Pub quiz checklist: what to arrange and when

A pub quiz runs smoothly when the questions are not the only thing ready. You need a confirmed venue, a clear team format, timed rounds, tested presentation equipment and enough printed materials for every team. This checklist takes you from the first arrangements through registration and room setup. Use it to spot the details that are easy to leave until the last hour, such as dietary requirements, spare pens, answer sheets and the HDMI connection.

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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
Set the quiz format and teams
2 people
Compile Questions and Answers
2 people
Confirm reservation
Send invitations
Process registrations
Collect dietary requirements
Scheduling quiz rounds and times
2 people
Prepare presentation and answer key
2 people
Create team and table seating plans
Purchase prizes and materials
Do the shopping
2 people
Test the equipment at home
2 people
Print answer forms and score sheets
Chill drinks
2 people
Open and inspect the venue
2 people
Set up tables and chairs
4 people
Set up the quizmaster's table
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Lay out quiz materials at each table
2 people
Hang decorations and signage
2 people
Set up the buffet and drinks table
3 people

Event

Staff registration and reception
2 people
Guide teams to their table
2 people
Explain quiz rules and program
Present quiz rounds
Collect answer sheets
2 people
Check answers and keep score
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear tables in between
2 people
Check the final standings
2 people
Announce winners and hand out prizes
2 people
Wave goodbye to visitors
2 people

Aftercare

Pack leftovers
2 people
Collect materials
3 people
Put tables and chairs back
4 people
Wash dishes
3 people
Collect and take away waste
2 people
Clean the venue
3 people
Disconnect and pack up equipment
2 people
Return borrowed items
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Quiz master table
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Timerqty 2

Tableware

Drinking glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4
Serving bowlsqty 8
Serving spoonsqty 8
Bottle openersqty 3

Quiz materials

Answer formsqty 70
Score sheetsqty 10
Ballpoint pensqty 70
Team badgesqty 12
Pen holdersqty 8

Decorations

Tableclothsqty 8
Round signsqty 8
Welcome sign
Directional signsqty 6
Buntingqty 6

Lighting

String lightsqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Microfiber clothsqty 8

Catering

Groceries

Tips

Set the quiz format before sending invitations. Decide how many people can join a team, how many rounds you will run and when registration closes, so you can prepare team badges and table seating without last-minute changes.
Allow a fixed time for each round and add at least 10 minutes for collecting and marking answers. A visible timer helps the quizmaster keep the evening moving and prevents one difficult round from delaying everything else.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and clicker at home, then test them again at the venue. Pack extension cords and power strips; a working presentation is no use if the cable cannot reach the quizmaster’s table.
Print one answer form and score sheet per team, plus spare copies and pens. Put the materials at each table before guests arrive, rather than handing them out while teams are registering.
Chill drinks and set up the buffet before opening registration. Keep the welcome sign, team badges and seating plan together at reception so staff can check names and guide each team to its table quickly.

Frequently asked questions

How far in advance should I organise a pub quiz?: Confirm the date and venue at least 4–6 weeks ahead, especially if you need a reservation. Send invitations once the format and team limit are fixed, then close registrations several days before the quiz so you can prepare seating and dietary information.
How many questions do I need for a pub quiz?: Plan the question count around your round length rather than choosing one large total. For example, five rounds of 10 questions gives 50 questions; allow roughly 20–30 minutes per round including answer collection and marking.
How much equipment is needed for a pub quiz?: You need one laptop, projector and screen, plus speakers and a microphone if the room is large. Bring at least one HDMI cable, two extension cords and a power strip, and test every connection before guests arrive.
When should I set up the pub quiz venue?: Arrive at least 90 minutes before registration to inspect the room, arrange tables and chairs, and set up the quizmaster’s table. Aim to have the projector, sound system, answer sheets, drinks and signage ready 20–30 minutes before doors open.

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