Music quiz checklist: what to arrange and when

A music quiz runs smoothly when the questions, audio and team setup are ready before the first guest arrives. Start by confirming the date and venue, then build the rounds, answer sheets and scoring system before sending invitations. In the final week, assign teams, check dietary requirements and prepare the presentation. On the day, allow time to set up tables, connect the sound system and test every clip, screen and microphone.

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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

Confirm date and location
Reserve venue
Set the quiz format and teams
2 people
Compile music rounds
2 people
Check the quiz questions
2 people
Create Answers and Scoring
Select music clips
2 people
Legally review music clips
Send invitations
2 people
Process registrations
Collect dietary requirements
Prepare team assignments
Confirm participants
Create the quiz presentation
Print response forms
Prepare team tables and place cards
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
2 people
Open hall
Set up tables and chairs
4 people
Set up the presentation table
2 people
Connect the sound system
2 people
Test the laptop and presentation
2 people
Test microphone
Set up the coffee and drinks table
2 people
Set out snacks
2 people
Set up registration and reception
2 people
Number the team tables
2 people

Event

Receive participants
3 people
Guide teams to tables
2 people
Explain quiz rules
Present quiz rounds
2 people
Collect answer sheets
2 people
Refill drinks
2 people
Serve appetizers and snacks
2 people
Lead break activities
2 people
Check answers
3 people
Check the final standings
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect tableware and glasses
3 people
Collect and sort waste
2 people
Clean the room
3 people
Put tables and chairs back
4 people
Pack up materials
2 people
Return equipment
2 people
Clear away leftover groceries
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Presentation table
Registration desk

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 60
Platesqty 60
Pastry platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Microphone stand
Audio cablesqty 3
Extension cordsqty 4
Power stripsqty 3
Spare batteriesqty 2
Presentation clicker
USB stickqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4
Pitchersqty 6
Bottle openersqty 3
Kitchen knivesqty 2
Cutting boardsqty 2
Serving traysqty 4

Decorations

Tableclothsqty 8
Table cardsqty 8
Name stickersqty 60
Pen holdersqty 8
Quiz board
Balloonsqty 30
Balloon ribbon
Tapeqty 3
Buntingqty 4

Catering

Groceries

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Hand brush and dustpanqty 2
Rubber glovesqty 4

Lighting

Standing lampsqty 2
Mood lightingqty 2

Paper goods

Answer formsqty 120
Reservation formsqty 20
Quiz questionsqty 10
Pensqty 70
Pencilsqty 20
Clipboardsqty 8
Notepadsqty 8
Printer paper
Sticky notesqty 4

Other

Score sheetsqty 10
Calculatorsqty 3
Prize table
Cash box
First aid kit

Tips

Finish the quiz content at least 7 days before the event. Check every question, answer and music clip, then run the presentation from the same laptop you will use on the night.
Send invitations 3–4 weeks ahead and close registrations early enough to assign teams. Confirm the final participant list and dietary requirements at least 3 days before the quiz.
Prepare one response form and place card for each team, plus a small supply of spare forms. Set up the registration desk separately from the presentation table so late arrivals do not interrupt the quiz.
Chill drinks for at least 6 hours and prepare coffee equipment before doors open. Put bottle openers, serving spoons, pitchers and glasses where helpers can reach them without crossing the quiz area.
Arrive at the venue at least 90 minutes before the start. Connect the laptop, projector, speakers and microphone, then test the volume, every presentation slide and the audio clips before participants take their seats.

Frequently asked questions

How far in advance should I organise a music quiz?: Book the venue and confirm the date 6–8 weeks ahead. Finish the quiz rounds, invitations and equipment plan at least 3 weeks before the event, leaving the final week for checking registrations and presentation files.
How long does it take to set up a music quiz?: Allow 90–120 minutes for setup, depending on the room. This covers arranging tables and chairs, preparing the registration and presentation tables, connecting the projector and speakers, and testing the microphone and laptop.
How many music rounds should a music quiz have?: Plan 6–8 rounds for a quiz lasting about 90–120 minutes. Include time for teams to write answers, collect or check response forms, explain scoring and announce the results.
When should I test the music quiz equipment?: Test the laptop, presentation, speakers, cables and microphone during setup and again at least 30 minutes before guests arrive. Keep spare batteries, a USB copy of the presentation and extension equipment available in case something fails.

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.