Quiz show checklist: what to arrange and when

A quiz show needs more than good questions. You need a confirmed room, reliable audio and visuals, balanced teams, printed answer forms and a clear scoring process. This checklist takes you from date and invitations through registration, quiz preparation, shopping and room setup. It also covers the details that are easy to leave until the last minute, such as dietary requirements, spare batteries, presentation testing and chilled drinks.

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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
Reserve a room
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Create team assignments
Prepare quiz rounds
2 people
Check the quiz questions
2 people
Create Answers and Scoring
Select music clips
Compile the presentation
Prepare answer forms
Print quiz materials
Print participant list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Assign team tables
2 people
Set up tables and chairs
4 people
Set up quiz stage
2 people
Set up projector and screen
2 people
Test sound and microphones
2 people
Technically test presentation
2 people
Lay out answer sheets
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Hang decorations
2 people
Check lighting and routes

Event

Receive participants
3 people
Register teams
2 people
Serve welcome drinks
2 people
Explain quiz rules
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Refill drinks
2 people
Serve appetizers and snacks
3 people
Restock break buffet
2 people
Present progress updates
Guide the final round
2 people
Announce the winners
Present prizes
2 people
Say goodbye to participants
2 people

Aftercare

Switch off equipment
2 people
Store leftovers in the fridge
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the room
3 people
Archive quiz materials
Return borrowed items
2 people
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 72
Presentation table
Registration desk
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Spare batteriesqty 12

Quiz materials

Answer formsqty 160
Pen setsqty 80
Score sheetsqty 20
Presentation clicker
Whiteboard
Whiteboard markersqty 6
Calculatorsqty 4
Prizesqty 3

Tableware

Reusable glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4

Decorations

Quiz show banner
Balloonsqty 40
Table numbersqty 12
Tableclothsqty 8

Lighting

LED string lightsqty 4

Cleaning

Washing-up tubsqty 2
Dish brushesqty 3
Cleaning clothsqty 8
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Finish the quiz rounds, answer key and scoring method at least 3 days before the event. Use that time to check every question, test music clips and remove anything with an unclear answer.
Set a registration deadline 5–7 days before the quiz. Use the final list to assign teams, collect dietary requirements and plan the number of tables, chairs, answer forms and pens.
Test the laptop, projector, screen, speakers and microphones together in the actual room at least 2 hours before guests arrive. Bring the HDMI cable, extension cords, power strips and spare batteries rather than assuming the venue has them.
Print answer forms, score sheets, the participant list and presentation materials before event day. Print 10% extra answer forms and prepare one complete backup copy of the quiz in case technology fails.
Chill drinks and prepare snacks during the final 1–2 hours before doors open, while another person handles tables, the registration desk and team seating. Lay out answer sheets and pen sets before the first round so registration does not delay the start.

Frequently asked questions

How far in advance should I organise a quiz show?: Confirm the date and room 4–6 weeks ahead, then send invitations as soon as the location is secure. Close registrations about 5–7 days before the event so you can assign teams and handle dietary requirements.
How many quiz questions do I need for a quiz show?: Plan around 40–60 questions for a 90-minute quiz, divided into several rounds with time for answers and scoring. Prepare at least one spare round or 5–10 backup questions in case a round finishes early.
What AV equipment do I need for a quiz show?: You typically need a laptop, projector, screen, speakers and one or two microphones, plus an HDMI cable, extension cords and power strips. Test the complete setup at least 2 hours before the event and keep spare batteries available.
When should I print quiz materials?: Print answer forms, score sheets and the participant list at least 1 day before the quiz. Bring roughly 10% extra forms and pens, and keep a backup copy of the presentation and answer key with the host.

Start this plan in Lizzt

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