Pub Quiz Night Checklist

A pub quiz works best when the questions, timing and equipment are ready before the first team sits down. Book the venue early, choose a clear theme and allow enough time to write, check and format every round. You will also need a reliable way to show questions, collect answers and keep scores moving. This checklist takes you from initial planning through registration, room setup, refreshments and the final equipment 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
Set the quiz theme
2 people
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Prepare answers and explanations
2 people
Send invitations
Process registrations
Collect dietary requirements
Assign teams and tables
Buy prizes
Test equipment
2 people
Prepare quiz files
Print response forms
Printing the quiz presentation
Do the shopping
2 people
Chill drinks
2 people

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the quiz table
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test presentation and music
2 people
Set up bar and buffet
2 people
Prepare coffee and tea
2 people
Set out prizes and score sheets
Staff the reception desk
2 people
Register teams
2 people
Serve welcome drinks
2 people
Explain the quiz rules
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Refill drinks
2 people
Serve snacks
2 people
Announce interim standings
Announce the winners
Present prizes
2 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Put stock back
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Bar matsqty 2
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 3
HDMI cableqty 2
Power bankqty 2

Tableware

Glassesqty 70
Coffee cupsqty 50
Teaspoonsqty 50
Platesqty 60
Serving bowlsqty 12
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Bottle openersqty 3
Serving spoonsqty 6
Scissorsqty 2
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 8
Quiz signsqty 8
Team numbersqty 8
Prize trophiesqty 3
Party flagsqty 4
Tapeqty 3
Clipboard

Lighting

Table lampsqty 8

Cleaning

Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Finish and proofread all quiz rounds at least 3 days before the event. Prepare the answers and explanations at the same time, so the quizmaster is not checking facts while teams wait.
Set a registration deadline 3 to 5 days before quiz night. Use the final list to collect dietary requirements, assign teams and tables, and print the correct number of response forms.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and power connections at the venue at least 2 hours before guests arrive. Bring a power bank and spare extension capacity rather than relying on one outlet.
Allow 60 to 90 minutes for room setup. Arrange tables and chairs first, then set up the quiz table, presentation, sound system, bar and buffet so the entrance and walkways stay clear.
Chill drinks before opening the venue and prepare coffee and tea during setup. Put bottle openers, glasses, serving utensils, waste bins and spare stationery where people can reach them without interrupting the quiz.

Frequently asked questions

How far in advance should I organise a pub quiz night?: Book the venue and set the quiz theme 4 to 6 weeks ahead, especially if you expect several teams. Aim to complete the questions, answers, invitations and equipment plan at least 1 week before the event.
How many questions should a pub quiz have?: Plan around 6 to 8 rounds of 8 to 10 questions, giving a total of roughly 50 to 60 questions. Allow 90 to 120 minutes for the quiz, including answer collection, marking and short breaks.
How long before a pub quiz should I set up the room?: Open the venue 60 to 90 minutes before the first guests arrive. Reserve the final 20 to 30 minutes for testing the presentation, music, microphone and projector after tables, chairs and refreshments are in place.
How many teams can sit at one pub quiz table?: A practical team size is 4 to 6 people, with one response form per team for each round. Confirm registrations 3 to 5 days beforehand so you can assign tables and print enough forms.

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