What you need for a trivia night
A trivia night needs more than questions and a projector. You will need serving supplies for the breaks, reliable equipment for the presentation and music, plus printed answer forms and prizes for the winning team. Plan quantities around your guest count: allow one answer form per team per round, at least one table number per table, and enough cups and plates for the full evening. This list helps you spot items that are easy to forget or difficult to replace on the day.
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
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 5 bottles
- Iced tea - 5 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 8 bags
- Baguettes - 8 pieces
- Mini buns - 80 pieces
- Butter - 500 grams
- Hummus - 1 kilo
- Herb cream cheese - 1 kilo
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Carrots - 2 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Cookies - 6 packs
- Brownies - 50 pieces
- Vegetarian wraps - 30 pieces
- Vegan toppings - 500 grams
- Gluten-free sandwiches - 12 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
Tips
- Buy or gather one complete set of answer forms for every team and every quiz round, plus around 10% extra for mistakes or late registrations. Keep tie-break questions and spare pens with the quiz materials.
- Check the projector, laptop, speakers, microphone, HDMI cable, extension cords and power strips at least 48 hours before the event. A short test with the actual presentation and music clips catches connection and volume problems early.
- For drinks, count two to three servings per person for the first hour, then about one serving per person for each additional hour. Add extra water glasses and use coolers or thermos flasks so drinks remain available between rounds.
- Prepare one plate and one cutlery set per guest if food is served, then add at least 10 spare settings. Serving platters, tongs, small bowls, cutting boards and bread knives are often overlooked until the buffet is ready.
- Buy prizes at least one week ahead and wrap them before setup day. Bring tablecloths, bunting and table numbers together in one clearly labelled box so decorating does not delay the seating plan.
Frequently asked questions
- What do I need to buy for a trivia night?
- Plan for drinks, cups, plates and cutlery, plus printed quiz materials, prizes and any food-serving supplies. For the quiz itself, bring a laptop, projector, screen, speakers, microphone, HDMI cable, extension cords and power strips.
- How many answer sheets do I need for a trivia night?
- Use one answer form per team for each round, then add 10% extra. For 8 teams playing 6 rounds, print at least 53 forms, plus spare copies for tie-breaks or damaged sheets.
- How much food and drink should I provide for trivia night?
- Allow two to three drinks per person during the first hour and one more per person for every additional hour. For food, provide one plate and cutlery set per guest, with 10 extra settings for spills, guests without a set and unexpected additions.
- When should I buy trivia night prizes and supplies?
- Buy prizes and non-perishable supplies at least one week before the event. Check and test the presentation equipment 48 hours beforehand, then do the final food and drink shopping one day before the night.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!