Anniversary rally checklist and planning guide

An anniversary rally needs more than a route and a group of cars. You have to coordinate permits, checkpoints, drivers, team numbers, printed directions, catering, and two separate setup areas. Work backward from the rally date: confirm the route and locations first, then registrations and suppliers, and finally the materials and food. This checklist keeps the administrative work, driving test, participant packs, and event-day setup in the right order.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Reserve start and finish location
Check route permits
Develop directions
2 people
Draw up rally rules
2 people
Determine checkpoints
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign teams and bib numbers
2 people
Order catering
Order prizes and cups
Test-drive the route in advance
2 people
Inform checkpoint staff
2 people
Print participant list
Print route booklets
2 people
Sort bib numbers
2 people
Assemble team packages
3 people
Confirm cars and drivers
Pick up groceries
2 people
Chill drinks
2 people
Set out checkpoint materials
2 people
Set up the starting location
4 people
Set up the finish area
4 people
Set up tables and chairs
3 people
Put up route signs
3 people
Set up checkpoints
6 people
Set up the registration table
2 people
Hang decorations
2 people
Test sound equipment
2 people
Prepare catering
3 people
Brief volunteers
2 people

Event

Receive participants
3 people
Hand out starter packs
3 people
Give the rally briefing
2 people
Stagger participant starts
3 people
Staff the checkpoints
6 people
Record interim results
2 people
Refill drinks
2 people
Welcome finishing teams
3 people
Collect completed rally cards
2 people
Serve snacks
3 people
Open the buffet
3 people
Calculate the rally results
3 people
Give the anniversary speech
Present prizes
2 people
Provide music
See off the last guests
2 people

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Clean the venue
4 people
Remove route signs
3 people
Return materials
2 people
Dispose of waste
2 people
Store leftover groceries
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Registration desk

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Power banksqty 4

Paper goods

Route bookletsqty 30
Rally cardsqty 30
Participant listsqty 4
Bib numbersqty 30
Pensqty 50
Clipboardsqty 12
Markersqty 12
Envelopesqty 30
Name stickersqty 60
Route card holdersqty 30

Route

Route arrowsqty 40
Traffic conesqty 20
Marker tapeqty 4
Waterproof markersqty 12
Stopwatchesqty 6
Reflective vestsqty 12

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety blanketsqty 2

Decorations

Buntingqty 6
Anniversary balloonsqty 100
Balloon weightsqty 6
Prize tablecloth

Lighting

String lightsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Hot drink urnsqty 4
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Washing-up bowlsqty 3

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2

Catering

Groceries

Tips

Test-drive the full route before sending the final route booklets. Check travel times, unclear turns, checkpoint access, and places where route arrows or marker tape can be placed safely.
Set a registration deadline early enough to assign teams and bib numbers, collect dietary requirements, confirm cars and drivers, and print the participant list without last-minute changes.
Prepare one team package per car or team. Include the route booklet, rally cards, bib numbers, pens, and any instructions so registration does not become a search through loose paperwork.
Treat the start and finish as two separate setups. Arrange tables, chairs, the registration desk, sound equipment, and power supplies at the start, then plan seating, catering, prizes, and presentation space for the finish.
Pack checkpoint materials by location instead of putting everything in one box. Add the relevant rally cards, stopwatch, markers, route arrows, traffic cones, reflective vest, and backup power for each checkpoint team.

Frequently asked questions

How far in advance should I plan an anniversary rally?: Start the main planning at least 8 to 12 weeks before the rally. That gives you time to reserve the start and finish locations, check permits, send invitations, process registrations, order catering and prizes, and test-drive the route.
When should I send anniversary rally invitations?: Send invitations about 6 to 8 weeks before the event, with a registration deadline roughly 3 weeks before the rally. You need the final numbers to assign teams, order food, prepare bib numbers, and print participant lists and route booklets.
How many checkpoint staff do I need for an anniversary rally?: Plan for at least 2 people at each checkpoint so one can manage participants while the other records times or handles materials. Brief checkpoint staff several days before the event and give each location its own supplies and instructions.
When should I print the rally route booklets?: Print the final route booklets 3 to 5 days before the rally, after the test drive and any permit or route changes are complete. Keep a small number of spare copies and pack them with the team materials before event day.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.