Trivia Night Wrap-up

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 6 - Wrapping Up Your Trivia Night 

Thank You, Handover & Setting the Stage for Next Time

You did it! After months of planning, ticket selling, question writing, and coin sliding… your trivia night is done and dusted. You raised funds, created laughs, and brought your community together — and that deserves a big round of applause (especially for you!).

But before you hang up your trivia hat, there are three final steps that will ensure this year’s success leads to even greater things next year:

• Thank your supporters

• Write your handover notes

• Celebrate and collect feedback

🎉 1. Thank You: The Real MVPs

Take the time to genuinely thank everyone who made your trivia night happen. It’s not just polite — it helps you build long-term relationships that make future events easier and more successful.

🧡 Who to thank:

• Sponsors and prize donors – Send a thank-you email or card (with a photo from the night if possible). Publicly thank them in your newsletter and on social media, and tag their business pages.

• Volunteers – Whether they helped on the night, donated raffle items, or wrangled tables, every role matters. A personal thank-you message (or even a small treat or certificate) goes a long way.

• The venue – If you used a local club or community hall, thank the staff or committee. A good relationship here is invaluable.

• Attendees – Post a “Thank You” on your socials or email list with fun photos and a total amount raised. People love to know their contribution made an impact.

✨ Pro Tip: Create a simple “Thank You Wall” slide at the end of the night and name-drop your sponsors as you close the event. Better still, include their logos in your printed materials or projected slides during the quiz.

🗂 2. Write Your Handover Notes

Even if you’re planning to run the trivia night again yourself, a good event record is a gift to your future self — or the next person who takes the reins.

📘 What to include in your handover:

• Planning timeline – What you did when (e.g. booked venue 3 months out, opened ticket sales 6 weeks out)

• Budget summary – Expenses, income, what worked and what could be trimmed

• Suppliers & contacts – Venue, MC, equipment hire, printers, prize donors, quiz writers

• What worked well – Popular games, crowd favourites, best-selling raffles or auctions

• What to do differently – Anything you’d change next time (e.g. needed more volunteers, move tables closer, clarify rules for cheats)

• Photos of room setup – Huge help for decorations and layout next year

• Marketing examples – Flyers, social media posts, countdown graphics

✨ Tip: Use the Fundraising Whisperer Toolbox to store your notes or upload a Google Doc version your team can access easily. (And yes — there’s a free printable Trivia Night Planner available!)

📢 3. Celebrate + Get Feedback

Your event was a success — and you deserve to celebrate it.

Send a post-event survey (or a quick social media poll) to collect feedback from attendees. Keep it short and simple:

• What was your favourite part of the night?

• What could we improve for next time?

• Would you attend again or bring a friend?

• What theme or round would you love to see?

This not only helps you improve, but shows people you value their input.

🥂 And Finally… Celebrate YOU!

If you’re reading this, chances are you were one of the hardworking legends who brought this event to life. Fundraising and event organising are no small feat — especially for schools, clubs, and grassroots communities.

So give yourself a proper pat on the back. Have a celebratory cup of tea (or champagne!). You’ve made memories, built connections, and raised funds for something that matters.

👋 Until Next Time...

Trivia nights are more than just events — they’re community-builders. When you finish strong with thoughtful thank-yous and a solid handover, you’re laying the groundwork for a bigger, better event next year.

And remember — The Fundraising Whisperer is here with tools, templates, and ideas whenever you need a hand.