Pub quiz checklist: what to arrange and when

A pub quiz runs best when the questions are not the only thing you prepare. You also need a venue layout, reliable presentation equipment, clear team records, refreshments and a simple scoring process. Start by setting the rounds and theme, then secure the venue and host before sending invitations. In the final week, finish the quiz file, print all answer and score sheets, confirm dietary requirements and check every cable, screen and microphone.

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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 rounds and theme
2 people
Reserve venue
Write quiz questions
3 people
Prepare answers and score sheet
2 people
Send invitations
Process registrations
Collect dietary requirements
Create teams and table layout
2 people
Confirm judges and host
Buy prizes
Finalize the quiz file
2 people
Put the quiz file on a USB drive
Print answer sheets
2 people
Print score sheets
Prepare team cards
2 people
Wrap the prizes
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the quiz table
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test the quiz presentation
2 people
Lay out answer sheets
2 people
Set out snacks and drinks
3 people
Set up registration desk
2 people
Receive participants
3 people
Guide teams to tables
2 people
Explain quiz rules
Present quiz rounds
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect answers
2 people
Check answers
3 people
Announce interim standings
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Sort and remove waste
2 people
Clean the venue
3 people
Put furniture back
4 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Coat rack

Tableware

Reusable drinking glassesqty 80
Coffee mugsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 4
Presentation clicker

Kitchen

Coffee maker
Kettle
Coolersqty 3
Bottle openersqty 3
Serving utensilsqty 6

Decorations

Tableclothsqty 8
Team card holdersqty 15
Buntingqty 6

Paper goods

Answer sheetsqty 250
Score sheetsqty 30
Pen setsqty 20
Team badgesqty 20
Presentation folder
Notepadsqty 15
Markersqty 6
Tapeqty 3
Envelopesqty 20

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set

Catering

Prizesqty 3
Groceries

Tips

Test the laptop, projector, screen, speakers, microphone and HDMI cable at the venue before guests arrive. Keep the quiz file on a USB drive as a backup and bring extension cords and power strips.
Set a clear registration deadline so you can process team entries, collect dietary requirements and create the table layout before the event. Prepare team cards, badges and score sheets in table order.
Allow enough time to chill drinks and prepare snacks before opening the venue. Put bottle openers, serving utensils, plates and reusable glasses where guests can find them without interrupting the quiz.
Set up the registration desk and coat rack near the entrance, then arrange tables and chairs so teams can hear the host and see the projection screen. Leave a clear route to the quiz table and refreshments.
Prepare the answers and score sheet before printing anything, and check that the final quiz presentation matches the printed materials. Wrap the prizes in advance so scoring can finish without a last-minute search.

Frequently asked questions

How far in advance should I organise a pub quiz?: Book the venue and confirm the host at least 4–6 weeks ahead, especially if the quiz has a fixed date. Send invitations once the rounds, venue and registration process are clear.
How many questions should a pub quiz have?: Plan the number of questions around your available time and rounds rather than filling the evening with unused material. A practical starting point is 6–8 rounds of 8–10 questions, with time added for marking and breaks.
When should I print pub quiz answer sheets?: Print the answer sheets, score sheets and team cards after the quiz file and answer key are final, ideally 2–3 days before the event. Keep spare copies available in case a sheet is lost or damaged.
What equipment do I need to run a pub quiz?: Allow for a laptop, projector, projection screen, HDMI cable, speakers, microphone and presentation clicker. Test the full setup at least once before the event and bring a USB backup plus extension cords and power strips.

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.