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Pub quiz checklist: what to arrange and when

A pub quiz runs smoothly when the questions, teams and technology are ready before guests arrive. This checklist takes you from booking the venue and confirming timings to registrations, dietary requirements, quiz rounds, scoring and prizes. It also covers the details that are easy to leave too late: printing answer sheets, loading files onto the laptop, testing the projector and chilling drinks. Work through the plan in order, then use the final setup time to check the room rather than solve avoidable problems.

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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

  • Confirm date and times

  • Send invitations

  • Process registrations

  • Collect dietary requirements

  • Prepare quiz rounds

    2 people

  • Check the quiz questions

    2 people

  • Create Answers and Scoring

  • Select music for quiz rounds

  • Buy prizes

  • Assign teams

  • Finalize the participant list

  • Send reminder

  • Print quiz booklets

  • Print response forms

  • Make team cards

  • Do the shopping

    2 people

  • Load quiz files onto the laptop

  • Test the equipment at home

    2 people

  • Wrap the prizes

Event

  • Chill drinks

    2 people

  • Open venue

    2 people

  • Set up tables and chairs

    3 people

  • Set up the quiz table

  • Set up the projection screen

    2 people

  • Connect sound equipment

    2 people

  • Test the quiz presentation

    2 people

  • Set up buffet and bar

    2 people

  • Set out answer forms

  • Set up the reception table

  • Receive participants

    2 people

  • Guide teams to tables

    2 people

  • Serve welcome drinks

    2 people

  • Explain the rules

  • Present quiz rounds

  • Collect answers

    2 people

  • Check answers

    3 people

  • Refill drinks

    2 people

  • Refill snacks

    2 people

  • Announce interim standings

  • Announce the winners

  • Present prizes

    2 people

  • Say goodbye to participants

    2 people

Aftercare

  • Switch off equipment

    2 people

  • Pack leftover food

    2 people

  • Put furniture back

    3 people

  • Wash dishes

    2 people

  • Collect waste

    2 people

  • Clean the venue

    3 people

  • Check toilets

  • Check materials

  • Return borrowed materials

  • Archive the final results

What to bring

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

Furniture

  • Tablesqty 8
  • Chairsqty 48
  • Quiz table
  • Buffet tableqty 2

Equipment

  • Laptop
  • Projector
  • Projection screen
  • Portable speaker
  • Microphone
  • Presentation clicker
  • Extension cordsqty 3
  • Power stripsqty 3
  • HDMI cable
  • Charging cablesqty 2

Tableware

  • Drinking glassesqty 60
  • Coffee cupsqty 48
  • Platesqty 60
  • Cutlery setsqty 48
  • Serving plattersqty 8
  • Serving jugsqty 4

Kitchen

  • Corkscrewqty 2
  • Bottle openersqty 3
  • Coffee maker
  • Kettlesqty 2
  • Coolersqty 3
  • Ice cube traysqty 4

Decorations

  • Tableclothsqty 8
  • Team card holdersqty 8
  • Prize table sign

Lighting

  • Atmosphere lightsqty 4

Office

  • Pensqty 60
  • Spare paperqty 100
  • Scoreboard
  • Whiteboard markersqty 4
  • Prizesqty 3

Cleaning

  • Broom and dustpan
  • Mop and bucket
  • Cleaning glovesqty 3

Catering

  • Groceries

Tips

  • Finish the quiz questions, answer key and scoring system at least 7 days before the quiz. This leaves time to check ambiguous answers and test every round in the presentation.
  • Close registrations and finalise teams 2–3 days beforehand. Use the confirmed list to prepare team cards, table seating and enough printed quiz booklets and response forms.
  • Test the laptop, projector, screen, speaker, microphone, clicker and HDMI connection at home at least 24 hours before the event. Pack extension cords, power strips and charging cables with the equipment.
  • Buy and wrap the prizes before the day, rather than during setup. Put them on a clearly marked prize table so the presentation does not stall while someone searches for them.
  • Open the venue at least 90 minutes before the first question. Set up tables, chairs, the quiz table and projection screen first; then chill drinks and arrange glasses, coffee cups, plates and serving equipment.

Frequently asked questions

How far in advance should I organise a pub quiz?
Book the venue and confirm the date at least 4–6 weeks ahead if you expect a larger group. Send invitations soon after, then leave the final 2 weeks for registrations, quiz preparation and equipment checks.
How many questions do I need for a pub quiz?
Plan the number of questions around the length of your event, rather than choosing a fixed total. For a 90-minute quiz, prepare several rounds plus time for reading questions, team discussion, marking and answers; have a few spare questions ready in case a round finishes quickly.
When should I print pub quiz answer sheets?
Print the quiz booklets and response forms 1–2 days before the event, after the questions and scoring have been checked. Print a few extra copies for damaged sheets, late registrations or teams that need a replacement.
How long does it take to set up a pub quiz?
Allow at least 90 minutes at the venue for tables, chairs, the quiz table, projection screen and equipment. Add extra time if you need to connect a microphone, portable speaker or projector for the first time.

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