Pub quiz checklist: what to arrange and when

A pub quiz runs smoothly when the practical details are settled before the first team arrives. Book the venue, collect registrations and dietary requirements, then prepare and check the quiz rounds, answer sheets and scoring. On the day, allow time for the tables, reception desk, sound system and screen to be set up and tested. This checklist covers the full run-up, including the small jobs that are easy to leave until the last minute.

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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
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Create Answers and Scoring
2 people
Print quiz booklets and answer sheets
Prepare teams and table layout
Do the shopping
2 people
Test equipment
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the quiz table
2 people
Set up sound system
2 people
Connect presentation screen
2 people
Lay out answer sheets
Set out snacks and nibbles
2 people
Set up the reception table

Event

Receive participants
3 people
Register teams
2 people
Serve drinks
2 people
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Refill drinks
2 people
Refill snacks
2 people
Announce breaks
Check final score
2 people
Announce the winners
Serve the last drinks round
2 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Take down tables and chairs
3 people
Switch off equipment
2 people
Wash dishes
2 people
Clean the venue
3 people
Store leftover drinks
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 2
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 3

Tableware

Beer glassesqty 70
Wine glassesqty 30
Water glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70

Kitchen

Coolersqty 4
Ice cube traysqty 4
Serving plattersqty 10
Serving spoonsqty 6
Coffee makerqty 2

Game materials

Answer formsqty 80
Quiz bookletsqty 10
Pensqty 80
Team badgesqty 80
Scoreboardsqty 10
Prizesqty 3

Decorations

Tableclothsqty 10
Name badgesqty 70
Directional signsqty 6

Lighting

Mood lightingqty 4
Lampsqty 4

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set

Catering

Groceries

Tips

Set a registration deadline at least 3 days before the quiz. Use the final list to confirm teams, note dietary requirements and prepare team badges and table assignments.
Finish the quiz questions and scoring at least 2 days ahead. Check every answer, decide how bonus points work and print the quiz booklets and answer sheets before the venue setup begins.
Test the laptop, projector, screen, speakers and microphone at least 60 minutes before guests arrive. Check extension cords, power strips and charging cables rather than assuming the venue has everything connected.
Chill drinks for at least 4 hours if possible, and prepare coolers and ice before opening the venue. Count glasses, plates, cutlery, serving platters and serving spoons while setting out the snacks.
Allow 30 minutes for registration before the first round starts. Keep the reception table separate from the quiz table, and place answer sheets, pens and team information where every team can find them quickly.

Frequently asked questions

How far in advance should I organise a pub quiz?: Book the venue and send invitations 3 to 4 weeks before the quiz. Set a registration deadline 3 days before the event so you have time to confirm teams, dietary requirements and the table layout.
How many questions do I need for a pub quiz?: Plan enough questions for the number of rounds and the time available, then allow 10 to 15 minutes for marking and scoring between or after rounds. Finish and check the complete question set at least 2 days before the event.
How long before a pub quiz should I arrive?: Arrive 90 minutes before guests if you need to arrange tables, chairs, the quiz table, reception table and presentation equipment. Aim to have the sound system and screen tested at least 60 minutes before registration opens.
What equipment do I need for a pub quiz?: For a quiz using projected questions, allow for a laptop, projector, projection screen, speakers, microphone, extension cords, power strips and charging cables. Prepare printed quiz booklets, answer forms and pens as a backup at least 1 day in advance.

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