Pub quiz afternoon checklist

A pub quiz afternoon needs more than a good set of questions. You need time to check the quiz, organise teams, prepare answer forms, test the presentation and get the room ready before people arrive. This checklist covers the work from invitations and registrations through to drinks, food and final equipment checks. Use it to keep the afternoon moving and avoid last-minute problems with sound, seating, scoring or dietary requirements.

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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

Send invitations
Open registrations
Confirm venue booking
Choose quiz themes
2 people
Collect quiz questions
2 people
Check the quiz questions
2 people
Process registrations
Collect dietary requirements
Assign teams
2 people
Arrange prizes
Lay out quiz booklets
Print response forms
Prepare presentation
Testing music clips
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
2 people
Ventilate room
Set up tables
3 people
Set out chairs
3 people
Set up the quiz table
Connect audio and video
2 people
Test the quiz presentation
2 people
Hang decorations
2 people
Set up the buffet
2 people
Number the team tables
Set up the registration table
Brief volunteers
2 people

Event

Welcome guests
3 people
Guide teams to tables
2 people
Explain the rules
Present quiz rounds
Collect answers
2 people
Refill drinks
2 people
Serve snacks
2 people
Check answers
3 people
Supervise the break program
Announce the winners
Present prizes
2 people
See off guests
2 people

Aftercare

Collect waste
3 people
Take down tables and chairs
3 people
Wash dishes
2 people
Switch off equipment
2 people
Clean the room
3 people
Pack leftover food
2 people
Return materials
2 people
Clean coolers
Take waste to the container

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tableqty 2
Registration desk
Coat rack

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Charging cablesqty 3

Game materials

Quiz bookletsqty 15
Answer formsqty 180
Pensqty 60
Team numbersqty 15
Reply foldersqty 15
Scoreboard
Round cardsqty 8
Prizesqty 3

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Table numbersqty 15

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Choose the quiz themes and collect questions at least 7 days before the afternoon. Leave time to check every question, confirm the answers and remove anything unclear or too easy.
Close registrations 2–3 days before the event so you can assign teams, prepare team numbers and collect dietary requirements before printing materials.
Set up the room 90–120 minutes before guests arrive. Allow separate time for tables, chairs, the quiz table, the buffet, decorations and the registration desk.
Test the laptop, projector, screen, speakers, microphone and presentation at the venue at least 60 minutes beforehand. Play every music clip and check that extension cords and power strips reach safely.
Chill drinks for at least 4 hours and prepare coffee equipment before doors open. Put answer forms, pens, quiz booklets and round cards where teams can reach them without leaving their tables.

Frequently asked questions

How far in advance should I organise a pub quiz afternoon?: Start planning 3–4 weeks ahead, especially if you need to confirm a venue and send invitations. Finalise questions and registrations during the last 7 days, then prepare teams and printed materials 2–3 days before the event.
How many questions do I need for a pub quiz afternoon?: Plan around 40–60 questions for a quiz lasting 2–3 hours, split into several rounds. Add time for reading questions, playing music clips, collecting answers and scoring between rounds.
When should I set up the room for a pub quiz?: Begin setup 90–120 minutes before guests arrive. Aim to finish the audio, video and presentation test at least 60 minutes before the start, leaving time to fix connection or volume problems.
How much food and drink should I prepare for a pub quiz afternoon?: For the first hour, allow about 2–3 drinks per person, then adjust for the remaining duration. Plan enough buffet portions for every registered guest, and confirm dietary requirements before shopping and setting out the food.

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.