Car Rally Checklist: What to Arrange and When

A car rally needs more than a route and a start line. You must test the drive, secure permission for the route, prepare puzzles and scoring, and make every checkpoint easy to find. Registrations also affect catering, team numbers, start numbers and printed materials. This checklist takes you from choosing the date and venues to briefing volunteers, checking the forecast and reminding participants before the rally.

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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 starting location
Reserve final venue
Check route permits
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Develop directions
2 people
Write puzzle questions
2 people
Create Answers and Scoring
2 people
Determine checkpoints
2 people
Test drive route
2 people
Adjust the puzzle route
2 people
Set the emergency route
2 people
Assign start numbers
Print participant list
Print puzzle booklets
2 people
Print answer forms
Print route maps
2 people
Brief checkpoints
2 people
Order catering
Arrange prizes and cups
Check the weather forecast
Remind participants
Do the shopping
2 people
Collect materials
3 people
Assemble packages per car
3 people
Lay out puzzle books
2 people
Prepare the start list
Open venue
2 people
Block off the parking area
3 people
Set up tables and chairs
4 people
Set up the starting desk
2 people
Set up catering table
2 people
Hang decorations
2 people
Put up route signs
3 people
Set up checkpoints
4 people
Set up the prize table
2 people
Chill drinks
2 people
Prepare coffee station
2 people
Set out snacks
3 people
Check the route again
2 people
Give volunteer briefing
3 people

Event

Open registration
3 people
Receive participants
3 people
Hand out starter packs
3 people
Give safety instructions
2 people
Get the cars started
3 people
Staff checkpoint
4 people
Provide phone route assistance
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
2 people
Register incoming teams
2 people
Collect answer sheets
2 people
Set up the buffet
3 people
Serve the buffet
3 people
Serve coffee and tea
2 people
Check answers
3 people
Announce the results
2 people
Present prizes
2 people
Handle the final round of drinks
2 people
See participants off
2 people

Aftercare

Collect route signs
3 people
Take down checkpoints
4 people
Remove decorations
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Empty coolers
2 people
Load materials
3 people
Hand over keys and venue
Store leftover stock
2 people
Return borrowed materials
2 people
Archive route files

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Party tentsqty 2
Waste binsqty 6
Coat racksqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 6
Calculatorsqty 4
Laptopsqty 2
Printer
First aid kitsqty 2

Route

Route signsqty 35
Conesqty 30
Barrier tapeqty 4
Starting flag
Checkpoint flagsqty 6
Reflective vestsqty 12
Route card holdersqty 45
Waterproof route coversqty 45
Compass setsqty 40
Stopwatchesqty 6

Paper goods

Puzzle bookletsqty 45
Answer formsqty 50
Participant cardsqty 50
Bib numbersqty 50
Control cardsqty 300
Route mapsqty 50
Parking instructionsqty 50
Volunteer instructionsqty 15
Pensqty 80
Pencilsqty 50
Markersqty 12
Clipboardsqty 12
Tapeqty 6
Notepadsqty 8
Clipboardsqty 10

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 6
Serving jugsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Trophiesqty 3

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Hand broomsqty 3
Litter pickersqty 2
Washing-up tubsqty 3

Catering

Groceries

Tips

Test-drive the full route before printing anything. Check the timing, puzzle answers, road conditions and checkpoint access, then adjust the route before producing maps and booklets.
Set a clear deadline for registrations and dietary requirements, ideally at least 7 days before the rally. Use the final participant list to order catering and assign start numbers.
Prepare one complete checkpoint pack for each location: directions, questions, answer instructions, a stopwatch, route signs and a way for volunteers to contact the organisers.
Print spare materials rather than only the exact number of teams. Keep extra puzzle booklets, answer forms, participant cards and waterproof route covers available for late changes or damaged copies.
Decide the emergency route before the event and brief every checkpoint team on it. Check the weather forecast 24 hours beforehand and confirm tents, reflective vests, cones and barrier tape are ready.

Frequently asked questions

How far in advance should I plan a car rally?: Start planning at least 6 to 8 weeks before the rally. This gives you time to reserve the start and final venues, check route permits, test-drive the course and send invitations.
When should I test-drive a car rally route?: Test-drive the route at least 2 weeks before the event, then drive it again after making changes. Confirm the route timing, checkpoint locations, puzzle clues, road signs and emergency access before printing the final materials.
How many printed materials do I need for a car rally?: Prepare one puzzle booklet, answer form and participant card for every registered team or participant group, plus around 10% extra. Print the participant list and checkpoint instructions after registrations close so the details are current.
When should I brief car rally volunteers?: Brief checkpoint and start-line volunteers 3 to 7 days before the rally, then give a short reminder on the day itself. Cover start numbers, scoring, timings, route changes, safety procedures and the emergency route.

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.