Quiz relay checklist: what to arrange and when
A quiz relay needs more than good questions. You must coordinate registrations, dietary requirements, team assignments, quiz stations, timed rounds and the equipment needed to run them. Plan the venue and schedule first, then prepare questions, answer sheets and team information before buying supplies. On the day, allow time to test the laptop, projector, speakers and microphone, chill drinks and set up each station before participants arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve quiz venue
Set quiz date and times
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Assign quiz teams
2 people
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Prepare answers and score sheets
Print quiz materials
2 people
Prepare music rounds
2 people
Buy prizes
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare quiz materials
2 people
Print team assignments
Event
Open venue
2 people
Set up tables and chairs
4 people
Set up quiz stations
4 people
Test the equipment
2 people
Set up the buffet and drinks
3 people
Receive participants
3 people
Guide teams to stations
4 people
Explain the rules
Moderate the quiz round
6 people
Collect responses
4 people
Serve break snacks
3 people
Refill drinks
2 people
Oversee the final round
5 people
Check scores
3 people
Announce the winners
Present prizes
2 people
Aftercare
Collect quiz materials
3 people
Collect waste
3 people
Wash dishes
3 people
Put furniture back
4 people
Clean the venue
4 people
Check the equipment
2 people
Return borrowed items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 60
- Buffet tablesqty 2
- Coat racksqty 2
Tableware
- Reusable drinking glassesqty 70
- Reusable coffee cupsqty 60
- Platesqty 70
- Forksqty 70
- Knivesqty 70
- Spoonsqty 70
- Serving plattersqty 8
- Serving tongsqty 6
Equipment
- Laptop
- Projector
- Projection screen
- Portable speakersqty 2
- Wireless microphone
- Extension cordsqty 4
- Power stripsqty 4
- Kitchen timerqty 6
- Coolersqty 4
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Cutting boardsqty 2
- Bread knivesqty 2
- Chilled cupsqty 4
Quiz materials
- Clipboardsqty 12
- Pensqty 70
- Scoreboardsqty 12
- Answer cardsqty 150
- Team badgesqty 12
- Station numbersqty 12
- Round cardsqty 12
- Flip chartsqty 6
- Markersqty 24
- Tapeqty 4
- Prize trophiesqty 3
Decorations
- Tableclothsqty 12
- Festive garlandsqty 8
- Name stickersqty 70
Cleaning
- Waste binsqty 6
- Cleaning bucketqty 2
- Mopqty 2
- Dustpan and brushqty 2
Catering
- Groceries
Tips
- Set the date, venue and start times before opening registration. Include enough time for setup, participant arrival and team briefing rather than treating the quiz start as the first task of the day.
- Close registrations early enough to process names, collect dietary requirements and assign teams. Print the team assignments before the venue opens so you are not sorting groups at the welcome desk.
- Prepare every quiz round with its answers and score sheets before printing. Check the questions at least once for missing answers, unclear wording and round timings, especially for music rounds.
- Test the laptop, projector, screen, speakers and wireless microphone during setup. Plug in extension cords and power strips before the room fills, and keep a kitchen timer available for controlled round changes.
- Set up tables, chairs and quiz stations before arranging the buffet and drinks. Chill drinks in advance, put serving equipment out, and keep clipboards, pens and scoreboards together at each station.
Frequently asked questions
- How far in advance should I plan a quiz relay?
- Set the date and reserve the venue at least 4 to 6 weeks ahead. Open registrations once the schedule, capacity and basic event details are confirmed, then leave several days to process entries and assign teams.
- When should quiz questions and answer sheets be ready?
- Finish the quiz rounds, answer sheets and score sheets at least 3 to 5 days before the event. Use the remaining time to check every question and print enough copies for all teams plus a small spare set.
- How early should I arrive to set up a quiz relay?
- Arrive 90 to 120 minutes before participants are due. This gives you time to arrange tables and stations, test the audiovisual equipment, chill drinks and prepare the buffet without rushing.
- How many quiz stations do I need?
- Set up one station for each quiz team, with a table, seats, clipboard, pens and scoreboard. Confirm the final team count after registration closes, then prepare one additional spare set if space and materials allow.
Start this plan in Lizzt
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