Quiz Marathon Checklist

A quiz marathon needs more than a set of questions. You have to build the format, prepare several rounds, assign teams, manage registrations and make sure answers can be recorded and scored without delays. The room also needs careful setup: numbered tables, working sound and projection, answer forms, drinks, coffee and snacks. Use this checklist to work backwards from the event and avoid the details that are often left until the last hour.

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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 the room
Set the quiz format
2 people
Prepare quiz rounds
3 people
Check the quiz questions
2 people
Record answers
2 people
Send invitations
Process registrations
Collect dietary requirements
Create team assignments
Send participant information
Do the shopping
2 people
Print quiz materials
2 people
Prepare music clips
Pick up venue keys
Bring materials to the hall
3 people
Set up tables
3 people
Set up chairs
3 people
Number quiz tables
2 people
Set out answer forms
2 people
Test sound equipment
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Set up information table

Event

Receive participants
3 people
Guide teams to tables
2 people
Explain the game rules
Present the quiz round
Collect answers
2 people
Check answers
3 people
Announce breaks
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Record interim scores
2 people
Announce the winner
Present prizes
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Switch off equipment
2 people
Clean the room
3 people
Collect lost and found items
Return materials
2 people
Return keys

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Tableclothsqty 8

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Quiz materials

Quiz questionsqty 8
Answer formsqty 80
Score sheetsqty 8
Pensqty 60
Round signsqty 8
Answer cardsqty 8
Jury board
Prizesqty 3

Tableware

Reusable glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Knivesqty 4

Decorations

Table numbersqty 8
Welcome sign
Buntingqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Lock the quiz format before writing all the rounds. Decide how many teams, rounds, questions and breaks you need, then check every question for clarity and difficulty.
Test the laptop, projector, screen, speakers, microphone and extension leads in the actual room before participants arrive. A sound or projection problem can delay the first round by 15 minutes or more.
Close registrations before creating team assignments, and collect dietary requirements at the same time. Send participant information only after the teams, start time, room access and practical instructions are confirmed.
Print answer forms, score sheets, round signs and any answer cards before event day, with spare copies for at least two teams. Keep pens and the jury board together at the scoring table.
Set up numbered tables, chairs, tablecloths and answer forms before receiving participants. Chill drinks, prepare snacks, coffee and tea, and place reusable glasses, cups, plates and cutlery where people can find them without interrupting the quiz.

Frequently asked questions

How far in advance should I organise a quiz marathon?: Reserve the room and set the quiz format at least 6 weeks ahead. Prepare the rounds and open registration around 4 weeks before the event, then send final participant information 3 to 5 days beforehand.
How many quiz questions do I need for a quiz marathon?: Plan the number of questions from the running time rather than choosing a fixed total. Allow about 45 to 60 seconds per question including reading, answering and scoring, and add a 10-minute break after every 60 to 90 minutes.
When should I assign teams for a quiz marathon?: Create team assignments after registration closes and dietary requirements have been collected, normally 3 to 5 days before the event. Send the team information with the arrival time, room details and what participants need to bring.
What should I test before a quiz marathon starts?: Test the laptop, projector, screen, speakers, microphone, power strips and extension cords on the day, at least 60 minutes before participants arrive. Also run one complete sample question to check visibility, sound and the answer-recording process.

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.