Trivia Night Logistics

We are delighted to introduce our series of articles on how to organise a Trivia Night. They are jam packed with everything you need to create a memorable and profitable night of fun!

Part 3 - Logistics

How to Run a Smooth, Fun and Fabulous Event

You've chosen a date, planned a theme, sorted your questions and built the buzz. Now it's game time!

A well-run trivia night doesn’t just happen — it takes thoughtful setup, solid logistics and a few sneaky hacks to keep everything running like clockwork. Whether it’s your first time running a quiz night or you’re a seasoned pro, this article has everything you need to make the night itself a roaring success.

🧑‍💻 Tech & Setup Tips

No matter your theme or crowd, logistics make the difference between chaos and confidence.

✔️ Essential Tech Checklist:

• PowerPoint presentation to display each question (plus images or music clips)

• Test A/V gear in advance: microphone, projector, speakers, and laptop

• Display a leaderboard: use Excel or a trivia-specific tool so scores update between rounds

• Set up a tech desk near your MC to run slides and input scores

• Have a bell! (borrow from a teacher!) to signal the start of each round

• Print everything: marking guides, answer sheets, rules, scorecards

• Allow room to move: keep walkways clear for bar access, toilet runs and answer sheet collection

• Use plastic tablecloths if allowing BYO food — quick to clean!

• Add a “Phone Bucket” to limit sneaky Googling (and make it fun: offer bonus points for compliance)

🕒 Timing & Flow: Your Winning Formula

A good pace keeps the energy high and stops things dragging. Here's a popular event structure:

🕖 Example Timeline:

👩‍🏫 Staffing & Volunteers

Your event will run better (and be more fun for you) with helpers.

Roles to Fill:

• MC/Quizmaster – confident, clear and a bit cheeky

• Scorekeepers – 2 people per 20 tables

• Tech Desk Operator – handles slides, sound and scores

• Runners – collect answer sheets and help spot sneaky cheats

• Bar / Food Volunteers – with RSA certification if serving alcohol

• Silent Auction / Raffle Desk – manage bidding and prizes

• General Floaters – help with everything from setup to packing down

✨ Top Tip: Ask if anyone has high schoolers needing volunteer hours — perfect for runners or raffle ticket sellers!

🍻 Running a Bar: What to Know

Running your own bar can significantly boost profits, but make sure you're covered:

• You’ll need a community liquor licence

• At least one server must have an RSA certificate

• Promote responsible service of alcohol — water stations and snack tables help!

• EFTPOS makes life easier (and improves auction revenue)

• Ensure rubbish and recycling bins are easily accessible

• If you’re not licensed, consider BYO or pre-selling drinks via ticket bundles — check local laws

🎲 Interval Games & Extra Fundraising

Break up the rounds with fun fillers that keep energy (and donations!) flowing.

Game Ideas:

• Heads & Tails – gold coin entry, winner gets a prize

• Coin Slide – slide coins toward a bottle or prize

• Alphabet Raffle – themed by your event

• Cheat Sheets – sell for $5–$20; 1 per table max

• Lucky Chair Prizes – tape small vouchers under random seats

• Table Rounds – “Name That Logo”, “Match the Landmark” or photo-based quizzes

These games are not just entertaining — they’re lucrative and keep the atmosphere light between rounds.

📋 Downloadable Run Sheet

To help you stay organised, we’ve created a detailed Trivia Night Run Sheet that breaks down the whole evening by the minute. It covers:

• Setup tasks

• MC cues

• Round timings

• When to run each fundraiser

• Volunteer roles

• And space for custom notes

🎁 Get your copy by joining the free Fundraising Whisperer Toolbox! You’ll also receive our super-handy Fundraising Planner and access to a growing library of resources, templates and tips.
👉 Click here to join or log in

💡 Pro Tips for a Fun & Flawless Night

• 🎙 Don’t start too late – aim for 7pm kick-off

• 🍷 Allow for a big mid-point break to refresh and socialise

• 🎁 Keep prizes visible to build anticipation

• 😂 Allow time for “funny answer” shoutouts

• 🧹 Make pack down easy: have bins, extra hands and a clean-up crew

🏁 Wrapping Up

Running the night itself is where all your planning comes to life. The good news? With clear roles, a solid timeline, and a little flexibility, your trivia night will be fun, friendly and fabulously successful.