Camper rally checklist: from route planning to the finish

A camper rally needs more than a route and a group of vehicles. You need a confirmed starting point, overnight accommodation, permits, checkpoints and a tested set of rally tasks. Registration also affects food planning, parking and volunteer numbers. Use this checklist to work through the practical details in order, from fixing the route and finish point to setting up the registration desk, signage, tables and refreshments on the day.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Determine the route and finish point
2 people
Reserve starting location
Reserve overnight accommodations
Check route permits
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Design rally cards
Print rally cards
Test route and tasks
2 people
Set up checkpoints
2 people
Determine prize categories
2 people
Buy prizes
Assign volunteers
Prepare a volunteer briefing
Check the weather forecast
Do the shopping
2 people
Chill drinks
Collect camper supplies
2 people
Inspect the starting location
2 people
Mark parking spaces
2 people
Test power and lighting
2 people
Set up registration desk
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Put up route signs
2 people
Set up checkpoints
4 people
Prepare rally packs
2 people
Display prizes
Prepare the buffet and barbecue
3 people
Prepare snacks
2 people
Set up coffee station
Lay out first aid and safety equipment

Event

Staff the registration desk
2 people
Welcome participants
2 people
Hand out rally packs
2 people
Direct campers to parking spaces
2 people
Serve welcome drinks
2 people
Give the safety briefing
Explain the rally route
Announce the starting order
Start the campers
3 people
Staff checkpoint one
2 people
Staff checkpoint two
2 people
Register arrival
2 people
Refill drinks
2 people
Refill snacks
2 people
Light the barbecue
2 people
Set out salads and bread
2 people
Prepare barbecue dishes
3 people
Serve the buffet
3 people
Keep diet meals separate
Collect used dishes
2 people
Process rally results
2 people
Present prizes
2 people
Support the evening program
2 people
Communicate departure times

Aftercare

Collect waste
3 people
Safely extinguish barbecue
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Collect route signs
2 people
Clear away checkpoint stations
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect lost and found items
Send results to participants
Share photos with participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Beer tablesqty 4
High tablesqty 4
Tableclothqty 10

Tableware

Reusable platesqty 70
Reusable bowlsqty 40
Reusable cupsqty 100
Wine glassesqty 50
Cutlery setsqty 70
Serving plattersqty 12

Kitchen

Barbecueqty 2
BBQ toolsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 6
Kettlesqty 2

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone

Navigation

Route mapsqty 35
Rally bookletsqty 35
Compassqty 8
Clipboardsqty 35
Pensqty 50
Route arrowsqty 30
Conesqty 30

Decorations

Buntingqty 8
Starting flag
Finish flag
Name stickersqty 70

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 10
Flashlightsqty 8
Fire extinguishersqty 2

Cleaning

Waste binsqty 8
Trash bag holdersqty 8

Catering

Groceries

Tips

Test the complete route and every rally task before sending the final route maps or booklets. Allow enough time to remove unclear instructions and check that checkpoint locations are accessible to campers.
Set a firm registration deadline before buying food or assigning spaces. Use the final participant list to confirm dietary requirements, parking capacity, overnight accommodation and the number of rally packs to print.
Arrange permits and accommodation early, then keep the written confirmations with the route plan. A route change close to the event can affect checkpoints, arrows, volunteers and the finish-point schedule at the same time.
Brief volunteers before the first camper arrives, including checkpoint positions, radio or phone contact, timing, traffic awareness and what to do if a team gets lost. Give each checkpoint its materials in a labelled container rather than sorting them on site.
Check the forecast shortly before the rally and prepare the start and finish areas accordingly. Party tents, coolers, power leads, lighting, tables and seating are easy to overlook when the main focus is the driving route.

Frequently asked questions

How far in advance should I plan a camper rally?: Start route planning, venue reservations and permit checks at least 8 to 12 weeks before the rally. Final registrations, dietary details and volunteer assignments should be closed or confirmed 7 to 14 days before the start.
How many checkpoints does a camper rally need?: The number depends on the route length and duration, but plan one checkpoint for each major section rather than placing them at random. Test every checkpoint on the full route at least once before printing the final rally cards.
When should I print camper rally cards and route maps?: Print them after the route, tasks and checkpoint locations have been tested and approved. Aim to finish printing 3 to 7 days before the event, leaving time to assemble packs and correct missing pens or clipboards.
How much food and drink should I prepare for a camper rally?: Base the shopping list on the final participant count and the planned serving times, including volunteers. Chill drinks the day before where possible, and reserve extra cold storage because coolers fill quickly once food and drinks are loaded together.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!