Walking quiz checklist for a smooth event

A walking quiz needs more than good questions and a route. You must secure a starting location, check permissions, test every route point, and prepare materials that teams can use outdoors. Work from the date and route first, then build the quiz, registrations, team assignments, catering, and volunteer briefing around them. This checklist also helps you catch common last-minute problems, such as missing signs, too few pens, unclear scoring, or weather protection at the start and finish.

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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

Record date and route
2 people
Reserve starting location
Check permits and notifications
Set the quiz theme and rules
2 people
Scout the route in advance
2 people
Prepare quiz questions
2 people
Create Answers and Scoring
2 people
Select route points
2 people
Check route points
2 people
Send invitations
Process registrations
Collect dietary requirements
Prepare team assignments
Brief volunteers
2 people
Order prizes
Book catering
Check the shopping list
Do the shopping
2 people
Print quiz booklets
Print answer forms
Print route maps
Distribute materials per team
2 people
Prepare route arrows and signs
2 people
Check the weather forecast

Event

Open the starting location
2 people
Set up tables and chairs
3 people
Set up party tents
4 people
Set up the information desk
2 people
Prepare quiz materials
2 people
Place route arrows
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Register participants
3 people
Assemble teams
2 people
Explain the game rules
Hand out quiz booklets
2 people
Start walking quiz
2 people
Check route stations
3 people
Refill drinks
2 people
Serve snacks
2 people
Welcome arriving teams
2 people
Collect answer sheets
2 people
Check answers
3 people
Check the result
2 people
Announce the winners
Present prizes
2 people

Aftercare

Remove route arrows
3 people
Collect materials
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Store materials dry
2 people
Return borrowed items
2 people
Delete route data

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 24
Information desk
High tablesqty 3

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Megaphone
Mobile phoneqty 2

Quiz materials

Quiz bookletsqty 20
Answer formsqty 20
Route mapsqty 20
Clipboardsqty 20
Ballpoint pensqty 60
Spare pencilsqty 20
Calculatorsqty 4
Score sheetsqty 5
Directional signsqty 25
Arrowsqty 30
Conesqty 20
Markersqty 12
Tapeqty 6
Scissorsqty 4
Staplersqty 3
Staple stripsqty 6
Prizesqty 3

Lighting

LED lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Microfiber clothsqty 10

Safety

Flashlightsqty 6
Reflective vestsqty 8
First aid kit
Umbrellasqty 4

Catering

Groceries

Tips

Scout the full route before publishing the invitations. Check walking time, accessible paths, toilets, safe stopping points, phone coverage, and whether every quiz location is still usable.
Set the quiz rules before writing all questions. Decide how teams submit answers, how ties are settled, and whether calculators or phones are allowed, then print the rules with the quiz booklets.
Prepare one clearly labelled pack per team. Include the quiz booklet, answer forms, route map, clipboard, pens, and spare pencils; add extra blank forms for damaged or lost copies.
Place route arrows, signs, cones, and markers shortly before the start, not the night before. Keep tape and replacement signs with the event team so a missing or damaged marker can be fixed quickly.
Check catering and dietary requirements at least 7 days before the event. Count cups, plates, cutlery, serving trays, coffee supplies, coolers, and power needs separately from the quiz materials.

Frequently asked questions

How far in advance should I plan a walking quiz?: Start at least 6 weeks before the event. Record the date and route first, reserve the starting location, check permits or notifications, and allow the final 7 days for printing, shopping, weather checks, and volunteer briefings.
How many questions should a walking quiz have?: Allow roughly 8 to 12 questions for each hour of walking, depending on how long teams stop at route points. Test the complete route with the quiz materials so the total activity fits your planned schedule rather than relying only on question count.
When should I print walking quiz materials?: Print quiz booklets, answer forms, route maps, score sheets, and signs 3 to 5 days before the event. Keep a small reserve of blank forms, pens, and pencils, and distribute each team’s materials into a labelled pack before the start.
How many volunteers do I need for a walking quiz?: Plan for at least one organiser at the starting location, one person handling registration and materials, and one volunteer for every 10 to 15 teams if route points need supervision. Brief everyone no later than the day before and give them a phone contact for problems on the route.

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.