Sports quiz checklist and planning guide

A sports quiz runs smoothly when the questions, scoring and technology are ready before guests arrive. Start by fixing the date and venue, then choose the format and sports categories before writing and checking the questions. Give yourself time to process registrations, assign teams and collect dietary requirements. On the day, allow time for tables, the presentation setup, sound, catering and a full technology test—not just a quick check that the projector turns on.

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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
Set the quiz format
2 people
Choose sports categories
2 people
Write quiz questions
3 people
Check answers and sources
2 people
Assemble final round
2 people
Create answer forms
Prepare score sheets
Send invitations
Process registrations
Collect dietary requirements
Create team assignments
Send participant information
Reserve venue
Order catering
Check the shopping list
2 people
Do the shopping
2 people
Create the quiz presentation
2 people
Technically test presentation
2 people
Set out prizes

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the presentation table
2 people
Connect the sound system
2 people
Set up projector and screen
2 people
Prepare quiz materials
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up the entrance and registration
2 people
Welcome quiz team
2 people
Register participants
2 people
Guide teams to tables
2 people
Explain the game rules
Present quiz rounds
2 people
Collect answers
2 people
Check answers
4 people
Refill drinks
2 people
Restock snacks and nibbles
2 people
Collect tableware
2 people
Announce the winners
Present prizes
2 people

Aftercare

Collect quiz materials
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean the venue
4 people
Pack leftover catering
2 people
Return keys and equipment
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Presentation table
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Answer buttonsqty 4
Timerqty 2
Calculatorsqty 4

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Forksqty 70
Knivesqty 20
Spoonsqty 60
Serving plattersqty 8
Serving jugsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Team badgesqty 12
Name badgesqty 60
Pen holdersqty 12
Sports postersqty 12
Prizesqty 3

Lighting

String lightsqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Broomqty 2
Litter pickersqty 2

Catering

Groceries

Tips

Set the quiz format before writing questions: decide how many rounds, how teams submit answers and whether you will use answer buttons, printed forms or both.
Write questions early enough to verify every answer and source. Aim to finish the final round and score sheets at least 7 days before the quiz.
Send participant information after registrations close, including start time, venue details, team assignments and any dietary arrangements. Send it no later than 3 days beforehand.
Test the laptop, projector, screen, speakers, wireless microphone, extension cords and power strips together at the venue. Run the presentation from the actual position at least 60 minutes before doors open.
Plan the room around the quiz rather than the catering: set out tables and chairs first, then prepare the registration desk, presentation table, score sheets, timer and prizes before guests arrive.

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. Finish the questions, answer checks and presentation at least 7 days before the event.
How many questions should a sports quiz have?: Plan around 40 to 60 questions for a quiz lasting 90 to 120 minutes, including time for answers and scoring. Keep a short final round ready in case the schedule changes.
When should I send sports quiz invitations?: Send invitations 3 to 4 weeks before the quiz and close registrations about 7 days before it. Use the final registration list to create teams and confirm dietary requirements.
How early should I arrive to set up a sports quiz?: Arrive at least 90 minutes before guests are due. Allow the first 30 minutes for tables and presentation setup, then test the sound, projector and complete presentation before opening the venue.

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.