Teams register ahead.
The table plan sorts itself.
For the fundraiser kind of trivia night — the parish hall, the school gym, the club rooms — where captains book a table of eight weeks in advance and someone ends up holding a clipboard and three versions of the same spreadsheet. One link collects every team. Every team gets a table. The door desk knows who’s where.
Free up to 50 guests. One payment after that — never a subscription, and nothing to cancel once the night is over.
Captain · Dave Whelan · 8 players
Captain · Margaret Doyle · 6 players
Captain · Sam Okafor · 8 players
Captain · Priya Raman · 10 players
The week before is always the same
A sign-up sheet in the foyer, a few texts, an email from someone who wants to add two more, and a spreadsheet that three people have edited. Then the hall asks for a final number.
| Team name | Who | # |
| Quizzy Rascals | Dave (0412…) | 8 |
| The Holy Rollers | Margaret | 6? |
| ??? | someone from choir | 4 |
| Trivia Newton-John | Sam — paid? | 8 |
| Year 5 parents | Priya | 10 |
| — | walk-ins??? | — |
Captain · Dave Whelan
Captain · Margaret Doyle
Captain · Sam Okafor
Captain · Priya Raman
Four steps, and none of them is a spreadsheet
Share one registration link
Put it in the parish newsletter, the school bulletin, the club Facebook post — or print the QR on the flyer. A team captain opens it on their phone and enters the whole team in one go: team name, their own contact details, and everyone playing with them.
Registrations land in a review inbox
Nothing joins your list unreviewed. Each submission waits in a private inbox where you can fix a spelling, merge a duplicate, or reject the team that registered three times. Approve it and the whole team becomes real guests — as one group, with the captain’s contact details attached.
Give each team a table
Name the tables after the teams and drop each group onto one. Eight to a table, ten to a table, whatever the hall allows. A team that grows from six to eight keeps its table — you just add the two extra names.
Work the door without a clipboard
Print or export the door list, tick people off as they arrive, and watch the count climb from your phone. A QR at the entrance lets anyone find their own table, so the queue moves without you pointing at a chart.
Everything the night actually needs
A fundraiser runs on volunteers who each know one part of it. This is the part they all share.
A team is a group
Every registered team stays together as a unit. Move the team and everyone on it moves — no dragging eight names one at a time because the hall changed the layout.
Ask each team one question
Questions can be asked once per team rather than once per person — how many meals, whether they need a high table, whether anyone at the table is gluten free. One answer from the captain, not eight.
Find-your-table QR
One code on the door and on the table cards. A guest types their name and sees their team’s table number instantly, even if they registered under someone else’s submission.
Learn moreCheck-in as they arrive
Tick guests off on a phone at the door and see the room fill in real time. Anyone helping on the desk can be given access — several people can check guests in at once.
A run sheet for the rounds
Doors, welcome, rounds one through four, the half-time raffle, supper break, final scores. Build the running order once and send it to the quizmaster, the MC and the kitchen.
Learn moreTrack what the night costs
Hall hire, prizes, printing, the quizmaster, the supper. Set a budget, record what’s been paid and what hasn’t, and keep the receipts in one place for whoever reports back to the committee.
Learn moreEmail every captain at once
Doors moved to 6:30? Send it to everyone who registered, or just the captains, straight from the same place the list lives. No exporting addresses into a mail-merge.
Exports for the door desk
A table-by-table list, a full attendee list, table cards and a floor plan — all generated from the same plan, so the sheet at the door and the cards on the tables always agree.
Vesavo doesn’t run the quiz
There’s no question bank, no answer sheets and no scoreboard here, and it doesn’t take ticket payments or donations from your guests. Your quizmaster keeps the questions, and the table money keeps going wherever it goes now — the parish office, the school portal, the club account, the cash tin at the door.
What Vesavo takes off your hands is the administrative half: collecting the teams, keeping the list straight, putting each team on a table, getting people to that table on the night, and having one running order everyone works from.
One payment, for one night
A fundraiser shouldn’t be paying a monthly subscription eleven months of the year. Six teams or fewer fit on the free plan. A full hall of twenty tables — about 160 people — is $48 USD, paid once, and there’s nothing to cancel afterwards.
Every feature is on every paid plan — the only difference is the guest count.
Questions we get asked
Yes — that’s the point of it. You share one collection link (or print its QR on the flyer) and a captain enters their team name, their own contact details and everyone playing with them in a single submission. It arrives in your review inbox, and when you approve it the whole team joins your guest list as one group with the captain attached.
Add them to the team on your phone and they inherit the team’s table. If the table is full, move the team to a bigger one — everyone on it moves together. Late changes on the night are the normal case, not an edge case.
Yes. Tables take any name you like, and that name flows through to the table cards, the door list and the find-your-seat QR. So a guest searching their own name sees “Trivia Newton-John — Table 3”, not a number they have to decode.
No. Vesavo handles who is coming, which team they are on, which table that team is at, and how the night runs. The questions, the answer sheets and the scoring stay with your quizmaster or whichever scoring app you already use.
No — Vesavo doesn’t process money from your guests. Most fundraisers already collect table fees through the parish office, a school payment portal, a club account or cash at the door, and keep using that. Vesavo is where the list, the tables and the night’s running order live, and you can record what the event cost you against a budget.
Not really. A weekly pub quiz has walk-ups and no fixed tables, and this won’t earn its keep there. It is built for the fundraiser shape: teams booking a table weeks ahead, a hall with a set number of seats, and a committee that needs to know the headcount before catering closes.
Free up to 50 guests, with no credit card — enough for a small night of six teams. Above that it’s one payment per event, never a subscription: $27 USD up to 150 guests, $48 USD up to 350, $68 USD up to 2,000. A typical 20-table night of 160 people sits on the $48 plan. Every feature is included on every paid plan — the only difference is the guest count.
Put the clipboard down
Set up the event, share the registration link with your teams, and let the table plan build itself while you get on with finding prizes.
Set up your trivia night free