Pub Quiz Checklist

A pub quiz needs more than a list of questions. You also need a clear running order, reliable presentation equipment, answer sheets, team seating and a way to keep scores moving. Start by confirming the date and venue, then build the quiz content and collect registrations. During the final week, check dietary requirements, prizes, supplies and technical details. On the day, allow time to arrange tables, chill drinks, test the sound and save the quiz files offline 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
Choose quiz themes and rounds
2 people
Collect questions and answers
2 people
Send invitations
Process registrations
Collect dietary requirements
Create team and table seating plans
2 people
Edit quiz questions
2 people
Create answer sheets and score sheets
Select music clips
Create presentation with questions
Technically test presentation
2 people
Confirm reservations
Buy prizes
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Save quiz files offline

Event

Open venue
2 people
Set up tables and chairs
4 people
Number the tables
2 people
Connect equipment
2 people
Test sound and visuals
2 people
Prepare quiz materials
2 people
Set up the buffet and drinks station
3 people
Receive participants
3 people
Guide teams to tables
2 people
Explain the rules and program
Present quiz rounds
Collect answer sheets
2 people
Check answers
4 people
Keep track of scores
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Announce break
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Pack up materials
2 people
Return borrowed items
2 people
Store leftovers safely
Check lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8

Tableware

Drinking glassesqty 60
Coffee mugsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Presentation clicker
Quiz buzzersqty 8
Coffee maker
Coolersqty 3

Stationery

Answer formsqty 100
Score sheetsqty 20
Ballpoint pensqty 60
Whiteboard
Whiteboard markersqty 6
Table number cardsqty 8
Name stickersqty 60
Rolls of tapeqty 4

Decorations

Pub quiz banner
Table decorationsqty 8

Catering

Prizesqty 3
Groceries

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpans and brushesqty 2
Reusable cleaning clothsqty 12

Tips

Finish and edit the questions before creating the presentation and answer sheets. Keep one offline copy of the quiz on the laptop in case the venue’s internet connection fails.
Test the projector, screen, speakers, microphone, HDMI cable and clicker together at the venue, not just separately at home. Leave at least 30 minutes for troubleshooting before doors open.
Close registrations early enough to make team and seating plans. A final list 2–3 days before the quiz gives you time to number tables, prepare name stickers and print score sheets.
Plan food and drinks against the registration list, including dietary requirements. Chill drinks and prepare snacks before setup begins so serving does not compete with the first round.
Assign scoring clearly before the event starts. Keep answer forms, pens and score sheets at each table, and use a whiteboard to show team numbers, round progress or current scores.

Frequently asked questions

How far in advance should I organise a pub quiz?: Confirm the date and venue at least 4–6 weeks ahead. Aim to have questions, registrations, team plans and equipment checks completed during the final week.
How many questions do you need for a pub quiz?: Plan the number of questions around your available time and rounds rather than writing them at the last minute. Allow roughly 10–15 minutes per round, including answer collection and scoring.
What equipment do I need for a pub quiz?: For a presentation-based quiz, prepare a laptop, projector, screen, speakers, microphone, HDMI cable, extension cords and a clicker. Test the full setup at least once before the event and again after connecting it at the venue.
When should I prepare the teams and seating plan?: Create the first team and table plan as soon as registrations are stable, then update it 2–3 days before the quiz. Print table numbers and keep a final copy available for the host and helpers.

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.