set registration to close 3 to 5 days beforehand. That gives you enough time to process registrations, collect dietary requirements and assign teams.
How much time do I need to set up a music quiz venue?: Allow at least 60 minutes for tables, chairs, numbered quiz tables, decorations and the presentation area. Reserve another 20 to 30 minutes for testing the projector, audio equipment, music and microphone.
What equipment do I need for a music quiz?: Plan for a laptop, projector and screen, speakers, microphone, audio mixer, HDMI cable, extension cords and power strips. Bring a USB backup and spare batteries, and test the complete setup at least once before guests arrive.

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.