Pub quiz checklist: what to arrange and when

A pub quiz runs smoothly when the questions, scoring and room setup are ready before guests arrive. This checklist takes you from choosing the date and team size to testing the presentation, sound and music clips. It also covers registrations, dietary requirements, answer sheets, drinks and the registration table. Use it to spot the jobs that are often left until the last minute, especially technical checks and chilling drinks.

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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 quiz theme and team size
2 people
Compile Questions and Answers
2 people
Create quiz rounds and scoring
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations and teams
Check supplies
Reserve venue
Create presentation with questions
2 people
Print answer forms and score sheets
Test music clips and images
2 people
Do the shopping
2 people
Chill drinks
Lay out quiz materials

Event

Open room
2 people
Set up tables and chairs
3 people
Set up quiz table and presentation screen
2 people
Connect sound equipment
2 people
Test the quiz presentation technically
2 people
Lay out answer sheets per team
Set up the buffet and drinks table
2 people
Arrange snacks on platters
2 people
Set up the registration table
Receive participants
3 people
Check teams and table seating
2 people
Give welcome briefing
Present quiz round one
Collect and check answers
3 people
Present quiz round two
Restock break drinks and snacks
2 people
Present quiz round three
Announce interim standings
Present the final round
Check final score
2 people
Announce the winners
Handle the final round of drinks
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect and sort waste
2 people
Wash dishes and glasses
2 people
Put tables and chairs back
3 people
Clean the room
2 people
Store quiz materials and prizes
Return borrowed items
Collect lost and found items

What to bring

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

Furniture

Tablesqty 11
Chairsqty 50
Tableclothqty 11
Quiz table

Tableware

Glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Batteriesqty 12

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Bottle openersqty 2

Decorations

Menu boardsqty 3
Table numbersqty 10

Lighting

Mood lightingqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan
Waste binsqty 4

Quiz materials

Answer formsqty 80
Score sheetsqty 15
Pensqty 60
Quiz questions
Prizesqty 3

Catering

Groceries

Tips

Set the team size before sending invitations, then use registrations to confirm teams and collect dietary requirements. Finalise the team list before printing answer forms and score sheets.
Prepare the questions, answers, rounds and scoring before creating the presentation. Keep one complete answer key for marking and test every image and music clip from the actual laptop.
Open the room early enough to set up tables, chairs, the quiz table and screen without rushing. Allow at least 30 minutes for connecting the projector, speakers and microphone and testing the presentation.
Chill drinks before guests arrive and put the buffet and drinks table in place after the room layout is fixed. Count glasses, coffee cups, plates, cutlery and serving bowls at the same time.
Place answer sheets and score sheets at each team’s table, and keep spare pens, batteries, extension cords and power strips at the quiz table. A clearly marked registration table prevents late arrivals from interrupting the first round.

Frequently asked questions

How far in advance should I organise a pub quiz?: Confirm the date and venue at least 4 weeks ahead if people need to register. Set the theme and team size early, then send invitations once the basic format is fixed.
How many questions should a pub quiz have?: Plan the number of questions around your chosen rounds and the time available, rather than adding questions at the last minute. Allow about 10 minutes per round, including reading questions and collecting answer sheets.
When should I test the pub quiz equipment?: Test the laptop, projector, screen, speakers, microphone and presentation on the day, at least 60 minutes before guests arrive. Play every music clip and display every image from the equipment you will actually use.
When should I set up food and drinks for a pub quiz?: Set up the room and technical equipment first, then arrange the buffet and drinks table during the final 30 to 45 minutes. Chill drinks before setup and keep dietary information visible for whoever is serving.

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