School quiz checklist: what to arrange and when

A school quiz runs smoothly when the practical details are settled before the first question is shown. Confirm the date and room, choose the format and team size, then build and check the rounds. Allow time for registrations, dietary information, team lists and printed answer sheets. On the day, test the laptop, projector, sound and backup files before participants arrive. This checklist also covers refreshments, scoring, prizes and the setup details that are easy to leave until the last minute.

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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 venue
2 people
Determine the quiz format and team size
2 people
Prepare quiz rounds
3 people
Check the quiz questions
3 people
Create Answers and Scoring
2 people
Confirm the school building reservation
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Send reminder to participants
Create final participant list
2 people
Assign teams
2 people
Number the team tables
Print answer forms
Print the quiz questions
2 people
Create presentation with questions
2 people
Technically test presentation
2 people
Prepare backup questions
2 people
Arrange prizes and certificates
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Portion snacks
3 people
Label catering by dietary requirement
2 people
Collect materials
2 people

Event

Open the venue
2 people
Check safety and escape routes
2 people
Set up tables and chairs
5 people
Set up the presentation table
2 people
Set up projector and screen
2 people
Connect the laptop and presentation
2 people
Test the microphone and speakers
2 people
Set up the registration table
2 people
Lay out answer sheets per team
2 people
Set up the drinks and snacks table
3 people
Display prizes
Receive participants
3 people
Register attendance
2 people
Guide teams to their table
2 people
Explain the house rules and game rules
Present the opening round
2 people
Collect answer sheets
2 people
Present round two
2 people
Check answer forms
3 people
Serve break drinks
3 people
Refill drinks
2 people
Present round three
2 people
Process the interim results
3 people
Refill snacks
2 people
Present round four
2 people
Check answers per round
4 people
Lead the short break
2 people
Set up evening buffet
4 people
Serve the evening buffet
4 people
Present round five
2 people
Present round six
2 people
Restock drinks and snacks
2 people
Present the final round
2 people
Check final score
3 people
Announce the winners
Award prizes and certificates
2 people
Give a thank-you speech
See participants off
3 people

Aftercare

Clear away food and drinks
4 people
Collect and sort waste
3 people
Wash dishes and glasses
3 people
Put tables and chairs back
5 people
Switch off and pack up equipment
2 people
Clean the room
4 people
Check and clean toilets
2 people
Collect lost and found items
Return materials
2 people
Store leftover groceries
Return borrowed equipment
2 people
Send results and thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Registration desk
Presentation table
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
USB stickqty 2
Timerqty 2
Calculatorsqty 4
Power banksqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Storage binsqty 12
Pliersqty 4
Measuring cupsqty 2
Bottle openersqty 3

Decorations

Team table cardsqty 20
Round signsqty 8
Directional signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Tableclothsqty 12
Prize tablecloth
Wayfinding cardsqty 10

Lighting

Mood lightingqty 4
LED lightsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the quiz format and team size before opening registrations. This gives you a clear limit for the number of teams and makes it easier to place teams at numbered tables.
Finish and proofread every quiz round before printing questions or creating the presentation. Keep backup questions on a USB stick so a faulty slide or disputed question does not stop the quiz.
Test the laptop, projector, screen, speakers, wireless microphone, HDMI cable and extension cords in the actual room at least one day before the event. A presentation that works at home may still fail because of the room setup.
Close registrations early enough to process names, dietary requirements and team assignments. Send the final participant list and a reminder after teams are set, rather than relying on last-minute changes at the registration table.
Prepare refreshments in portions and label catering for each dietary requirement before guests arrive. Chill drinks in advance, and place waste bins, serving equipment and buffet tables where queues will not block the quiz tables.

Frequently asked questions

How far in advance should I organise a school quiz?: Start planning at least 4 to 6 weeks before the quiz. Confirm the school building first, then allow time for invitations, registrations, question writing, equipment testing and shopping.
How many questions should a school quiz have?: Plan around 5 to 8 rounds with 8 to 10 questions per round, depending on the age group and available time. Leave 5 to 10 minutes between rounds for collecting answers and explaining the next section.
When should I close school quiz registrations?: Close registrations 5 to 7 days before the event whenever possible. That gives you time to process registrations, collect dietary requirements, make the final participant list and assign teams.
When should I test the projector and microphone for a school quiz?: Test all presentation and sound equipment at least 24 hours beforehand and repeat a short check on the event day. Bring the presentation on a USB stick and keep backup questions available in case the main file fails.

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.