Pub quiz checklist: what to arrange and when

A pub quiz needs more preparation than a list of questions. Confirm the venue and date first, then build the rounds, check every answer and track registrations before preparing the room. On the day, allow time to collect keys, arrange tables and chairs, connect the laptop, projector and sound equipment, and chill the drinks. This checklist keeps the planning sequence clear so small details do not delay the first question.

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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
2 people
Choose quiz themes
2 people
Collect quiz questions
3 people
Prepare quiz rounds
2 people
Check answers and scoring
2 people
Confirm venue booking
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange prizes for winners
2 people
Create the quiz presentation
2 people
Print response forms
Prepare team assignments
Do the shopping
2 people
Chill drinks
2 people
Check quiz materials
2 people
Pick up venue keys
Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the presentation table
2 people
Connect sound equipment
2 people
Set up projector and screen
2 people
Set out answer forms
Display prizes
Set out coffee and tea
2 people
Set up the reception desk
2 people
Test presentation and microphone
2 people

Event

Receive participants
3 people
Register teams
2 people
Explain the rules
Present the quiz round
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect answers
2 people
Check answers
3 people
Announce break
Resume the quiz round
Check final score
2 people
Announce the winners
Present prizes
2 people
Serve the final drinks round
2 people
See off guests
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Clear tables and chairs
3 people
Pack up materials
2 people
Return keys
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Presentation table
Reception desk
Stoolsqty 4

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Teacupsqty 30
Platesqty 80
Cutlery setsqty 70
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
Microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 2
Bottle openersqty 4
Corkscrewqty 2
Serving spoonsqty 6
Cutting boardsqty 2
Kitchen knivesqty 2

Decorations

Tableclothsqty 10
Team name signsqty 15
Score tableqty 2
Prizesqty 3

Lighting

Mood lightingqty 4

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Paper goods

Answer formsqty 250
Pensqty 80
Team badgesqty 20
Round sheetsqty 20
Programsqty 70
Name stickersqty 80
Tapeqty 4
Writing foldersqty 20
Staplersqty 2
Scissorsqty 4

Tips

Start with the venue and date, then send invitations only after the booking is confirmed. Keep registrations in one list and record dietary requirements as they arrive.
Prepare several quiz rounds and check every question and answer before printing response forms. A second person should review scoring rules and any disputed answers.
Plan the room layout before opening the hall: place tables and chairs first, then the presentation table, reception desk and screen so cables do not become a late adjustment.
Test the laptop, projector, screen, microphone, speakers, HDMI cable and extension cords before guests arrive. Run the presentation from start to finish rather than checking only the first slide.
Arrange prizes and drinks before the event day. Chill drinks in coolers or ice buckets, and put bottle openers, glasses, coffee cups and serving equipment where guests can find them.

Frequently asked questions

How far in advance should I organise a pub quiz?: Confirm the date and venue at least 4–6 weeks ahead, especially if the quiz depends on a booked hall. Send invitations once the booking is secure, then close registrations 3–5 days before the event so team assignments and dietary requirements are complete.
How many quiz rounds should a pub quiz have?: Plan 5–8 rounds for a typical quiz night, with enough questions to fill about 90–120 minutes including marking and breaks. Check the full presentation and scoring before printing the response forms.
What equipment do I need for a pub quiz?: For a projected quiz, prepare a laptop, projector, projection screen, HDMI cable, microphone, speakers, extension cords and power strips. Test the complete setup at least 1 hour before guests arrive and bring power banks as a backup for smaller devices.
When should I set up the room for a pub quiz?: Collect the venue keys and open the hall at least 90 minutes before the start time. Set up tables and chairs first, then the presentation table, screen, sound equipment, answer forms, prizes and chilled drinks.

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