Trial Quiz planning checklist

A trial quiz needs more than a set of questions. You need a firm date and venue, a reliable participant list, tested answers, clear team assignments, and enough time to prepare the tasting rounds. Plan registration details early, including dietary requirements, then work backwards from the event day. The final setup combines quiz materials, numbered tables, drinks, snacks, sample products, and presentation equipment, so late preparation can quickly create delays.

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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

Reserve venue
Set quiz date
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Set quiz categories
2 people
Prepare quiz questions
2 people
Check answers
2 people
Select sample products
2 people
Assign teams
Print quiz materials
Number the team tables
Do the shopping
2 people
Check sample products
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare tasting rounds
3 people
Set up tables
3 people
Set up chairs
2 people
Set up the quiz table
2 people
Set out tableware
2 people
Set out drinks
2 people
Display snacks
2 people
Hang up decorations
2 people
Test sound and visuals
2 people
Set out answer forms

Event

Walk-in and reception
3 people
Direct teams to tables
2 people
Serve welcome drinks
2 people
Explain quiz rules
Serve the first tasting round
3 people
Collect answers
2 people
Serve round two of the tasting
3 people
Refill drinks
2 people
Refill snacks
2 people
Present quiz rounds
Check answers
3 people
Announce the winner
Serve the last drinks round
2 people
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the venue
3 people
Switch off equipment
Check materials
2 people
Return borrowed items
2 people
Clear away leftover drinks

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Buffet tablesqty 2
Stoolsqty 4

Tableware

Reusable tasting glassesqty 120
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 50

Kitchen

Serving boardsqty 12
Small bowlsqty 20
Serving tongsqty 12
Cutting boardsqty 4
Kitchen knivesqty 6
Measuring cupsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Pensqty 60
Suggestion boxesqty 8

Lighting

Atmosphere lightsqty 6

Decorations

Tableclothqty 8
Table numbersqty 8
Welcome sign
Prize trophy

Cleaning

Waste binsqty 4
Dishpanqty 2
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Set the date and reserve the venue before sending invitations. Keep registration open long enough to update the participant list and collect dietary requirements, then close it before assigning teams.
Prepare the quiz categories and questions early enough to check every answer. Print the quiz materials only after the wording, answer key, and team numbers are final.
Plan the tasting rounds separately from the quiz itself. Check the sample products, prepare each round in order, and chill the drinks before guests arrive rather than during registration.
Work out the room layout before setup day. Number the team tables, leave a clear route to the quiz table and serving area, and test the laptop, projector, screen, microphone, speakers, extension cords, and power strips.
Do the shopping with the full headcount in front of you. Allow enough reusable tasting glasses, water glasses, plates, cutlery, serving equipment, pens, snacks, and drinks for every participant plus the people running the quiz.

Frequently asked questions

How far in advance should I organize a trial quiz?: Set the date and reserve the venue at least 4 to 6 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, and aim to finalize teams and materials during the week before the quiz.
How many questions should a trial quiz have?: Prepare enough questions for the number of categories and rounds you plan to run, then allow time to check every answer before printing. A practical schedule is to finish the question set at least 7 days before the event.
When should I assign teams for a trial quiz?: Assign teams after registrations close and the participant list is updated, usually 3 to 7 days before the quiz. This gives you time to print team materials, number the tables, and handle last-minute changes.
When should I set up the tasting rounds and drinks?: Prepare the tasting rounds on the event day, with chilled drinks ready before guests arrive. Set out glasses, water, snacks, and serving equipment in advance so the first round does not delay the quiz.

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.