What you need for a photo quiz

A photo quiz needs more than photos and a projector. You will need enough answer forms, pens, score sheets and team markers for every participant, plus reliable equipment for showing the rounds. Plan tableware and refreshments around your guest count, and allow time to chill drinks and test the presentation. This checklist helps you buy or gather the items people most often forget, including extension cords, clipboards and prize materials.

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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
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 5 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Party nuts - 3 bags
- Salted sticks - 3 bags
- Popcorn - 3 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Grapes - 2 kilogram
- Apples - 30 pieces
- Carrots - 1 kilogram
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Baguettes - 8 pieces
- Mini wraps - 50 pieces
- Young cheese - 1 kilogram
- Back ham - 750 grams
- Turkey breast - 750 grams
- Vegetarian spread - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning sponges - 1 pack
- All-purpose cleaner - 1 bottle

Tips

Prepare one answer form and one pen or pencil for each participant, plus at least 10% extra in case someone loses theirs. Keep score sheets and markers at the registration desk before guests arrive.
For each team, provide a team badge, clipboard and writing materials. Prepare the team assignments and badges before setup so registration does not become a bottleneck.
Test the laptop, projector, screen, speaker and microphone together at the venue at least 24 hours beforehand. Pack extension cords and power strips; the nearest socket is rarely where the equipment needs to stand.
Plan one reusable drinking glass per guest, plus at least 10% spare, and provide coffee cups, plates, cutlery and serving utensils if food and hot drinks are included. Chill drinks several hours before doors open rather than during setup.
Bring prizes, round signs, markers, scissors and paper tape in one labelled box. Keep a second copy of the quiz presentation and answer key on a separate drive or device before leaving for the venue.

Frequently asked questions

What do I need for a photo quiz?: You need a laptop, projector, projection screen, speaker and the cables or power strips to connect them. For the quiz itself, prepare answer forms, score sheets, pens or pencils, team badges, round signs and prizes. You will also need tables, chairs and serving items if guests eat or drink.
How many answer sheets and pens do I need for a photo quiz?: Prepare one answer form and one pen or pencil per participant, then add about 10% spare. For 40 participants, that means 44 forms and at least 44 writing items. Keep extras at the registration desk.
How early should I test the photo quiz equipment?: Test the full presentation setup at least 24 hours before the quiz, using the same laptop, projector, screen, speaker and microphone where possible. On the day, allow another 30 to 45 minutes to connect everything and check the first and last slides.
How many glasses and plates do I need for a photo quiz?: Provide one reusable drinking glass per guest and add 10% spare. For plates, coffee cups and cutlery, match the number of guests if everyone will use them; prepare extra serving platters and tongs for each separate snack or food station.

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