Music quiz checklist: what to arrange and when

A music quiz needs more than a playlist and a stack of questions. You need a clear format, playable audio, readable answer sheets, working microphones, and a room where teams can hear every clip. This checklist takes you from confirming the date and venue to assigning teams and receiving participants. It also highlights the details that are often left until the last hour, such as testing cables, chilling drinks, numbering tables, and preparing spare batteries.

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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
2 people
Determine quiz format and rounds
2 people
Select music clips
2 people
Develop quiz questions
2 people
Create answers and score sheet
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm reservation final
Create team assignments
Check quiz files
2 people
Add music to playlist
Print response forms
Print score sheets
Do the shopping
2 people
Chill drinks
2 people
Lay out quiz materials
2 people

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Connect sound equipment
2 people
Connect presentation screen
2 people
Test microphones
2 people
Number quiz tables
2 people
Receive participants
3 people
Register teams
2 people
Serve coffee and tea
2 people
Explain the quiz rules
Present quiz rounds
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect answers
2 people
Check answers
3 people
Announce the winners
Guide the farewell and departure
2 people

Aftercare

Switch off equipment
2 people
Gather quiz materials
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Return equipment
2 people
Store leftover materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Presentation table
Drinks table

Equipment

Laptop
Projector
Projection screen
Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Audio cablesqty 4
Power stripsqty 4
Extension cordsqty 4
USB stickqty 2
Spare batteriesqty 12

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 60
Platesqty 70
Cutlery setsqty 70

Kitchen

Coolersqty 3
Ice cube traysqty 3
Thermos flasksqty 4
Serving bowlsqty 3
Serving traysqty 4
Serving spoonsqty 4
Bottle openersqty 3
Corkscrewsqty 2
Scissorsqty 3
Tape dispensersqty 3

Decorations

Table number cardsqty 10
Name badgesqty 70
Tableclothsqty 8
Prize certificatesqty 3

Lighting

Atmosphere lightsqty 6

Catering

Groceries

Paper goods

Answer formsqty 70
Score sheetsqty 20
Quiz bookletsqty 20
A4 paperqty 2
Pensqty 70
Pencilsqty 20
Eraserqty 10
Markersqty 2
Clipboardsqty 20

Cleaning

Bucketsqty 2
Floor mopsqty 2
Broom
Dustpan and brush

Tips

Set the quiz format before choosing clips and writing questions. Decide how many rounds, questions, and answer options you need so the scoring sheets match the final programme.
Test the complete audio and presentation setup at the venue, not just on your laptop. Play a sample clip through the active speakers, check both microphones, and confirm that the projector and screen show the quiz files clearly.
Prepare printed materials before the event day. Print response forms and score sheets, then keep extra copies, pens, a USB stick, spare batteries, and tape together at the presentation table.
Assign teams before participants arrive if registrations are known. Number the quiz tables and place the team information where players can find it without interrupting the first round.
Treat drinks and serving equipment as a separate setup job. Chill drinks in advance, prepare ice, check bottle openers and corkscrews, and put glasses, cups, plates, and cutlery where guests can reach them.

Frequently asked questions

How long does it take to organise a music quiz?: Allow at least two to three weeks for a small quiz. Use the first week to confirm the date, venue, format, clips, and questions; leave the final two or three days for registrations, printing, shopping, and technical checks.
How many music quiz rounds should I plan?: Plan four to six rounds for a quiz lasting around two hours. With roughly 8 to 10 questions per round and short breaks, this gives teams enough variety without making the evening feel rushed.
When should I test the music quiz equipment?: Run a full sound and screen test on the day, at least 60 minutes before participants arrive. Check the laptop, projector, speakers, microphones, cables, power strips, extension cords, and backup USB stick with the actual quiz files.
How much time do I need to set up a music quiz venue?: Allow 60 to 90 minutes for room setup and technical checks. Set out tables and chairs first, then number the tables, connect the sound and presentation equipment, arrange quiz materials, and leave time to fix a faulty cable or microphone.

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.