Music quiz checklist: what to arrange and when

A music quiz needs more than good questions and a playlist. You need a confirmed venue and date, enough time to prepare and check the rounds, and reliable sound and projection on the night. This checklist takes you from registrations and dietary requirements to team materials, prizes, snacks and the final equipment test. It also covers the small jobs that are often left too late, such as backing up quiz files, chilling drinks and printing spare answer forms.

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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
Prepare quiz rounds
2 people
Select music clips
2 people
Check answers
2 people
Create quiz slides
Arrange playlist in quiz order
Buy prizes
Prepare team assignments
Print response forms
Back up quiz files
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the quiz table
2 people
Connect the sound system
2 people
Connect the projector
Test sound and visuals
2 people
Lay out team forms
2 people
Set up the drinks and snacks table
3 people

Event

Receive participants
3 people
Register teams
2 people
Explain quiz rules
Present quiz rounds
Collect answer sheets
2 people
Process interim scores
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Check final score
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Pack inventory
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Coat racksqty 2

Tableware

Reusable drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 10
Serving trays with lidsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Pitchersqty 4
Bottle openersqty 3
Serving tongsqty 4

Equipment

Laptop
Laptop speakersqty 2
Wireless microphonesqty 2
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
USB stickqty 2

Game materials

Answer formsqty 300
Score sheetsqty 60
Ballpoint pensqty 70
Team badgesqty 15
Answer paddlesqty 15
Timer
Prizesqty 3

Decorations

Tableclothsqty 8
Music quiz banner
Team table signsqty 15

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Prepare the quiz rounds and music clips early enough to check every answer, then save a backup copy of the quiz files on a USB stick. A missing clip or incorrect answer can disrupt an entire round.
Ask for dietary requirements when registrations are processed, not when guests arrive. Use the responses to plan snacks and serving quantities before you do the shopping.
Test the laptop, projector, projection screen, speakers, HDMI cable and microphones together at the venue. Do this before guests arrive, because a separate equipment check can miss connection or volume problems.
Give each team its forms, pens, team badge and any answer paddles before the first round starts. Put spare answer forms and score sheets at the quiz table so replacements do not interrupt the game.
Allow a clear setup period before opening the venue: arrange tables and chairs, connect the sound and visuals, chill drinks, and lay out the team forms. The room should be ready before registration begins.

Frequently asked questions

How far in advance should I organise a music quiz?: Set the date and reserve the venue at least 4 to 6 weeks ahead if guests need to register. Prepare the quiz rounds, music clips and slides no later than 1 week before the event, leaving time to check answers and test the files.
How many music quiz rounds should I prepare?: Plan enough rounds to fill the available programme, allowing roughly 10 to 15 minutes per round including answer collection and marking. Finish the complete set of questions, clips and slides at least 7 days before the quiz.
What equipment do I need for a music quiz?: You need a laptop, speakers, a projector and screen, an HDMI cable, power strips and extension cords; microphones are useful for larger rooms. Test every connection and the playback volume at least 60 minutes before guests arrive.
When should I print music quiz answer sheets?: Print the answer forms and score sheets at least 1 day before the quiz, plus spare copies for last-minute registrations or mistakes. Lay them out by team before the first round so distribution takes less than 5 minutes.

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.