Quiz night checklist: what to arrange and when

A quiz night needs more preparation than writing a set of questions. You also need a venue layout, team registrations, answer sheets, scoring, presentation equipment and food and drinks. Start by fixing the date and quiz format, then work towards a timed setup before guests arrive. This checklist covers the practical details that are easy to overlook, including dietary requirements, spare cables, chilled drinks and a final test of every quiz round.

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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

Set quiz date and location
Choose quiz themes
2 people
Prepare quiz questions
3 people
Create Answers and Scoring
2 people
Prepare the music round
2 people
Prepare the Photo Round
2 people
Send invitations
Process registrations
Collect dietary requirements
Form quiz teams
2 people
Confirm venue reservation
Test equipment
2 people
Do the shopping
2 people
Print quiz materials
Sort answer forms
Set out prizes
Chill drinks
2 people
Prepare snacks
3 people
Ventilate the hall
Set up tables
3 people
Set up chairs
3 people
Set up the quiz table
2 people
Set up sound system
2 people
Set up projector and screen
2 people
Test the quiz presentation
2 people

Event

Hand Out Answer Forms
2 people
Receive participants
3 people
Serve welcome drinks
2 people
Present quiz rounds
2 people
Collect answer sheets
2 people
Check answers
3 people
Serve snacks
2 people
Refill drinks
2 people
Announce the winners
Present prizes
2 people

Aftercare

Collect tableware
2 people
Sort and remove waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Disconnect equipment
2 people
Clean the room
3 people
Store leftovers in the fridge
Return borrowed materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tableqty 2
Coat racksqty 2

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 70
Serving traysqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Small bowlsqty 12
Pliersqty 4
Measuring cupsqty 2

Decorations

Tableclothsqty 8
Team badgesqty 15
Name badgesqty 60
Prizesqty 3

Lighting

Mood lightingqty 4

Cleaning

Trash binsqty 4
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Quiz materials

Answer formsqty 600
Pensqty 70
Round cardsqty 8
Score sheetsqty 20
Presentation remote
Notepadsqty 20
Calculatorsqty 4
Prize bag

Tips

Set the date, venue and quiz themes first, then allow at least 2–3 weeks to write the questions and prepare the music and photo rounds. This gives you time to check difficulty and remove ambiguous answers.
Close registrations 3–5 days before the quiz and use the final list to form teams, prepare team badges and confirm dietary requirements. Print a few extra answer forms for late changes or damaged sheets.
Test the laptop, projector, screen, speakers and microphone together at the venue at least 2 hours before guests arrive. Bring extension cords and power strips, and run through the complete quiz presentation rather than testing each device separately.
Plan the room around the scoring process: leave a clear route for collecting answer forms and place the quiz table where every team can see it. Set out tables, chairs, lighting and team materials before arranging the food and drinks.
Chill drinks several hours in advance and prepare snacks before the quiz starts. For the first hour, allow roughly 2–3 drinks per person, and keep coffee, tea, cups, plates and serving trays ready in one separate area.

Frequently asked questions

How far in advance should I organise a quiz night?: Set the date and book the venue at least 3–5 weeks ahead, especially if you need a projector, sound system or a larger room. Aim to finish the questions, music round and photo round at least 7 days before the event.
How many questions do I need for a quiz night?: Plan around 40–60 questions for a quiz lasting 2–3 hours, divided into several rounds. Include time for reading questions, collecting answer forms, scoring and announcing the results.
When should quiz night registrations close?: Close registrations 3–5 days before the event. Use that deadline to form teams, record dietary requirements, print team materials and estimate how many drinks, snacks, plates and cups you need.
What equipment do I need for a quiz night?: For a presentation-based quiz, allow for 1 laptop, 1 projector, 1 projection screen, speakers, a microphone and at least 2 extension cords or power strips. Test the complete setup at the venue at least 2 hours before guests arrive.

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.