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. Book the venue first, then build the quiz structure, confirm registrations and assign teams and tables. In the final week, test the projector, speakers and microphones, print answer forms and prepare prizes. On the day, allow time for tables, the quizmaster station, drinks, snacks and a full equipment check before the welcome.

Organize this event for free with Lizzt

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
2 people
Decide on quiz rounds and themes
2 people
Write quiz questions
3 people
Check the quiz questions
2 people
Develop Answers and Scoring
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Create team and table seating plans
2 people
Confirm the venue and booking
Test equipment
2 people
Finalize quiz presentation
2 people
Print response forms
Prepare prizes and score sheets
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people

Event

Open 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
Test sound and microphones
2 people
Hand Out Answer Forms
2 people
Welcome guests
3 people
Serve snacks and drinks
3 people
Present quiz rounds
Refill drinks
2 people
Collect answers
2 people
Check answers
3 people
Check the final standings
2 people
Announce the winners
See off guests
2 people

Aftercare

Switch off equipment
2 people
Collect tableware and glasses
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the kitchen and bar
3 people
Leave venue clean
2 people
Check and store the materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 64
Quiz master table
Clothes racksqty 2

Tableware

Water glassesqty 70
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 12
Serving spoonsqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Digital timer
USB stickqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice box
Serving plattersqty 12

Decorations

Tableclothsqty 8
Quiz signsqty 8
Prizesqty 3

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the quiz format before writing questions: decide how many rounds and themes you will use, then check every question and prepare the answers and scoring guide. This prevents disputes and keeps marking consistent.
Close registration several days before the quiz so you can confirm attendance, collect dietary requirements and create team and table plans. Print a few extra answer forms for late changes.
Test the laptop, projector, screen, HDMI cable, speakers and microphones at the venue before guests arrive. Keep a USB stick with the final presentation and bring extension cords and power strips.
Plan the room setup around the quizmaster’s table and clear sightlines to the screen. Put answer forms, pens and quiz signs in place before opening the venue, rather than distributing everything during the first round.
Chill drinks and prepare snacks before doors open, including water, coffee and serving equipment. Allow at least 30 minutes for the final setup, plus extra time if the venue has separate areas for storage or catering.

Frequently asked questions

How far in advance should I organise a pub quiz?: Book the date and venue at least 4–6 weeks ahead, especially if you need a projector, microphones or a larger room. Finish the quiz questions and scoring guide at least 1 week before the event.
How many questions should a pub quiz have?: Plan the number of questions around your chosen rounds and the available time. Allow roughly 30–45 minutes per round, including time to read questions, collect answer forms and mark scores.
When should I ask guests to register for a pub quiz?: Set a registration deadline 5–7 days before the quiz. That gives you enough time to confirm numbers, collect dietary requirements and create team and table seating plans.
How early should I arrive to set up a pub quiz?: Arrive at least 60 minutes before guests are due, or 90 minutes if you need to arrange tables and chairs and set up a projector and sound system. Test the presentation, microphones and timer before opening the doors.

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.