Scouting quiz checklist

A scouting quiz needs more than good questions. You must coordinate registrations, dietary requirements, team assignments, quiz rounds, music clips and the presentation, then test the technology before guests arrive. This checklist covers the full order of work, from reserving the venue and preparing answer forms to setting up tables, sound and the display screen. Use it to see what needs doing early and what can wait until the day itself.

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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

Send invitations
Process registrations
Collect dietary requirements
Assign quiz teams
2 people
Prepare quiz questions
3 people
Check quiz answers
2 people
Develop quiz rounds
2 people
Collect music clips
Create the quiz presentation
Technically test presentation
2 people
Reserve venue
Check permits and agreements
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Print quiz materials
2 people
Number answer forms
Print team assignments
Chill drinks
2 people
Open venue
2 people
Set up tables
4 people
Set out chairs
3 people
Set up the quiz table
2 people
Connect the sound system
2 people
Connect the display screen
2 people
Hand out answer sheets
2 people
Set out snacks
2 people
Set up registration desk
2 people

Event

Receive participants
3 people
Register teams
2 people
Give welcome briefing
Present quiz rounds
2 people
Collect answers
2 people
Check answers
3 people
Serve snacks
2 people
Refill drinks
2 people
Announce breaks
Track live scores
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

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

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Quiz master table
Waste binsqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Coffee cupsqty 50
Tea glassesqty 50
Cutlery setsqty 60
Small bowlsqty 12
Serving traysqty 6

Equipment

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

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Ice packsqty 12

Decorations

Team badgesqty 12
Tableclothsqty 8
Garlandqty 6
Prizesqty 3

Lighting

String lightsqty 4

Cleaning

Washing-up bowlsqty 2
Bucketsqty 2
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 4

Office supplies

Ballpoint pensqty 70
Score sheetsqty 20
Answer formsqty 150
Paper tapeqty 4
Markersqty 12
Writing foldersqty 12
Staplersqty 2
Staplesqty 2
Pen holdersqty 6

Catering

Groceries

Tips

Start registrations early enough to assign teams before printing anything. Collect dietary requirements at the same time, then use the final registration list to prepare team assignments and numbered answer forms.
Finish the quiz content before building the presentation. Allow at least one separate session to check every answer, test music clips and run through the slides from the laptop you will use on the night.
Test the projector, screen, speakers, microphone, extension cords and power strips in the actual venue before the event. A 30-minute technical check can reveal missing connections or poor sound before participants arrive.
Chill drinks before opening the venue and keep a clear route between coolers, the registration desk and the quiz area. Set out reusable cups, plates and serving items only after the main tables are in position.
Give the setup team a written arrival order: open the venue, arrange tables and chairs, prepare registration and quiz-master tables, then connect the display and sound system. Keep printed team assignments and spare quiz materials at the quiz table.

Frequently asked questions

How far in advance should I organise a scouting quiz?: Start venue, permit and agreement checks at least 6 to 8 weeks before the quiz. Send invitations once the date and venue are confirmed, then close registrations early enough to assign teams and print materials.
How many people should be on each scouting quiz team?: Aim for teams of 4 to 6 people so everyone can contribute without making discussion too slow. Assign teams after registrations close and print the team list before the setup day.
When should I prepare and test the quiz presentation?: Prepare the presentation several days before the event and check all answers, slides and music clips at least 24 hours in advance. Test the full setup with the laptop, projector, screen, speakers and microphone on the day as well.
What time should setup start for a scouting quiz?: Allow at least 90 minutes before participants arrive for tables, chairs, registration, the quiz table, drinks and equipment connections. Add another 30 minutes if the venue or sound system is unfamiliar.

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.