Pub quiz checklist: what to arrange and when

A pub quiz runs smoothly when the questions are not the only thing ready. You also need a clear format, confirmed teams, answer sheets, working presentation equipment and a room that can handle scoring without delays. Plan the quiz content first, then confirm registrations, food and drinks, and leave enough time for a full technology test. This checklist covers the practical details people often leave until the last hour, including tie-breakers, dietary requirements and spare cables or batteries.

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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

Set quiz date and location
Determine the quiz format and team size
2 people
Prepare quiz questions
2 people
Check answers and scoring
2 people
Prepare tie-break questions
Send invitations
Process registrations
Collect dietary requirements
Confirm venue booking
Prepare team assignments
Purchase prizes for the winners
Do the shopping
2 people
Finalize quiz presentation
Copy response forms
Test music and sound clips
2 people
Bundle quiz materials
2 people

Event

Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up the presentation table
2 people
Set up projector and screen
2 people
Connect the laptop and presentation
2 people
Test the microphone and speakers
2 people
Prepare quiz rounds and answer sheets
2 people
Set up the bar and snack table
2 people
Set up the reception desk
Receive participants
3 people
Register teams and team names
2 people
Give welcome briefing
Present the quiz round
Collect answer sheets
2 people
Check answers
3 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Announce break
Check final standings and tie-break
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect materials and waste
3 people
Clear tables and chairs
4 people
Wash dishes and glasses
2 people
Clean the bar and kitchen
2 people
Clean the hall and restrooms
2 people
Take waste to the bins
2 people
Return borrowed materials

What to bring

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

Furniture

Tablesqty 10
Chairsqty 65
Presentation table
Bar or serving table

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphone
HDMI cableqty 2
HDMI adapterqty 2
Power stripsqty 4
Extension cordsqty 4
Spare batteriesqty 12
Timerqty 2

Tableware

Drinking glassesqty 70
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Pouring jugsqty 6

Kitchen

Coolersqty 4
Ice cube traysqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 10
Serving traysqty 4
Bottle openersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4

Decorations

Tableclothsqty 10
Team name signsqty 15
Welcome sign
Prize display

Lighting

Atmosphere lightsqty 6

Catering

Groceries

Quiz materials

Answer formsqty 300
Quiz bookletsqty 75
Team name cardsqty 75
Pensqty 80
Pencilsqty 20
Eraserqty 10
Score sheetsqty 20
Reply foldersqty 10
Tie-break cardsqty 20
Presentation remote
Prizesqty 3
Gift vouchersqty 3
Number cardsqty 15
Tapeqty 4
Scissorsqty 3
Markersqty 12
Clipboardsqty 10

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6
All-purpose cleanerqty 2
Glass cleaner
Toilet brushesqty 2
Towel rollsqty 4
Disinfecting wipesqty 2

Tips

Set the format before writing the questions. Decide the number of rounds, team size and answer method early enough to prepare the presentation, response forms and team assignments without last-minute changes.
Prepare at least one tie-break question before the event. A tied final score can otherwise add 10–15 minutes while you invent a fair question and decide how teams should submit their answers.
Test the complete presentation setup at least 24 hours beforehand, then test it again when you open the venue. Connect the laptop, projector, screen, HDMI adapter, microphone and speakers rather than checking each item separately.
Confirm dietary requirements when processing registrations, not when buying the food. Set aside serving platters, plates, cutlery and clearly separated options so the snack table is ready before the first round starts.
Build in a proper setup window before guests arrive. Allow time to arrange tables and chairs, prepare the presentation table, chill drinks, fill pouring jugs and place answer sheets and pens where every team can reach them.

Frequently asked questions

How far in advance should I plan a pub quiz?: Set the date and venue at least 4–6 weeks ahead, especially if you need a projector, sound system or a larger room. Start writing and checking questions no later than 2 weeks before the quiz.
How many questions do I need for a pub quiz?: For a quiz lasting about 2 hours, prepare roughly 40–60 questions across several rounds, plus 1–3 tie-break questions. Leave time for reading questions, collecting answer sheets and announcing scores.
What equipment do I need for a pub quiz?: You need a laptop, projector, projection screen, HDMI cable and any required adapter, plus a microphone and speakers if the room is large. Pack power strips, extension cords and spare batteries so one missing connection does not stop the quiz.
How early should I arrive to set up a pub quiz?: Arrive 60–90 minutes before guests are due, or earlier if the venue has unfamiliar equipment. Use that time to arrange the tables, test sound and slides, prepare answer sheets, chill drinks and set up the bar and snack table.

Start this plan in Lizzt

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