How far in advance do you need to book an on-site quiz?

For an on-location quiz, it is best to book at least four to six weeks in advance. For larger groups, popular periods or specific location preferences, booking eight to twelve weeks in advance is wiser. The sooner you book, the more choice you have in quizmasters, locations and dates. In this article we answer the most frequently asked questions about planning and booking an on-site quiz.

What determines how far in advance you need to book?

The required booking lead time for an on-site quiz depends on four factors: the group size, the desired date, the level of customisation, and the availability of a professional quizmaster. The more specific or complex these factors are, the earlier you need to start planning.

A small drinks quiz for twenty colleagues on a weeknight is typically quicker to organise than a quiz with two hundred employees on a Friday evening just before Christmas. With larger groups, not only must the quizmaster be available, but the venue, technology and any bespoke questions must also be coordinated.

Tailoring also plays a major role. Do you want a quiz completely in your own house style, with personalised questions about your team or a video message from the director? Then a professional quiz organisation needs extra time to prepare this properly. Fortunately, custom questions are included as standard at Quizzzit at no extra cost, but the same rule applies there too: the sooner you request, the more room there is for an optimal result.

Finally, the popularity of your preferred date helps determine how early you need to act. During busy periods such as the holidays, spring, or after the summer, the most sought-after quizmasters and venues get booked up quickly.

How many weeks in advance do most companies book a quiz?

Most companies book an on-site quiz four to eight weeks in advance. Those who want something special, such as a specific location, a themed quiz show or a large group, generally plan two to three months in advance. Last-minute bookings are sometimes possible, but offer less guarantee of availability and customisation.

Experience shows that companies that book well in advance have significantly more freedom of choice. They can choose the date that best suits the team, select the quizmaster who best aligns with the company culture, and take plenty of time to submit their own questions or specific requirements.

Companies for the first time a hire a professional quizmaster regularly underestimate how quickly popular dates get booked up. Especially in organisations with hundreds of employees or international teams, planning ahead is not a luxury, but a necessity.

What happens if you book an on-site quiz too late?

If you book too late, you run the risk that your preferred date is no longer available, that your preferred quizmaster has already been booked, or that there is insufficient time for customisation. In the worst case, you will have to resort to a less suitable date or settle for a generic format.

Aside from availability issues, a late booking can also affect the quality of the preparation. An on-site quiz where the organiser only hears about the specific requirements a week in advance leaves little room for drafting personalised questions, coordinating the technical setup or liaising with the venue.

Even so, an urgent request is not always doomed to failure. Quizzzit responds quickly to quote requests and has a large network of experienced quizmasters throughout the Netherlands and Belgium. But the same rule applies here: the more time available, the better the result. Please feel free to send a no-obligation enquiry in, even if the date is closer than ideal.

When is an on-location quiz busiest with bookings?

The busiest periods for an on-site quiz are October to December inclusive (bank holidays and the festive season), April and May (spring events and kick-offs) and September (start of the new season after the summer holiday). In these months, quizmasters and popular venues are booked up the fastest.

Friday evenings are more popular throughout the year than weeknights. Anyone wanting an in-person quiz on a Friday in November or December would do well to book as early as the summer. That sounds early, but experience shows that these dates fill up quickly.

Outside of peak periods, such as January, February or the summer months, there is generally more flexibility. In those cases, booking four weeks in advance is often sufficient. Even then, however, the earlier you get in touch, the more control you have over the schedule and the content of the evening.

How to choose a fun group activity?

Whether you choose a quiz, a bingo show, or another activity: good preparation starts with the right questions. Use the checklist below to quickly determine what best suits your group and occasion.

• Are you looking mainly for lots of laughter and a relaxed atmosphere, or rather collaborative, in-depth work?
• Should everyone be able to participate simultaneously, even in a large group?
• Is the group mixed in age, language, or function?
• Is a table-based activity better than something active or sporty?
• How much time is available: 45 minutes, 1.5 hours or a full programme?
• Should the activity be linked to a company party, dinner, drinks reception or team day?
• Is customisation required, such as your own questions, themes or corporate identity?

The more of these questions you answer in advance, the more specifically you can approach a provider and the better the evening will match what your group needs.

How do you plan an on-site quiz in five steps?

An on-site quiz is organised in five steps: determine the date and group size, choose a venue or have it arranged, request a quote, submit your requirements and customisation information, and confirm the booking. With a professional partner, this process runs quickly and without hassle.

1. Determine the date and the number of participants. Also start thinking about the time and the desired atmosphere. Is it a drinks reception, a dinner, a team away day?
2. Choose a venue or have it arranged. Quizzzit works with over 250 locations in the Netherlands and Belgium and can take care of the entire venue coordination.
3. Request a no-obligation quote. Provide as much information as possible about your requirements, so that the proposal directly matches what you are looking for.
4. Provide tailored information. Think of your own questions, corporate colours, a theme or a video message. The sooner you provide this, the better the quiz will be tailored to your organisation.
5. Confirm the booking and leave the rest to the organiser. A good quiz organisation handles the technical setup, the quizmaster and the structure completely, allowing you to focus on your guests.

This five-step plan applies equally to a on-site quiz for companies as for other formats such as a Bingo show on location. The steps are the same; only the details differ.

What information do you need to book a quiz?

To book an on-site quiz, you need at least the following information: the desired date, the expected number of participants, the preference for a venue (your own venue or via the organiser), and any specific requirements such as a theme, language or custom questions. With these basic details, a professional quiz organisation can immediately make a suitable proposal.

The more detail you provide, the better the quotation will match what you are looking for. Think of:

• The nature of the event (teambuilding, company party, conference, anniversary)
• The desired language of the quiz (Dutch, German, English or French, also for international teams)
• Whether you want to supply your own questions or have the organiser take care of it entirely
• Any corporate identity requirements, such as a welcome screen in company colours
• Technical site constraints, if you already have a space in mind

Depending on the concept and the group size, Quizzzit uses its own interactive technology, such as voting keypads or participation via smartphone. This ensures everyone stays involved, even in larger groups. You do not need to have all of this sorted out before getting in touch — Quizzzit is happy to brainstorm and help you define your requirements. With over 18 years of experience and a rating of 4.9 out of 5 based on more than 1,750 reviews, an initial enquiry is always a great starting point. View the range and possibilities at the Page about Quizzzit, or submit one directly application in for a no-obligation, tailored quote.

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