Q&A evening checklist: what to arrange and when

A Q&A evening runs smoothly when the content, registrations and room setup are handled in the right order. Confirm the date and location first, then build the question rounds, check scoring and collect dietary requirements before finalizing seating. During the last week, prepare the quiz files, answer forms, prizes, food and drinks. On the day, allow time to ventilate the hall, arrange tables, test the projector and sound, and staff the reception desk before guests 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

Confirm date and location
Compile the question rounds
2 people
Check answers and scoring
2 people
Send invitations
Process registrations
Collect dietary requirements
Create team and table seating plans
Confirm reservations
Finalize quiz files
2 people
Print response forms
Check prizes and materials
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Ventilate the hall
Set up tables and chairs
4 people
Set up the quiz table
2 people
Connect projector and laptop
2 people
Test sound and presentation
2 people
Set out answer forms
Display prizes
Set out coffee and tea
2 people
Set Up Buffet and Snacks
3 people

Event

Staff the reception desk
2 people
Welcome participants
2 people
Guide teams to tables
2 people
Explain the rules
Present question rounds
Collect answer forms
2 people
Refill drinks
2 people
Refill snacks
2 people
Check answers
3 people
Announce the final standings
Present prizes
2 people
Thank participants

Aftercare

Pack leftovers
2 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Lock up the venue
2 people
Return borrowed items
Share photos and results

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Quiz table

Tableware

Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 10
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Equipment

Laptop
Projector
Projection screen
Speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cable
Spare batteriesqty 2

Decorations

Tableclothqty 8
Name badgesqty 60
Pen holdersqty 8

Catering

Answer formsqty 400
Pensqty 70
Prizesqty 3
Groceries

Cleaning

Waste binsqty 4

Tips

Finish the question rounds and scoring at least 7 days before the event. This leaves time to check answers, correct ambiguous wording and finalize the quiz files before printing.
Process registrations before creating team and table seating plans. Set a clear deadline for dietary requirements, then keep the final list at the reception desk for the person serving food.
Test the laptop, projector, screen, speaker, microphone, HDMI cable and power connections before guests arrive. A 30-minute technical check is safer than discovering a missing cable during the first round.
Chill drinks and prepare snacks on the day, but set out coffee, tea, cups, plates and cutlery only after the tables are in place. This prevents the serving area from becoming part of the setup traffic.
Open the venue early enough for ventilation, furniture setup and a full presentation test. Keep spare batteries, pens and extra answer forms at the quiz table rather than storing them in another room.

Frequently asked questions

How far in advance should I plan a Q&A evening?: Confirm the date and location at least 6 weeks in advance, especially if the venue has limited availability. Send invitations after the basic format and registration process are ready, then close registrations early enough to make seating plans.
When should I finalize the questions for a Q&A evening?: Aim to finalize the question rounds and answer key 7 days before the event. Use the remaining week to check scoring, prepare quiz files and print the response forms.
How early should I arrive to set up a Q&A evening?: Allow at least 2 hours before guests arrive. That covers opening and ventilating the hall, arranging tables and chairs, setting up the quiz table, connecting the equipment and testing the sound and presentation.
How many answer forms and pens do I need?: Prepare one answer form per team for each required round, plus at least 10% extra forms. Put one pen per team on the tables and keep another 10% spare at the reception desk or quiz table.

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.