Creator

  1. What is the goal of your Quiz Night?
    • Fun / Social
    • Fun and raising money.
        • For what cause are you raising money?
  2. List your preferred organiser(s) for the event.
  3. Contact organisers and get them to commit to helping.
  4. Allocate roles to those involved in the planning (see below for what is required).
  5. Choose an ideal date for the event to take place.
    • Keep in mind potentially conflicting events.
  6. Identify alternative dates in case your preferred date causes too many issues.

Depending on your QuizMaster (MC / host of your event) and access to a venue these next two criteria can be done in reverse order or concurrently.

  1. Decide on the desired number of attendees.
  2. Identify potential venues. Take into account:
      • Expected turnout.
      • How close the venue is to the majority of those attending.
      • Cost of hiring the venue.
      • How well-suited is the venue to the event you’re planning?
      • For more suggestions to think about: VENUE
  3. Contact venues to find out if they’ll be available on the desired date(s)
  4. Book the venue.
  5. If necessary, pay the deposit for the venue hire.
  1. Decide who will provide the trivia questions and rounds for the event. Options:
    • Source from Quiz Night HQ’s Marketplace.
    • Spend countless hours creating them yourself.
    • Have them provided by your QuizMaster.
  1. Decide on your QuizMaster / Host. Options:
    • Someone within your organisation.
    • Someone unconnected to your organisation.
  2. Check to see if your preferred QuizMaster is available for the date you have in mind.
  3. Book your QuizMaster.
  4. If necessary, pay the deposit for hiring the QuizMaster.
  1. Decide on the fundraising activities and games the event will include
  2. Determine what kind of sponsorship and donations your event needs. Options include:
  3. Allocate people within your organisation to contact businesses they already have connections with.
  4. Contact local businesses to attract sponsorship for the event (Free Sponsorship Request Template).
  1. Decide how you will sell tickets for your event
      1. Online ticket-sales
      2. At the door
      3. Within your organisation
  1. Decide on whether or not you will have a theme
    • Sport Trivia
    • Movie Trivia
    • Music Trivia
    • No theme
    • See this guide for more ideas
  2. Decide on the structure of your quiz. e.g.
    • 4 rounds with 3 table questions
    • 3 rounds
    • For more suggestions for the structure see this guide.
  3. Prepare your questions. Draw upon reliable sources:
  4. Create the visual presentation of the Trivia Rounds. (Free Template) Not required if purchasing through the Marketplace.
  5. Create the question and answer sheets. (Free Template) Not required if purchasing through the Marketplace.
  1. Contact others who might be able to help design marketing materials.
  2. Plan your promotional strategies:
    • Facebook Event
    • Other Social Media Platforms
        • Twitter
        • Instagram
    • Physical Advertising
        • Flyers
        • Posters
        • Organisation’s Newsletter / Bulletin
    • Email List
    • Website
    • Local Newspaper / Publication
    • Word of Mouth
    • See more: How to Promote Your Quiz Night
  3. Design the materials (make sure to include items listed in this guide)
    • Social Media Posts / Videos
    • Physical Advertisements
  4. Create the marketing materials
    • Physical | printed flyers, posters, real estate signage etc.
    • Digital | Text to be posted, images, etc.
  5. Distribute / post your marketing materials.
    • Display posters in prominent locations around your community.
    • Distribute flyers
    • Encourage members of your organisation to get the word out
    • Email potential attendees with event details
    • Create page on your organisation’s website
    • Contact local newspaper / publication to advertise
    • Create a Facebook Event to promote the quiz
    • Post a promotional video to YouTube
    • Post images on Instagram, etc.
  6. Make tickets available to attendees (if selling them prior to the event)

(Free Running Sheet Template)

  1. Plan your event. Put the key elements in chronological order. These elements may include:
    • Set-up
    • Trivia Rounds
    • Breaks
    • Fundraising Games
    • Pack-up
    • For more ideas see this guide.
  2. Estimate running time for each element, e.g.
    • Breaks = 10 minutes
    • Set-up = 90 minutes
    • Pack-up = 30 minutes
  3. Identify people who can assist in running the event.
  4. Indicate on Running Sheet who is responsible for each aspect of the event.
    • Volunteer(s) / QuizMaster etc.

This step should be undertaken within the week of the event. It gives you enough time to compile last minute items and gives you time to fill the gaps if required.

  1. Compile what you have received from businesses as donations.
  2. Decide how you will use the items.
  3. Create the documents required for the fundraising activities you are conducting at the event.
  4. Purchase raffle ticket books.
  5. Organise the way you will present the prizes and items at the event. For example:
    • Create hampers of items.
    • Put vouchers in envelopes.

This step should be undertaken within the week of the event.

  1. Confirm the number of teams attending (total individuals is handy for tracking income and notifying the venue for bar staff etc.).
  2. Confirm final payments, times and numbers with the venue.
  3. Let your QuizMaster / Host know (this will allow them to have the correct number of question sheets)
    • Alternatively, print out all the question sheets you need. Add another 20% to the total number of sheets for last minute attendees. You don't want to be left with not enough on the night.
  4. Source any sponsorship logos / advertising materials required on the night.
  5. Confirm assistants for fundraising activities, doorperson etc. at the event.
  6. Confirm bar workers if required.
  7. Confirm any pre-arranged catering.
  1. Check that all digital presentations are working to your liking on your computer.
  2. A visit to the venue to test your AV equipment with theirs is worth the time.
  3. Source pens for teams to fill out their answers - opportunity for sponsorship of the pens.
  4. Ensure you have all the question and table question sheets printed out to hand out to teams.
  5. Ensure you have the answer sheets printed so you can correct teams’ responses.

Give yourself plenty of time to set up if the venue will allow it. It can be better to set up in the morning of a night event or even the day before and have it done. Last minute problems may arise.

  1. Set tables up in the space.
  2. Label team tables with team names / pre-purchased ticket holder representing teams.
  3. Allocate chairs to each table - this is based on the confirmed team numbers you have.
  4. Decorate tables as desired - another opportunity for donated decorations from a sponsor.
    • Flowers
    • Balloons
    • Tablecloths - paper ones are handy so attendees can record answers on the table during quick-fire rounds.
  5. Decorate room. May include:
    • Your organisation’s promotional materials
    • Sponsor advertising
    • Streamers
    • Balloons
    • Lights
    • Flowers
  6. Provide pens for each table (1-2 should suffice).
  7. Place Not-So-Live Auction sheets, Live Auction guides and any other information for attendees on each table.
  8. Set up QuizMaster / Host table:
    • Ensure the QuizMaster is clearly visible for all tables in the room.
    • Provide number of chairs required for markers too.
    • Provide easy access to AV equipment.
  9. Set up audio and visual equipment. May include:
    • Projector and screen.
    • Computer connections to visuals.
    • Speakers and sound desk.
    • Microphone and stand.
    • Lectern
  10. Create a space for the Silent Auction.
    • Allow enough tables for attendees to move around and add their bids.
    • Display items appropriately - like items may be suited being separate or next to each other.
    • Place corresponding Silent Auction sheet at each item.
    • Provide a pen for each sheet.
  11. Display other games and activities in the venue space.
  12. Place signage at the front of the venue to notify attendees of where to get in to venue. May include:
    • A-frame sign
    • Banner
    • Balloons

Refer to the Running Sheet throughout to keep the event flowing - that is your guide. These steps are reminders for things you may need to allow time for during the event in no particular order.

  1. Notify attendees of location of bathroom facilities.
  2. If a fundraiser: notify attendees of the purpose of the night. This will encourage donations and spending in auctions etc.
  3. Promote sponsors.
  4. Promote the fundraising opportunities.
  5. Announce thank you’s to volunteers, sponsors, venue etc.
  6. Take photos throughout the event for promotional use for your organisation or future events.
  7. Photograph winning team with prizes for promotion on social media - helps to create FOMO and interest for future events.

These steps are depending on the venue and style of your event. If it is an in-house venue then more of these steps will apply.

  1. Let attendees know during the event what the process is for the pack-up.
    • Charity nights suit asking attendees to help stack a chair or two if required.
    • Corporate events are more likely to include pack-up in venue hire.
  2. Clear tables of rubbish. Ideally get teams to take rubbish home with them.
  3. Wipe down tables.
  4. Stack chairs.
  5. Pack down tables if required.
  6. Move tables and chairs to where they are stored.
  7. Vacuum / sweep.
  8. Clean bar / kitchen area.
  9. Pack down audio and visual equipment that was brought specially to the venue.
  1. Let members of your organisation know how much was raised at your successful event.
  2. Create ‘Certificates of Appreciation’ for sponsors and donors - well worth the time and effort if you would like their support in the future.
  3. Send out the certificates to sponsors.
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