Pub quiz checklist: what to arrange and when

A pub quiz needs more than a list of questions. You also need a registration process, a clear room layout, working presentation equipment, printed answer sheets and a reliable scoring method. Start with the venue and date, then build the quiz content and collect registrations before buying food or assigning tables. This checklist covers the practical details that are easy to overlook, from dietary requirements to spare pens and a projector test.

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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
Record date and registration
Prepare quiz rounds
2 people
Select music clips
Create answers and tie-breakers
2 people
Send invitations
Process registrations
Collect dietary requirements
Send participant confirmations
Arrange equipment
Create the room layout
Prepare the quiz presentation
Print response forms
Print quiz questions
Create team and table cards
Purchase prizes
Do the shopping
2 people
Pack quiz materials
2 people
Test equipment in advance
2 people

Event

Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Decorate the quiz room
2 people
Set up projector and screen
2 people
Connect sound and laptop
2 people
Carry out the final technical test
2 people
Set out team tables and materials
3 people
Brief volunteers
Receive participants
3 people
Serve welcome drinks
2 people
Explain quiz rules
Present round one
Review the round one answers
3 people
Present round two
Serve break snacks
3 people
Refill drinks
2 people
Present round three
Process the interim results
3 people
Present round four
Serve hot snacks
3 people
Restock drinks and snacks
2 people
Present the final round
Check final score
3 people
Run the tie-breaker
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Disconnect equipment
2 people
Clean the room
3 people
Remove decorations
2 people
Return borrowed items
2 people
Clear away leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60

Tableware

Glassesqty 70
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 60

Equipment

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

Kitchen

Coolersqty 3
Coffee maker
Kettlesqty 2
Serving traysqty 4
Small bowlsqty 12
Tongs and spoonsqty 12
Bottle openersqty 3

Supplies

Ballpoint pensqty 70
Pencilsqty 20
Erasersqty 10
Clipboardsqty 12
Answer formsqty 150
Table cardsqty 12
Score sheetsqty 20
Prizesqty 3

Decorations

Balloonsqty 40
Buntingqty 6
Table décorqty 12
Tapeqty 3
Scissorsqty 3

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop and squeegeeqty 2

Catering

Groceries

Tips

Set the registration deadline several days before the quiz. Use the final numbers to plan tables, chairs, answer sheets, table cards, snacks and drinks instead of guessing on the day.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and extension cords before the event. Run the actual presentation and music clips, and keep a backup copy of the quiz on a second device.
Prepare one printed set of questions and answer forms for each team, plus spare copies. Put pens, pencils, erasers and clipboards at the tables before participants arrive so registration does not become a bottleneck.
Build the scoring process before writing the final round. Prepare score sheets and at least one tie-breaker, then decide who collects answers, when scores are announced and how corrections are handled.
Set up the room in two stages: registration first, then tables and equipment. Chill drinks and prepare snacks early enough that serving trays, bowls, tongs, bottle openers, glasses and cups are ready before the opening question.

Frequently asked questions

How long does it take to organise a pub quiz?: Allow at least two to three weeks for a quiz with a booked venue and participant registration. Reserve the room and date first, then give yourself several days to write rounds, arrange equipment, print materials and buy prizes.
How many questions do you need for a pub quiz?: Plan around 40 to 60 questions for a quiz lasting roughly 90 minutes, divided into several rounds. Include time for reading questions, playing music clips, collecting answers and announcing scores rather than filling the entire schedule with questions.
What equipment do I need for a pub quiz?: At minimum, prepare a laptop, projector, projection screen, speakers, HDMI cable, extension cords, power strips and a timer. Add a microphone for a larger room, and test every connection with the presentation before guests arrive.
How many pens and answer sheets should I prepare for a pub quiz?: Prepare one answer form and at least two working pens per team, plus 10% spare materials. Print extra question sheets and score sheets as well, because lost forms, late teams and damaged pages are common on the night.

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.