Pub quiz checklist: what to arrange and when

A pub quiz needs more than a list of questions. You need a confirmed venue, a workable running order, tested presentation equipment, enough answer sheets and a clear scoring system. Start with the date, location and quiz format, then allow time for registrations, team setup and dietary requirements. On the day, leave at least 60–90 minutes for tables, chairs, drinks, presentation equipment and quiz materials before the first question.

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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
2 people
Reserve venue
Choose quiz themes
2 people
Write quiz questions
3 people
Create Answers and Scoring
2 people
Select music clips
Confirm the quiz host
Send invitations
2 people
Process registrations
Collect dietary requirements
Assemble teams
2 people
Buy prizes
2 people
Check quiz files
2 people
Test presentation
2 people
Check the shopping list
Do the shopping
2 people
Print quiz materials
2 people
Sort answer forms
Wrap the prizes
Chill drinks
2 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Connect quiz equipment
2 people
Set up quiz presentation
Set up the registration table
2 people
Set up buffet and drinks table
3 people
Prepare snacks
3 people
Hang decorations
2 people
Test sound and visuals
2 people

Event

Guide team registration
2 people
Serve welcome drinks
2 people
Explain quiz rules
Present quiz rounds
Collect answers
2 people
Check answers
3 people
Refill snacks
2 people
Refill drinks
2 people
Announce the winners
Present prizes
2 people
Wave goodbye to visitors
2 people

Aftercare

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

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Rechargeable batteriesqty 8

Kitchen

Kettlesqty 2
Coffee maker
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Thermos flasksqty 4

Decorations

Quiz table numbersqty 8
Tableclothsqty 8
Balloonsqty 40
Buntingqty 6
Prize table sign

Lighting

LED light stringsqty 4

Catering

Prizesqty 3
Pen setsqty 10
Answer formsqty 400
Team name badgesqty 80
Name stickersqty 80
Groceries

Cleaning

Waste binsqty 4
Broomsqty 2
Mopsqty 2
Bucketsqty 2

Tips

Write and test the quiz questions before sending invitations, then check that every answer is unambiguous and that the scoring rules fit the number of rounds.
Confirm the host at least one week in advance and give them the final quiz file, answer key, running order and music clips rather than sending materials in separate messages.
Plan registration and team assembly before the first round. Print table numbers and sort answer forms so teams can sit down and begin without a queue.
Test the laptop, projector, screen, speakers and microphone together at the venue, not just separately at home. Pack extension cords, power strips and rechargeable batteries as backup.
Chill drinks and prepare coffee equipment before guests arrive. Count glasses, cups, plates and cutlery for the expected attendance, then keep serving platters and tongs ready for food service.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow 2–3 weeks for a small pub quiz, including venue confirmation, invitations, registrations and question writing. Reserve the final 2–3 days for printing, shopping, prize wrapping and equipment checks.
How many questions do you need for a pub quiz?: Plan around 40–60 questions for a quiz lasting roughly 90 minutes, divided into several rounds with time for answers and marking. Add music clips or picture rounds only after the core questions and answer key are complete.
How early should I arrive to set up a pub quiz?: Arrive 60–90 minutes before guests are due. This gives you time to arrange tables and chairs, set table numbers, connect the projector and speakers, prepare registration and check the quiz presentation.
What equipment is needed to run a pub quiz?: At minimum, prepare a laptop, projector, screen, speakers, microphone, extension cords and power strips, plus printed answer forms and scoring materials. Test the complete setup at least 24 hours beforehand and bring rechargeable batteries as backup.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.