Pub Quiz Checklist and Planning Guide

A good pub quiz depends on more than writing entertaining questions. You need a clear format, reliable scoring, working presentation equipment and enough time to prepare the room. Start by confirming the venue, quizmaster and schedule, then manage registrations and dietary requirements before assigning teams. On the day, allow time to test the laptop, projector, sound and cables before guests arrive. This checklist keeps the planning order clear and helps prevent the details that are often left until the last hour.

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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

Set the quiz format and rounds
Create questions and answers
2 people
Check all quiz questions
2 people
Record the scoring
Confirm venue and times
Send invitations
Process registrations
Collect dietary requirements
Create team assignments
Arrange the quizmaster and graders
Prepare the running order for the evening
Create answer and score sheets
Print quiz questions and forms
Make team cards and table signs
Go shopping
2 people
Gather materials
2 people
Load quiz files onto laptop
Test presentation and sound
2 people

Event

Chill drinks
2 people
Prepare coffee and tea
2 people
Set up tables
3 people
Place chairs and table signs
3 people
Set up the quizmaster table
2 people
Connect laptop and equipment
2 people
Hang decorations and signage
2 people
Set out snacks and tableware
2 people
Brief the quizmaster and graders
3 people
Welcome participants
2 people
Hand out team forms
2 people
Start and present the quiz
Serve snacks
2 people
Refill drinks
2 people
Collect response forms
2 people
Review answers and scores
3 people
Announce the final standings
Hand out prizes
2 people

Aftercare

Clear away tables and chairs
3 people
Clear away food and drinks
2 people
Collect and sort materials
2 people
Wash the dishes and glasses
2 people
Clean the hall and kitchen
3 people
Empty waste bins and remove the waste
2 people
Disconnect equipment
2 people
Return borrowed materials
Update results and participant list

What to bring

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

Furniture

Tablesqty 10
Chairsqty 65
Quiz master table
Tableclothsqty 10

Equipment

Laptop
Projector
Projection screen
HDMI cable
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Timer
Calculatorsqty 3

Game materials

Answer formsqty 150
Score sheetsqty 12
Team badgesqty 12
Prizesqty 3
Quiz bell

Office

Ballpoint pensqty 75
Clipboardsqty 12
Name stickersqty 75
Tapeqty 3
Scissorsqty 2

Tableware

Glassesqty 80
Coffee mugsqty 25
Platesqty 70
Serving plattersqty 12
Serving utensilsqty 6

Kitchen

Coolersqty 3
Thermos flasksqty 3
Bottle openersqty 3

Decorations

Pub quiz banner
Balloonsqty 30
Round signsqty 6
Signage boardsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan

Catering

Groceries

Tips

Set the quiz format before writing questions. Decide how many rounds, questions per round and tie-break rules you will use, then check every question and answer at least once.
Work backwards from the start time. Finish printing answer forms, score sheets, team cards and table signs before the day, rather than trying to prepare them while guests are arriving.
Test the full presentation and sound setup at the venue, not just at home. Connect the laptop, projector, screen, speakers, microphone and power supplies, then run one complete sample round.
Close registrations early enough to assign teams properly. Collect dietary requirements at the same time and keep the final team list with the quizmaster and graders.
Allow a separate setup window for tables, chairs, signs, drinks and refreshments. Chill drinks in advance, and prepare coffee and tea before the first round so serving does not interrupt scoring.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow at least two to three weeks for a planned quiz with invitations, registrations and team assignments. Reserve the final two days for printing, shopping, checking questions and confirming the venue details.
How many questions should a pub quiz have?: A practical format is five to eight rounds with six to ten questions per round, depending on the length of the evening. Allow around 10 to 15 minutes per round, including answer collection and scoring.
What equipment do I need for a pub quiz?: For a projected quiz, plan for a laptop, projector, screen, HDMI cable, speakers, microphone, extension cords and power strips. Test every connection at least one day beforehand and bring a timer and spare pens for the scoring process.
When should I assign pub quiz teams?: Create team assignments after registrations close and no later than one day before the quiz. Prepare team cards and table signs in advance so guests can find their places without delaying the start.

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