What You Need for a Car Rally

A car rally needs more than cars, drivers and a route. You will need visible start and checkpoint equipment, printed navigation and puzzle materials, communication gear, and a practical setup for registration and catering. The quantities depend on the number of teams, but planning per team and per checkpoint prevents the most common shortages. Buy or borrow weatherproof storage and spare stationery early; these are often forgotten until the route is already being tested.

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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
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Coffee milk - 6 packs
- Milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Bitter lemon - 4 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Butter - 4 packets
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Steak tartare - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 10 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Pickles - 3 jars
- Herb butter - 6 tubs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack nuts - 6 bags
- Snack mix - 6 bags
- Cookies - 8 packs
- Brownies - 6 boxes
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Oranges - 30 pieces
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Soup vegetables - 4 kilograms
- Croutons - 6 bags
- Grated cheese - 2 kilogram
- Vegetarian sandwiches - 40 pieces
- Vegan toppings - 2 kilogram
- Gluten-free rolls - 20 pieces
- Lactose-free milk - 4 liters
- Diet biscuits - 4 packs
- Napkins - 8 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Rubber gloves - 6 pairs
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Matches - 2 boxes

Tips

Prepare one puzzle booklet, answer form and participant card for every team, plus at least 10% extra copies for late changes, damaged pages and incorrect entries.
Give each checkpoint enough visible equipment to be found safely: a checkpoint flag, cones, barrier tape and reflective vests. Pack route signs and waterproof route covers separately so they can be placed quickly.
Plan communication around the route rather than the venue. Provide one walkie-talkie for the organiser and each checkpoint lead, and keep a megaphone at the start for briefings and announcements.
For the start and finish, allow one foldable table or beer table per registration or serving point, with two chairs per staffed table. Add party tents if participants may need shelter while collecting documents or waiting.
Do not leave printing until the final route test. Print the participant list, route maps, puzzle booklets and answer forms after the route is confirmed, then keep spare paper, pens and a printer available for last-minute corrections.

Frequently asked questions

What should I buy for a car rally?: Plan for route markers, cones, barrier tape, flags, reflective vests, route card holders and waterproof covers. You will also need printed participant cards, maps, puzzle booklets and answer forms, plus tables, chairs, communication equipment and first aid kits.
How many puzzle booklets do I need for a car rally?: Prepare one booklet and one answer form per participating team. Print at least 10% extra, so a rally with 30 teams needs 33 booklets and 33 answer forms.
How many walkie-talkies are needed for a car rally?: Allow one walkie-talkie for the organiser and one for each checkpoint lead. For a start team, finish team and four checkpoints, prepare at least six units, plus one spare if the route is spread out.
When should I print car rally route materials?: Print the final route maps, puzzle booklets and answer forms after the route has been test-driven and adjusted. Finish printing at least 2 to 3 days before the rally so you can check every page and prepare team packs.

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