Village quiz checklist and organising plan

A village quiz runs smoothly when the practical details are settled before the first question is read out. Start by booking the village hall and fixing the date, then build the quiz, confirm teams and assign people to registration, scoring, catering and setup. Allow time to print and number answer sheets, test the projector and microphone, chill the drinks and prepare prizes. This checklist keeps the 61 planning tasks and 43 required items in a workable order.

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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 village hall
Set quiz date
2 people
Set up the quiz
3 people
Prepare quiz rounds
4 people
Write quiz questions
4 people
Check the quiz questions
3 people
Create Answers and Scoring
2 people
Prepare a tiebreaker question
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Record teams and team names
2 people
Book quizmaster
Assign the grading team
Confirm the setup team
Confirm catering team
Confirm reservations
Remind participants
Lay out quiz booklets
2 people
Print quiz booklets and answer sheets
2 people
Number answer forms
2 people
Label team tables
2 people
Buy prizes
2 people
Do the shopping
3 people
Chill drinks
2 people
Collect borrowed materials
2 people
Load presentation on laptop
Charge equipment
Pack quiz materials
2 people

Event

Open venue
2 people
Check the hall floor
2 people
Set up tables
4 people
Set out chairs
4 people
Set up quiz tables
3 people
Hang decorations
2 people
Set up projector and screen
2 people
Test audio and microphone
2 people
Lay out answer sheets
2 people
Set up the catering buffet
3 people
Set up the reception table
2 people
Receive participants
3 people
Direct teams to tables
2 people
Explain quiz rules
Present quiz rounds
Collect answer sheets
3 people
Check answers
5 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Process interim results
2 people
Announce the winner
2 people
Present prizes
2 people
Let participants out
2 people

Aftercare

Collect waste
4 people
Clear tables and chairs
4 people
Dismantle equipment
2 people
Wash dishes
3 people
Clean the room
3 people
Check toilets
Return materials
2 people
Clear away leftover stock
2 people
Process final settlement

What to bring

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

Furniture

Tablesqty 12
Chairsqty 72
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Equipment

Laptop
Projector
Projection screen
Microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 3

Game materials

Quiz bookletsqty 12
Answer sheetsqty 150
Spare pensqty 30
Team number cardsqty 12
Score sheetsqty 20
Tie-break formqty 15
Prizesqty 3
Clipboardsqty 12

Decorations

Balloonsqty 40
Buntingqty 8
Table décorqty 12
Name badgesqty 80

Lighting

LED light stringsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Write and check all quiz questions before printing the quiz booklets. Prepare the answer key and scoring method at the same time, so the grading team is not working out answers during the event.
Close registrations before you label team tables and number team cards. Record team names and dietary requirements together, then send a reminder with the start time and hall details several days before the quiz.
Test the laptop, projector, screen, microphone and speakers in the hall before guests arrive. Check extension cords, power strips and charging cables as part of the same test rather than discovering a missing connection during the first round.
Print the quiz booklets and answer sheets with spare copies, and put spare pens, clipboards, score sheets and the tie-break form at the registration or scoring table. Numbering the answer forms makes it easier to match results to teams.
Schedule setup early enough to lay out tables, chairs, buffet tables and coat racks before registration opens. Chill the drinks in advance, and keep prizes together so the presentation does not delay the final scores.

Frequently asked questions

How far in advance should I organise a village quiz?: Set the date and reserve the village hall at least 6 to 8 weeks ahead. Aim to finish registrations and dietary information around 7 days before the quiz, leaving time to confirm teams and catering.
How many quiz questions do I need for a village quiz?: Plan the number of questions around the rounds and the available time, then write and check the complete set before printing. Allow roughly 10 to 15 minutes per round, plus time for answers, marking and score updates.
When should I print the quiz answer sheets?: Print the quiz booklets and answer sheets 2 to 3 days before the event, after the questions and answer key have been checked. Prepare spare copies and number the forms before placing them on the team tables.
What equipment do I need for a village quiz?: Allow for a laptop, projector, projection screen, microphone, speakers and suitable power connections. Test every item in the hall at least 1 day beforehand, and bring charging cables plus spare pens for the teams.

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