Quiz night checklist: what to arrange and when

A quiz night runs smoothly when the questions, teams and equipment are ready before guests arrive. Start by confirming the date and venue, then collect registrations and dietary requirements while you build the rounds and answer sheets. In the final week, print the quiz materials, prepare team cards and prizes, and check the projector, speakers and microphone. On the day, allow time to arrange tables, test the presentation and chill drinks before registration opens.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm the quiz date and location
Send invitations
Process registrations
Collect dietary requirements
Assign teams
Prepare quiz questions
2 people
Prepare answers and score sheets
Set quiz rounds and time limits
2 people
Select music clips
Create presentation with quiz
Confirm venue reservations
Do the shopping
2 people
Print quiz materials
Lay out prizes and team cards
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
3 people
Set up the presentation table
Connect the sound system
2 people
Test the projector and screen
2 people
Number quiz tables
Set up the drinks and snacks table
2 people

Event

Receive participants
2 people
Register teams
2 people
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Restock drinks and snacks
2 people
Check final score
2 people
Announce the winners

Aftercare

Collect waste
2 people
Wash dishes and glasses
2 people
Clear tables and chairs
3 people
Switch off and pack up equipment
2 people
Clean the venue
3 people
Pack up leftover items
2 people
Return borrowed items
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Presentation table

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 50

Equipment

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

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Serving bowlsqty 8
Serving spoonsqty 8
Drink dispensersqty 2

Decorations

Team badgesqty 12
Table numbersqty 8
Prize trophiesqty 3

Office

Pensqty 60
Scoreboardsqty 8
Clipboardsqty 8
Staplersqty 2

Catering

Groceries

Tips

Set a registration deadline at least 3 days before the quiz so you can assign teams, prepare enough score sheets and record dietary requirements. Keep a few spare team cards and pens for late changes.
Plan 6 to 8 quiz rounds of around 8 to 10 questions each, with a clear time limit for every round. Prepare the answers and scoring sheets at the same time, so marking does not slow down the evening.
Test the laptop, projector, screen, speakers, microphone and audio cables together at the venue at least 60 minutes before guests arrive. Bring extension cords and power strips; a presentation that works at home may still fail because of missing connections.
Set out numbered tables, clipboards, pens and scoreboards before registration starts. Put team cards where the host can hand them out quickly, and keep spare stationery at the presentation table.
Chill drinks before the venue opens and set up a separate snack and drinks table. Allow extra time for coffee, hot water, glasses, plates, cutlery and serving bowls so refreshments do not compete with quiz setup.

Frequently asked questions

How far in advance should I organise a quiz night?: Confirm the date and venue at least 4 weeks ahead, then send invitations and open registrations. Finalise teams, dietary requirements and printed materials 3 to 5 days before the event.
How many questions should a quiz night have?: Prepare about 48 to 80 questions for 6 to 8 rounds of 8 to 10 questions. Add music rounds separately and allow roughly 10 to 15 minutes per round, including marking.
How early should I arrive to set up a quiz night?: Arrive at least 60 minutes before participants are due. Use that time to arrange tables and chairs, connect the sound and projection equipment, number the tables and test every quiz round.
How many teams can one quiz host manage?: One host can usually manage up to 10 teams if registration, scoring and equipment are prepared in advance. For more than 10 teams, assign at least one person to collect score sheets and help with marking.

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.