Pub quiz checklist: everything to arrange

A pub quiz runs smoothly when the practical details are settled before you start writing questions. Confirm the date and venue first, then recruit the host, open registrations and collect dietary requirements. In the final week, check the quiz rounds, presentation, equipment and prizes. On the day, allow time to collect keys, ventilate the room, arrange tables, test the projector and chill the drinks before guests arrive.

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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
Recruit quiz team and host
2 people
Make the venue reservation
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Prepare quiz rounds
2 people
Check questions and answers
2 people
Select music clips
Compile the presentation
Print the quiz forms
Prepare team assignments
Buy prizes
Check the shopping list
2 people
Do the shopping
2 people
Set out drinks chilled
2 people
Charge equipment
Print attendance list
Pick up venue keys

Event

Open and ventilate the room
2 people
Set up tables and chairs
4 people
Place table numbers
2 people
Set up the quiz table
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test quiz presentation and sound
2 people
Set up the buffet and drinks table
3 people
Prepare prizes and materials
2 people
Staff registration and reception
2 people
Guide teams to tables
2 people
Serve coffee and tea
2 people
Present quiz rounds
Collect and check answers
3 people
Refill drinks
2 people
Refill snacks
2 people
Announce the winners
See off guests and manage departure
2 people

Aftercare

Switch off equipment
2 people
Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect and take away waste
2 people
Clean the hall and restrooms
3 people
Check stock and materials
2 people
Return borrowed materials
2 people
Lock up the venue and return the keys

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Changing room table
Waste binsqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 70

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Tongs and serving spoonsqty 8

Equipment

Laptop
Spare laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2
USB stickqty 2
Stopwatchqty 2
Calculatorsqty 4

Decorations

Table numbersqty 10
Tableclothsqty 10
Balloonsqty 40
Buntingqty 6
Prizesqty 3

Lighting

LED string lightsqty 4

Cleaning

Dish brushesqty 3
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Book the venue before sending invitations, and confirm how many tables, chairs, power sockets and toilet facilities are available. Ask about access time and key collection at least 7 days before the quiz.
Finish the questions and answers at least 3 days in advance. Read every question aloud, check that each answer is unambiguous, and keep a spare copy on a USB stick.
Test the laptop, projector, screen, speakers, microphone and HDMI cables together before the event. Charge the equipment the night before and bring a spare laptop in case the presentation fails.
Close registrations 2 to 3 days before the quiz so you can process the list, assign teams and print attendance sheets and quiz forms. Keep dietary requirements with the final headcount rather than relying on memory.
Arrive 60 to 90 minutes before the start time. Open and ventilate the room, arrange numbered tables, set up the quiz table and presentation, then chill drinks before teams sit down.

Frequently asked questions

How far in advance should I organise a pub quiz?: Start 4 to 6 weeks ahead if you need a venue and team registrations. Confirm the date and location first, finish the quiz and equipment check at least 3 days before the event, and print forms the day before.
How many questions should a pub quiz have?: Plan around 40 to 60 questions for a quiz lasting 2 to 3 hours, divided into several rounds with short breaks. Allow time for reading questions, collecting answers, marking sheets and announcing scores.
When should I close pub quiz registrations?: Close registrations 2 to 3 days before the quiz. This gives you enough time to process entries, collect dietary requirements, prepare team assignments and print the attendance list and quiz forms.
What equipment do I need to test before a pub quiz?: Test the laptop, spare laptop, projector, screen, speakers, microphone, HDMI cables and power supplies together at least 24 hours beforehand. Charge everything and keep the presentation on a USB stick as a backup.

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.