Music quiz checklist: what to arrange and when

A music quiz runs smoothly when the questions, playback and room setup are ready before guests arrive. Start by confirming the date and room, then handle invitations, registrations and dietary requirements. In the final week, finish the quiz rounds, music clips, answer checks and files, and confirm the equipment. On the day, allow time to connect and test the laptop, speakers, projector and microphone before setting out drinks, snacks and answer sheets.

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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 a room
Confirm quiz date
Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Prepare quiz rounds
2 people
Select music clips
2 people
Check answers
2 people
Prepare quiz files
Assign teams
Reserve equipment
Do the shopping
2 people
Print quiz materials
Chill drinks
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the quiz table
2 people
Connect equipment
2 people
Test sound and visuals
2 people
Set out snacks
2 people
Set up the reception table
2 people
Receive participants
3 people
Direct teams to tables
2 people
Present quiz rounds
2 people
Refill drinks
2 people
Refill snacks
2 people
Check answers
3 people
Announce the winners
Farewell for participants
2 people

Aftercare

Switch off equipment
2 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Pack leftover food
2 people
Collect lost and found items
Return equipment
2 people
Store materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tableqty 2
Coat rack

Equipment

Laptop
Portable speakersqty 2
Projector
Projection screen
Wireless microphone
HDMI cableqty 2
Power stripsqty 3
Extension cordsqty 3
USB stick
Kitchen timerqty 2

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Small bowlsqty 12
Serving boardsqty 4
Serving spoonsqty 6
Coolersqty 3

Decorations

Tableclothsqty 8
Team table cardsqty 8
Welcome sign
Prizesqty 3

Office supplies

Answer sheetsqty 60
Pensqty 60
Score sheetsqty 10
Tapeqty 2
Scissorsqty 2
Whiteboard
Whiteboard markersqty 4

Cleaning

Waste binsqty 4
Broom and dustpan
Mop set

Catering

Groceries

Tips

Finish the quiz rounds and selected music clips at least 7 days before the event. Keep a second copy of the quiz files on a USB stick so the quiz does not depend on one laptop.
Close registrations 3 to 5 days before the quiz. Use the final participant list to assign teams, prepare team table cards and check every dietary requirement before shopping.
Reserve the projector, screen, speakers, microphone, HDMI cable, power strips and extension cords together. Test the complete setup in the room at least 60 minutes before participants arrive.
Chill drinks for at least 4 hours, or prepare coolers before opening the venue. Set out glasses, plates, cutlery, bowls and serving spoons only after the tables and buffet table are in place.
Print answer sheets, quiz materials and the participant list before the event day. Prepare at least 10% extra answer sheets and allow 15 minutes at reception to welcome guests and direct teams to their tables.

Frequently asked questions

How far in advance should I plan a music quiz?: Confirm the room and date at least 4 weeks ahead, especially if the venue is in regular use. Send invitations soon after and close registrations 3 to 5 days before the quiz so teams and catering can be finalised.
How many music quiz questions should I prepare?: Plan 6 to 8 rounds for a quiz lasting about 2 to 2.5 hours, with roughly 8 to 10 questions per round. Keep the final files and answer key ready at least 7 days before the event.
When should I test the music quiz equipment?: Connect the laptop, speakers, projector, screen, microphone and cables at least 60 minutes before guests arrive. Play a complete music clip and check the projected quiz file, sound level and power connections.
How much food and drink do I need for a music quiz?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per hour. Buy snacks according to the final participant list and confirm dietary requirements 3 to 5 days 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.