Car Tour checklist and planning guide

A car tour runs smoothly when the route, paperwork and roadside support are settled before participants arrive. Start by recording the date, confirming the start and finish locations, and checking the route for traffic risks. Build in time for permits, insurance, registration and volunteer planning before you print route booklets or prepare start cards. The final checks should cover signs, communication devices, emergency contacts and a clear breakdown procedure for every crew member.

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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
Confirm the start and finish location
2 people
Check the route for traffic safety
3 people
Set an alternative route
2 people
Submit permits and notifications
Check insurance coverage
Open participant registration
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Confirm route permits
Book catering
2 people
Reserve venue facilities
Update participant list
2 people
Assign start numbers
2 people
Compile the route booklet
2 people
Proofread the route booklet
2 people
Have the route booklet printed
Make arrows and route signs
3 people
Check traffic materials
2 people
Draw up the car breakdown protocol
2 people
Compile emergency numbers
Test communication devices
2 people
Prepare start cards
2 people
Sort wristbands and badges
2 people
Purchase prizes and souvenirs
Check the shopping list
2 people
Sort printed materials by starting group
2 people
Drive the route again
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Bring materials to the venue
3 people
Mark off the start and finish area
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration tables
2 people
Put up route signs
4 people
Place traffic cones
3 people
Attach race numbers
3 people
Lay out the route books
2 people
Decorate the reception area
2 people
Set up coffee and drinks station
2 people
Set up first aid and breakdown kit
2 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out race numbers
3 people
Distribute route books
2 people
Serve coffee and tea
2 people
Give driving instructions
2 people
Let cars start in groups
4 people
Keep track of departure registration
2 people
Staff route checkpoint
4 people
Keep roadside assistance reachable
2 people
Welcome finishers
3 people
Keep track of finish times
2 people
Refill drinks
2 people
Serve snacks
3 people
Collect tableware
2 people
Remove waste regularly
2 people
Present results and prizes
2 people
See participants off
2 people

Aftercare

Collect route signs
4 people
Collect traffic cones
3 people
Clear the venue
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Collect and sort waste
3 people
Clean the venue
3 people
Store materials dry
2 people
Return borrowed materials
2 people
Check and clean the route signs
2 people
Inventory remaining stock
2 people
Archive participant details
Register lost and found items
Send thank-you message
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 50
Bar stoolsqty 4
Waste binsqty 6
Tableclothsqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee potsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cable reelsqty 3
Extension cordsqty 4
Walkie-talkiesqty 8
Mobile phone chargersqty 4
Handheld megaphone

Lighting

LED work lightsqty 4
String lightsqty 4
Flashlightsqty 8

Route and safety

Route arrowsqty 40
Route signsqty 20
Traffic conesqty 30
Barrier tapeqty 6
Reflective vestsqty 12
Warning trianglesqty 4
Safety hammersqty 2
First aid kitsqty 2
Emergency blanketsqty 6
Fire extinguishersqty 2
Start flagsqty 2
Parking wheel stopsqty 12

Registration

Bib numbersqty 50
Route booksqty 55
Start cardsqty 55
Participant badgesqty 60
Wristbandsqty 60
Pen setsqty 10
Clipboardsqty 6
Storage cratesqty 8
Prize ribbonsqty 6
Prizesqty 6

Decorations

Buntingqty 6
Balloonsqty 100
Balloon weightsqty 6
Welcome sign
Finish arrow sign

Kitchen

Ice cube traysqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 10

Cleaning

Washing-up tubsqty 3
Washing-up bowlsqty 2
Spongesqty 10
Cleaning clothsqty 12
Broom setsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Check the route at the same time of day as the tour whenever possible. Look for narrow roads, difficult junctions, temporary traffic restrictions and places where route arrows or signs could be missed.
Set an alternative route before opening registration, not after a road problem occurs. Note where the diversion begins and ends so volunteers can direct drivers without improvising.
Allow at least several days for permits, notifications and insurance checks, then confirm the approvals again before printing the route booklet. A changed route can make every printed copy unusable.
Close registration early enough to update the participant list, assign start numbers and collect dietary requirements before catering is booked. Keep one final list for the start team and one for the finish location.
Test walkie-talkies, chargers and the megaphone before the event day. Pack route arrows, traffic cones, reflective vests, warning triangles and safety hammers together so the safety crew can find them quickly.

Frequently asked questions

How far in advance should I plan a car tour?: Start planning at least 6 to 8 weeks before the tour. This leaves time for route checks, permits, insurance, registration, catering and printing the route booklet.
When should I confirm the car tour route?: Confirm the main route as soon as the date is set, then check it again 1 to 2 weeks before the event. Complete a final traffic and roadworks check within 48 hours of the start.
How many volunteers do I need for a car tour?: The number depends on the group size and route, but assign separate people for registration, route points, communications and the finish area. Confirm every role at least 7 days before the tour and give each volunteer the emergency numbers and breakdown protocol.
When should I print the route booklet and prepare start cards?: Proofread the route booklet after the participant list, start numbers and route are final. Aim to print it and prepare the start cards at least 3 to 5 days before the tour, leaving time to correct mistakes.

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.