Online quiz checklist: what to arrange and when

An online quiz runs smoothly when the content, registration and technology are prepared in the right order. Start by setting the theme and audience, then build and verify the rounds before entering them into the quiz platform. Allow time for a full technical test, including the video call, microphones, screen sharing and backup laptop. On the day, open the files early, check the scoring and send participants a final reminder before the quiz starts.

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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

Define the quiz theme and target audience
2 people
Prepare quiz rounds
2 people
Write quiz questions
3 people
Check answers and sources
2 people
Prepare tie-break questions
Choose quiz platform
Set up the video call platform
Enter quiz into the platform
2 people
Set up answers and scoring
2 people
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Set the rules and time limits
2 people
Prepare the presentation screen
Prepare music and live scores
Run a technical test
3 people
Play a quiz with the tasting team
4 people
Check technical backup
Send reminder to participants
Do the shopping

Event

Set up workstations
2 people
Connect equipment
2 people
Open quiz files
Set out drinks and snacks
2 people
Brief hosts and judges
3 people
Receive participants
2 people
Test game rules and connection
2 people
Present quiz rounds
2 people
Check answers and scores
2 people
Answer participant questions
Refill drinks
Share interim results
Check the winners
2 people
Announce the winners
Hand out prizes digitally
Let participants leave the session

Aftercare

Save quiz files and recordings
Switch off equipment
2 people
Clear workspaces
2 people
Wash dishes
Clean work area
2 people
Collect waste
Thank participants
Share the results and photos
Archive quiz data
Delete digital files

What to bring

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

Equipment

Laptopsqty 3
Backup laptop
Webcamsqty 3
USB microphonesqty 3
Headsetsqty 3
Smartphone
HDMI cablesqty 2
HDMI adaptersqty 2
USB extension cablesqty 3
Chargersqty 4
Power stripsqty 3
Extension cordsqty 3
Power bankqty 2

Lighting

Desk lampsqty 3

Furniture

Desksqty 3
Office chairsqty 3

Office

Notepadsqty 6
Ballpoint pensqty 12
Printer paper
Printer
Whiteboard
Whiteboard markersqty 4
Timerqty 2

Tableware

Reusable cupsqty 12
Platesqty 12
Cutlery setsqty 12
Small bowlsqty 6

Kitchen

Kettle
Coffee maker
Thermos flasksqty 2
Coolersqty 2
Serving traysqty 3

Prizes

Gift vouchersqty 3
Prize envelopesqty 3

Cleaning

Waste binsqty 3
Dishwashing tub
Dish brush
Tea towelsqty 4
Cleaning spray
Hand soap

Catering

Groceries

Tips

Finish the quiz questions and verify every answer and source at least 3 days before the event. Prepare tie-break questions at the same time, so a close final score does not leave you improvising.
Run a complete test at least 24 hours beforehand with the exact quiz platform, video call, webcams, microphones, screen sharing and scoring. Test the backup laptop and power connections rather than leaving them in the box.
Send participant information no later than 2 days before the quiz. Include the joining link, start time, rules, time limits and anything participants need to have ready, such as paper and a pen.
Open the quiz files and connect the equipment 30 minutes before the start. Check the presentation screen, music, live scores, timer and charger or power-bank backup before admitting participants.
Plan the first hour of refreshments separately from the quiz flow. Set out cups, plates, cutlery, bowls and hot-drink equipment before starting, so nobody has to leave the call during the opening rounds.

Frequently asked questions

How far in advance should I plan an online quiz?: Start 1 to 2 weeks ahead for a small quiz, especially if you need registrations and several rounds. Finish the questions and run the full technical test at least 24 hours before the event.
How long should an online quiz take?: Allow about 60 to 90 minutes for the quiz itself, depending on the number of rounds and answer time limits. Add 15 minutes at the beginning for joining, sound checks and explaining the rules.
What equipment do I need for an online quiz?: Use a laptop for hosting, a backup laptop, a webcam, a USB microphone or headset, chargers, power strips and the required HDMI cables or adapters. Keep a smartphone and power bank available as a second communication or connection option.
When should I send the online quiz reminder?: Send the main participant information 2 days before the quiz and a short reminder on the day itself. Include the joining link, start time, rules and any last-minute preparation in the final message.

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