Sports quiz checklist: what to arrange and when

A sports quiz needs more preparation than writing a set of questions. You also need a workable team format, tested sound and video, clear scoring, printed answer sheets and a final participant list. Book the venue before sending invitations, then collect registrations and dietary requirements while you build and check the rounds. On the day, allow time to ventilate the room, arrange tables, connect the equipment, chill drinks and prepare coffee before teams arrive.

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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 and teams
2 people
Make a venue reservation
Send invitations
2 people
Process registrations
Collect dietary requirements
Prepare quiz questions
3 people
Check the quiz questions
2 people
Create Answers and Scoring
2 people
Compile music rounds
2 people
Create the quiz presentation
2 people
Test the equipment
2 people
Prepare team assignments
Send promotional message
Create final participant list
Do the shopping
2 people
Print quiz materials
2 people
Set out answer forms

Event

Open venue
2 people
Ventilate room
2 people
Set up tables and chairs
4 people
Set up the quiz table
2 people
Connect audio and video
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Set up the entrance and reception table
2 people
Receive participants
2 people
Register teams
2 people
Explain the quiz rules
Present quiz rounds
Collect answer sheets
2 people
Check answers
3 people
Refill drinks
2 people
Refill snacks
2 people
Announce break
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect food scraps and waste
3 people
Wash dishes
2 people
Clear away equipment
2 people
Put the tables and chairs back
4 people
Clean the room
3 people
Check and clean the restrooms
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Quiz table
Coat racksqty 2

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
HDMI cable
Timerqty 2

Sports equipment

Team badgesqty 12
Scoreboard
Whistle
Quiz buzzerqty 4

Office

Ballpoint pensqty 70
Markersqty 12
Notepadsqty 12
Printer paperqty 250
Tapeqty 3
Scissorsqty 2

Decorations

Sports postersqty 12
Tableclothsqty 8
Team pennantsqty 24
Prizesqty 3

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 6
Coolersqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the quiz format before inviting people: decide the team size, number of rounds and how answers will be submitted. Prepare team assignments only after registrations close, so late changes do not leave a table without enough players.
Finish the questions and scoring at least 3 days before the quiz. Have someone check every answer, spelling and score value, especially for sports statistics, names and tie-breakers.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and timer together at the venue at least 2 hours before doors open. Bring extension cords and power strips, and check that the presentation is readable from the back table.
Print answer forms, team badges, score sheets and spare copies before the event day. Put pens and notepads on every table, then keep extra paper, markers, tape and scissors at the quiz table.
Plan refreshments from the final participant list, not from the number of invitations. Chill drinks before teams arrive, and set out reusable glasses, plates and cutlery while coffee and tea are being prepared; dietary requirements should be confirmed before shopping.

Frequently asked questions

How far in advance should I organise a sports quiz?: Book the venue and confirm the date at least 4 to 6 weeks ahead. Send invitations once the format and location are fixed, then close registrations about 7 days before the quiz so you can assign teams and shop accurately.
How many questions do I need for a sports quiz?: Plan around 40 to 60 questions for a quiz lasting 90 to 120 minutes, including answer checks and breaks. Use several rounds and leave 10 to 15 minutes for scoring and announcing the results.
When should I test the sports quiz equipment?: Do a full equipment test at the venue at least 2 hours before the start. Test the presentation, projector, speakers, microphone, HDMI connection and timer in the exact room layout, not just at home.
When should I print the quiz materials?: Print the answer forms, team lists, score sheets and question materials 1 to 2 days before the event. Keep at least 10% spare copies and bring extra ballpoint pens in case tables run short.

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.