Pub quiz checklist: what to arrange and when

A pub quiz runs smoothly when the quiz content, team setup and room logistics are handled in the right order. Start by booking the venue and publishing the date, then collect registrations and dietary requirements before assigning teams. Prepare and check every round well before printing the materials. On the day, allow time to arrange tables, test the laptop, projector, speakers and microphone, chill drinks, and set up registration before participants arrive.

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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
Publish quiz date
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign teams
2 people
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Check answers
2 people
Buy prizes
Do the shopping
2 people
Print quiz materials
Sort answer forms
Wrap the prizes
Chill drinks
2 people
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Connect quiz equipment
2 people
Test the quiz presentation
2 people
Hang decorations
2 people
Set out snacks
2 people
Set up registration desk
2 people
Brief volunteers

Event

Receive participants
3 people
Guide teams to tables
2 people
Give welcome briefing
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Serve snacks
2 people
Refill drinks
2 people
Announce break
Check the final standings
2 people
Announce the winners
Present prizes
2 people
Handle the final round of drinks
2 people

Aftercare

Dismantle furniture
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Clear away the quiz equipment
2 people
Remove decorations
2 people
Hand over keys and venue
Return materials
2 people
Collect lost items
Store leftover stock

What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Registration desk

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 8
Serving plattersqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Timerqty 2
Calculatorsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 3
Bottle openersqty 3
Serving spoonsqty 6

Decorations

Tableclothsqty 7
Buntingqty 3
Balloonsqty 50
Team table cardsqty 7
Round signsqty 8

Cleaning

Waste binsqty 4
Trash bag holderqty 2

Catering

Groceries

Tips

Set a registration deadline at least 3 days before the quiz. Use the final list to assign teams, prepare team table cards and note dietary requirements before printing anything.
Finish the quiz rounds and check both questions and answers at least 48 hours in advance. This leaves time to correct ambiguous questions and print a clean set of quiz materials.
Plan the room around team tables rather than the registration desk. Leave a clear route to the screen and allow enough seating for every registered participant, plus a small buffer if space permits.
Test the laptop, projector, screen, speakers, microphone and HDMI cable before guests arrive. Keep extension cords and power strips secured along the edge of the room so they do not cross walkways.
Chill drinks and prepare snacks before opening the venue. Put out glasses, plates, serving bowls and bottle openers, and keep coffee cups, the coffee maker and kettles together at one serving point.

Frequently asked questions

How far in advance should I organise a pub quiz?: Book the venue and publish the date at least 3 to 4 weeks ahead. Set a registration deadline 3 days before the event so you can assign teams, buy prizes and confirm refreshments.
How many questions should a pub quiz have?: Plan around 40 to 60 questions for a quiz lasting roughly 2 to 3 hours, divided into several rounds. Allow 5 to 10 minutes per round for answering and scoring, depending on your format.
When should I print pub quiz answer sheets?: Print the answer forms and other quiz materials at least 1 day before the event. Sort them by round and keep spare copies ready in case teams lose a sheet or a page is damaged.
How early should I arrive to set up a pub quiz?: Arrive 90 to 120 minutes before participants are due. This gives you time to arrange tables and chairs, set up registration, connect and test the equipment, put out refreshments and brief volunteers.

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.