Trivia night checklist: what to arrange and when

A trivia night needs more than a list of questions. You need a confirmed venue, registered teams, prepared answer sheets, tested presentation equipment and a clear plan for food, seating and prizes. Start with the date and reservation, then build the quiz and process dietary requirements before printing anything. During the final setup, allow time to test the projector, screen, speakers, microphone and music clips rather than discovering a missing cable when guests 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
Confirm reservation
Send invitations
Process registrations
Collect dietary requirements
Set quiz themes
2 people
Write quiz questions
2 people
Check answers
2 people
Prepare quiz rounds
2 people
Prepare tie-break questions
Prepare answer forms
Compile the presentation
Select music clips
Test the equipment
2 people
Create team and table seating plans
Purchase prizes and materials
Do the shopping
2 people
Print quiz materials
Wrap the prizes
Check the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the quiz table
2 people
Set up projector and screen
2 people
Test sound and music
2 people
Set up the buffet and drinks table
2 people
Hang up decorations
2 people
Set out answer forms

Event

Reception and registration
2 people
Guide teams to tables
2 people
Serve welcome drinks
2 people
Explain quiz rules
Present quiz rounds
2 people
Serve appetizers and snacks
2 people
Refill drinks
2 people
Collect answers
2 people
Check answers
3 people
Keep track of scores
Announce the winners
Present prizes
2 people

Aftercare

Pack leftovers safely
2 people
Collect trash and empty bottles
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Dismantle technical equipment
2 people
Clean the room
3 people
Remove decorations
2 people
Return borrowed items
Archive quiz files

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Presentation table
Buffet tablesqty 2
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 3
Power stripsqty 4
HDMI cableqty 2
Timerqty 2

Tableware

Water glassesqty 50
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 50
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Small bowlsqty 10

Decorations

Tableclothsqty 8
Buntingqty 4
Table numbersqty 8
Scoreboard
Prize trophiesqty 3

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 4
Dustpan and brush
Broom
Mop
Bucket
Dish brushesqty 2

Quiz materials

Answer formsqty 400
Pensqty 60
Score sheetsqty 20
Round cardsqty 8
Foldersqty 4
Whiteboard
Whiteboard markersqty 4
Music clipsqty 20

Catering

Groceries

Tips

Set a firm registration deadline at least 5–7 days before the quiz. Use the final team list to create table seating, table numbers and the correct quantity of answer forms.
Finish writing and checking the questions before compiling the presentation. Prepare each round and at least two tie-break questions, then run through the slides once as a contestant would.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and power supply at the venue at least 2 hours before doors open. Keep extension cords and power strips available for equipment that cannot reach the nearest socket.
Plan the quiz table separately from the teams’ tables. Keep the timer, answer forms, pens and tie-break questions together so the host does not have to search for materials between rounds.
Buy and wrap prizes before the final day, and check serving equipment at the same time. Count glasses, cups, plates, cutlery, platters and tongs against the expected number of guests rather than relying on the venue’s usual stock.

Frequently asked questions

How far in advance should I organise a trivia night?: Confirm the date and venue 4–6 weeks ahead, especially if you need a reservation. Send invitations soon after and close registrations about 5–7 days before the event so seating, food requirements and printed materials can be finalised.
How many questions do I need for a trivia night?: Plan the number around your timing: six rounds of 8–10 questions gives you 48–60 questions, usually enough for an evening with breaks and scoring. Add at least two tie-break questions and check every answer before printing or presenting it.
When should I test the trivia night equipment?: Do a full equipment test at the venue at least 2 hours before guests arrive. Check the laptop, projector, screen, speakers, microphone, HDMI cable, music and power connections, then leave the setup running long enough to spot loose cables or sound problems.
When should I print the trivia night materials?: Print answer forms, question sheets, seating information and other quiz materials after registrations close and the final questions are checked. Aim to print 1–2 days before the event, with a small spare stack in case teams or pages are added.

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