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 schedule for registrations, teams, quiz rounds, answer sheets, scoring and the technical setup. Plan the venue and date first, then prepare the content and check every audio and projection connection before guests arrive. This checklist also covers the details people often leave too late, such as dietary requirements, chilled drinks, spare batteries and a working registration table.

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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
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Prepare quiz rounds
2 people
Select music clips
2 people
Check answers
2 people
Create the quiz presentation
Set up the playlist
Test the equipment
2 people
Assign teams
Buy prizes
Do the shopping
2 people
Print quiz materials
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the quiz table
2 people
Connect the technical equipment
2 people
Hang up decorations
2 people
Set up the registration table
2 people

Event

Receive participants
3 people
Explain the teams and rules
Host the music quiz
Collect answers
2 people
Check answers
3 people
Serve snacks
2 people
Refill drinks
2 people
Announce breaks
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Clean the venue
3 people
Remove decorations
2 people
Return borrowed items
Collect lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Quiz table
Registration desk

Tableware

Reusable glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Music remote control
Extension cordsqty 4
Power stripsqty 3
Spare batteriesqty 12

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 4

Quiz materials

Answer formsqty 300
Pen setsqty 70
Score sheetsqty 20
Tapeqty 3
Markersqty 12
Round signsqty 10

Decorations

Tableclothsqty 10
Music decor
Balloonsqty 50

Catering

Prizesqty 3
Groceries

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Washing-up tubsqty 2
Cleaning glovesqty 4
Bucketsqty 2
Mop headsqty 2

Tips

Set the date and venue before sending invitations, then allow at least 7 days to collect registrations and dietary requirements. Update the participant list before assigning teams.
Prepare the quiz rounds, music clips, answer key and presentation several days ahead. Play every clip once on the actual laptop and speakers, because volume and file problems are difficult to fix during the quiz.
Test the projector, screen, microphone, speakers, extension cords and power strips before guests arrive. Keep spare batteries and a music remote control at the quiz table rather than in a storage box.
Set up the registration desk, tables and chairs before opening the venue. Put answer forms, pens and score sheets where teams can reach them immediately, with tape and markers available for labels or signs.
Chill drinks and prepare snacks before the first team arrives. Count glasses, plates, cutlery and serving platters in advance, and keep coffee cups, the coffee maker, kettles and thermos flasks ready for later in the evening.

Frequently asked questions

How far in advance should I organise a music quiz?: Set the date and reserve the venue at least 3 to 4 weeks ahead if possible. Send invitations after that, then close registrations about 7 days before the quiz so you can assign teams and print the right number of materials.
How many music quiz rounds should I prepare?: Prepare enough rounds for the planned quiz length, plus one short backup round. Allow roughly 10 to 15 minutes per round, including playing clips, answering and checking the score sheets.
When should I test the music quiz equipment?: Do a full test at least 24 hours before the event, including the laptop, projector, screen, speakers and microphone. Repeat a short connection and sound check 60 to 90 minutes before guests arrive.
How many answer sheets and pens do I need?: Print one answer form per team for each round, plus at least 10% extra for mistakes or late changes. Put two pens per team on the table and keep additional pen sets at the registration desk.

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