Photo quiz checklist: what to arrange and when

A photo quiz needs more preparation than collecting a set of pictures. You need clear rounds, checked answers, reliable presentation equipment, team assignments and a simple scoring process. Start by confirming the date and room, then build and test the quiz before sending invitations. During the final week, print answer forms and score sheets, confirm dietary requirements, shop for snacks and drinks, and prepare the room so teams can start without delay.

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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 a room
Set the quiz theme
2 people
Prepare quiz rounds
2 people
Collect photos
2 people
Check answers
2 people
Create presentation
Technically test presentation
2 people
Send invitations
Process registrations
Collect dietary requirements
Prepare team assignments
Write out the quiz rules
Print response forms
Print score sheets
Collect quiz materials
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up projector and screen
2 people
Connect sound and laptop
2 people
Set up quiz presentation
Set up response tables
2 people
Set up the buffet and drinks table
3 people
Set up the registration table

Event

Receive participants
3 people
Assign teams
2 people
Explain quiz rules
Present quiz rounds
Collect answers
2 people
Refill drinks
2 people
Serve appetizers and snacks
3 people
Check answers
3 people
Enter scores
2 people
Announce the winners
Present prizes
2 people
Say goodbye to participants
2 people

Aftercare

Collect tableware
3 people
Pack leftovers
2 people
Sort and remove waste
2 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
3 people
Return borrowed items
Archive quiz files

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Registration desk

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Quiz materials

Answer formsqty 150
Score sheetsqty 20
Pensqty 60
Pencilsqty 20
Round signsqty 8
Team badgesqty 50
Prizesqty 3
Clipboardsqty 12

Office supplies

Paper tapeqty 2
Markersqty 6
Scissorsqty 2
Pen holdersqty 8

Decorations

Tableclothsqty 10
Name badgesqty 50

Lighting

Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Broom and dustpan
Mop and bucket
Washing-up tubsqty 2

Catering

Groceries

Tips

Set the quiz structure before collecting every photo. Decide the theme and rounds first, then check each answer and place the images in the presentation so last-minute changes do not create scoring problems.
Test the laptop, projector, screen, speaker and microphone at the venue at least 24 hours before the quiz. Bring extension cords and power strips, and run the presentation from start to finish rather than checking only the opening slide.
Print one answer form per team for every quiz session, plus score sheets for the people marking answers. Add spare pens or pencils and use clipboards if teams will not have a clear table surface.
Finish registrations and team assignments before the event day. Record dietary requirements at least 3 days in advance, then prepare snacks, chill drinks and check that serving platters, tongs, plates and glasses are available.
Allow at least 60 minutes before the start for venue access and setup. Put out team badges and round signs, arrange tables and chairs, connect the equipment, and keep the answer forms and prizes at the registration desk.

Frequently asked questions

How far in advance should I plan a photo quiz?: Start at least 3 weeks before the event. Confirm the room and date first, then allow time to prepare quiz rounds, collect photos, check answers, send invitations and process registrations.
How many photos do I need for a photo quiz?: Plan the number of photos around your chosen rounds and running time rather than using one fixed total. As a practical rule, allow 10 to 15 minutes per round, including time for teams to write answers and for you to mark or explain them.
When should I test the projector and presentation?: Test the complete setup at the venue at least 24 hours before the quiz, then check the connections again when you open the room. Confirm that the laptop, projector, screen, speaker, microphone and power cables all work together.
What should I prepare on the day of the photo quiz?: Arrive at least 60 minutes before guests. Set up tables, chairs and the registration desk, connect the presentation equipment, put out team badges and answer forms, chill drinks, prepare snacks and keep score sheets and prizes ready.

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.