Pub quiz checklist: what to arrange and when

A pub quiz runs smoothly when the questions, teams and equipment are ready before guests arrive. This checklist takes you from booking the venue and setting the date to printing answer sheets, preparing snacks and setting up the quiz table. Allow extra time for checking answers, testing the projector and speakers, and confirming dietary requirements. Close registrations before assigning teams, so late changes do not disrupt the scoring.

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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
Set quiz date
Send invitations
Process registrations
Collect dietary requirements
Set quiz rounds
2 people
Write quiz questions
2 people
Check answers
2 people
Compile music rounds
Create the quiz presentation
Create answer forms
Close the participant list
Assign teams
Buy prizes
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print quiz materials
Prepare return envelopes
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the quiz table
2 people
Connect sound and image
2 people
Test presentation and music
2 people
Set up the drink station
2 people
Set out snacks
2 people

Event

Receive participants
3 people
Explain the teams and rules
Present the quiz round
Collect answers
2 people
Check answers
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Announce interim standings
Check the winners
2 people
Present prizes
Say goodbye
2 people

Aftercare

Pack leftovers
2 people
Switch off equipment
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Return borrowed items
2 people
Send the quiz results

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Quiz table

Tableware

Drinking glassesqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cableqty 2
Power banksqty 2

Game materials

Answer formsqty 120
Pensqty 70
Round cardsqty 12
Reply Envelopesqty 12
Scoreboard
Scorecardsqty 20
Buzzer
Prizesqty 3

Decorations

Tableclothsqty 10
Team name badgesqty 12
Name badgesqty 70
Pen holdersqty 12

Lighting

Mood lightingqty 4

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Bottle openersqty 3
Waste binsqty 4

Cleaning

Cleaning bucketsqty 2
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries

Tips

Set the participant deadline at least 3 days before the quiz. Use the final list to assign teams, prepare name badges and print the right number of answer forms.
Write and check every question before creating the presentation. Leave at least 1 full day between checking answers and printing the quiz materials so corrections are possible.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and power connections at the venue at least 2 hours before guests arrive. Pack extension cords and power strips even if the room appears ready.
Chill drinks for at least 4 hours and prepare snacks before opening the venue. Set out glasses, plates, cutlery, serving platters and tongs together, rather than unpacking them between rounds.
Prepare one scoring system before the quiz starts: use clearly labelled answer forms, scorecards and a scoreboard, and keep prizes at the quiz table. Decide who collects and checks each round so results do not build up at the end.

Frequently asked questions

How far in advance should I plan a pub quiz?: Set the date and reserve the venue at least 4 weeks ahead. Send invitations as soon as the date is confirmed, then close the participant list 3 to 7 days before the quiz.
How many questions do I need for a pub quiz?: Plan around 40 to 60 questions for a quiz lasting 2 to 3 hours, divided across several rounds. Add a music round only after the main questions and answers have been checked.
When should I test the pub quiz equipment?: Test the laptop, projector, speakers, microphone and cables at the venue on the day, at least 2 hours before the start. Bring extension cords, power strips and a power bank as backups.
How many answer sheets and pens do I need?: Prepare at least 1 answer form per team for every round, plus 10% extra for mistakes or late changes. Put 2 pens per team on the tables and keep spare pens at the quiz table.

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