Event run sheet
One page everyone works from on the night: the time, what happens, who’s doing it and what they need to know. Here’s a quiz night from set-up to cash-up.
Quiz night, start to finish
Every time below moves with it.
Set-up to cash-up: 5 hr 30 min
- 5pmVenue access. Set out tables, team numbers, answer sheets and pens.Set-up crew (3)Test the microphone and projector now, not five minutes before doors open.
- 6pmRaffle and auction tables set up. Float counted by two people.Treasurer and raffle sellerWrite the float total on the cash box lid.
- 6.30pmVolunteers briefed. Quizmaster sound check.OrganiserEveryone knows where the first aid kit and fire exits are.
- 7pmDoors open. Teams sign in and pay or show their booking.Door and greeterCard reader charged. Tick teams off the booking list.
- 7.30pmWelcome, housekeeping and thanks to sponsors.QuizmasterToilets, fire exits, bar, what the night is raising for.
- 7.35pmRound 1Quizmaster; runners collect sheets
- 7.50pmRound 2Quizmaster; markers start scoring
- 8.05pmRound 3, then scores on the boardQuizmaster and scorers
- 8.20pmBreak: supper, raffle tickets on sale, silent auction open.Raffle sellers and kitchenAnnounce the running total to keep energy up.
- 8.40pmRound 4Quizmaster
- 8.55pmRound 5Quizmaster
- 9.10pmSilent auction closes. Live auction (three lots).Auctioneer and bid-table monitorClose the silent auction on time, by the clock.
- 9.25pmRound 6 (final round)Quizmaster
- 9.40pmRaffle draw from sold tickets, with an independent witness.Drawer and witnessRead out the winning numbers twice.
- 9.50pmFinal scores, winners, booby prize, thank-yous and the total so far.Quizmaster
- 10pmPay-up and collection for auction items. Pack down.Checkout and everyone leftNo item leaves until it is paid for.
- 10.30pmTakings counted in pairs and sealed.Treasurer and one otherBank the next working day.
Run sheet: quiz night
Doors open 7pm · set-up to cash-up 5 hr 30 min
| Time | What happens | Who | Notes |
|---|---|---|---|
| 5pm | Venue access. Set out tables, team numbers, answer sheets and pens. | Set-up crew (3) | Test the microphone and projector now, not five minutes before doors open. |
| 6pm | Raffle and auction tables set up. Float counted by two people. | Treasurer and raffle seller | Write the float total on the cash box lid. |
| 6.30pm | Volunteers briefed. Quizmaster sound check. | Organiser | Everyone knows where the first aid kit and fire exits are. |
| 7pm | Doors open. Teams sign in and pay or show their booking. | Door and greeter | Card reader charged. Tick teams off the booking list. |
| 7.30pm | Welcome, housekeeping and thanks to sponsors. | Quizmaster | Toilets, fire exits, bar, what the night is raising for. |
| 7.35pm | Round 1 | Quizmaster; runners collect sheets | |
| 7.50pm | Round 2 | Quizmaster; markers start scoring | |
| 8.05pm | Round 3, then scores on the board | Quizmaster and scorers | |
| 8.20pm | Break: supper, raffle tickets on sale, silent auction open. | Raffle sellers and kitchen | Announce the running total to keep energy up. |
| 8.40pm | Round 4 | Quizmaster | |
| 8.55pm | Round 5 | Quizmaster | |
| 9.10pm | Silent auction closes. Live auction (three lots). | Auctioneer and bid-table monitor | Close the silent auction on time, by the clock. |
| 9.25pm | Round 6 (final round) | Quizmaster | |
| 9.40pm | Raffle draw from sold tickets, with an independent witness. | Drawer and witness | Read out the winning numbers twice. |
| 9.50pm | Final scores, winners, booby prize, thank-yous and the total so far. | Quizmaster | |
| 10pm | Pay-up and collection for auction items. Pack down. | Checkout and everyone left | No item leaves until it is paid for. |
| 10.30pm | Takings counted in pairs and sealed. | Treasurer and one other | Bank the next working day. |
Shaded rows are set-up before the doors open. From the free fundraising guide by For Goods Sake.
* General fundraising information, not legal, tax or financial advice. Money figures are examples and estimates, not promises. Check current official requirements before you commit. About this guide