Science quiz checklist: what to arrange and when

A science quiz needs more than a set of questions. You need a clear format, checked answers, registered teams, reliable presentation equipment and a scoring system that works under time pressure. This checklist takes you from confirming the date and venue to printing answer forms and saving the quiz offline. Use it to spot the details people often leave until the last minute, especially tie-break questions, dietary requirements and backup technology.

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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
2 people
Set the quiz format
2 people
Prepare quiz rounds
3 people
Check the quiz questions
3 people
Check the answers and explanations
2 people
Prepare tie-break questions
2 people
Send invitations
2 people
Process registrations
Collect teams and team names
Collect dietary requirements
Reserve venue
Reserve projector and screen
Calculate catering quantities
2 people
Determine prizes and certificates
2 people
Design answer forms
Design score sheets
Create the quiz presentation
2 people
Technically test presentation
2 people
Update participant list
Confirm suppliers and venue
Check the shopping list
2 people
Do the shopping
2 people
Collect prizes and materials
2 people
Print forms and name badges
Save quiz files offline

Event

Fill coolers
2 people
Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Number the team tables
Set up projector and screen
2 people
Connect the laptop and presentation
2 people
Test the microphone and speakers
2 people
Check the lighting
Set out answer forms
Prepare score sheets
Lay out pens
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people
Set up the welcome table
Receive participants
3 people
Register attendance
2 people
Direct teams to tables
2 people
Explain the house rules
Present round one
Collect answer sheets
2 people
Serve break drinks
2 people
Check answers
3 people
Refill drinks
Present round two
Present round three
Refill snacks
2 people
Calculate interim score
2 people
Announce the evening break
Present round four
Present round five
Go over the answers and explanations
Check final score
3 people
Announce the winners
Award prizes and certificates
2 people
See off guests and manage departure
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware
2 people
Take down tables and chairs
3 people
Switch off equipment
2 people
Pack equipment
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Check toilets
Lock up the venue
2 people
Return rental items
2 people
Clear away leftover items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Presentation table
Waste binsqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 70
Platesqty 70
Platesqty 80
Cutlery setsqty 80
Serving traysqty 10
Pitchersqty 6

Equipment

Laptop
Backup laptop
Projector
Projection screen
Wireless microphone
Speakersqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Rechargeable batteriesqty 8
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2
Ice packsqty 12

Decorations

Tableclothsqty 8
Table numbersqty 12
Name badgesqty 70
Pens for badgesqty 10

Lighting

LED table lampsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Trash bag holdersqty 4

Paper goods

Answer formsqty 300
Score sheetsqty 30
Quiz bookletsqty 70
Pensqty 100
Clipboardsqty 30
Notepadsqty 30
Markersqty 12
Printer paper
Tapeqty 3
Writing clipboardsqty 30

Catering

Groceries

Tips

Set the quiz format before writing the rounds. Decide how many rounds, questions and points you will use, then check every answer and explanation with enough time to correct ambiguities.
Close registrations with a clear deadline and update the participant list before quiz night. Collect team names and dietary requirements together so catering and name badges match the final numbers.
Test the presentation on the actual laptop, projector and screen at least one day ahead. Save the quiz files offline and bring a backup laptop, HDMI cable, extension cords and power strips.
Prepare scoring materials before guests arrive. Print answer forms and score sheets, and write at least two tie-break questions so a close final score can be settled without improvising.
Calculate food and drinks from the confirmed headcount, not the invitation list. Check serving trays, pitchers, reusable glasses, coffee cups, plates and cutlery before shopping, and confirm suppliers and the venue in the final week.

Frequently asked questions

How far in advance should I organise a science quiz?: Start at least 4 weeks before the quiz if you need to reserve a venue, arrange a projector and collect team registrations. Finish question checking, catering quantities and printing during the final 3 to 5 days.
How many questions should a science quiz have?: Plan around 40 to 60 questions for a 90-minute quiz, divided into several rounds with time for answers and scoring. Prepare at least 2 tie-break questions separately in case teams finish level.
How much food and drink do I need for a science quiz?: Use the final registered headcount and add roughly 10% if late changes are likely. For drinks, allow 2 to 3 servings per person for the first hour, then about 1 serving per person per hour after that.
When should I test the quiz presentation and equipment?: Run a full technical test at least 24 hours before the event and repeat a short check 60 minutes before guests arrive. Test the laptop, backup laptop, projector, screen, speakers, microphone, cables and clicker.

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.