Caravan Rally Checklist

A caravan rally needs more than a route and a meeting point. You must secure the start and finish locations, check permissions, test the route, prepare puzzles, assign teams and brief volunteers before anyone sets off. This checklist puts the work in a useful order, from fixing the date and route to printing participant lists, packing team materials and marking parking. Use it to avoid late changes, missing paperwork and stations that are not ready when the first vehicles arrive.

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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 the start and finish locations
Check permits and notifications
Check route suitability
2 people
Determine an alternative route
2 people
Set up rest and check-in points
2 people
Develop directions
2 people
Create puzzle and task cards
2 people
Record scoring
Draft participant terms and conditions
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign teams and vehicles
2 people
Send participant information
Assign volunteers to stations
2 people
Share the first aid and emergency procedure
Check the weather forecast
Check the route again
2 people
Print participant list
Compile route booklets
3 people
Prepare team packages
2 people
Do the shopping
2 people
Chill drinks
2 people
Mark the venue and parking layout
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration desk
2 people
Put up route signs
3 people
Stock the checkpoints
4 people
Prepare assignments at stations
3 people
Prepare scoring sheets and forms
2 people
Prepare catering
3 people
Check safety equipment
2 people
Give volunteers a briefing
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out route booklets
2 people
Give starting instructions
2 people
Have teams start in phases
3 people
Staff the checkpoints
8 people
Explain the tasks
4 people
Record interim scores
4 people
Support participants by phone
2 people
Reserve parking space
2 people
Refill drinks
2 people
Provide coffee and tea
2 people
Serve snacks and sandwiches
3 people
Collect used dishes
2 people
Empty trash bins
2 people
Flag down incoming teams
3 people
Collect final forms
2 people
Check scores
2 people
Determine the winners
2 people
Present results and prizes
2 people
See participants off
3 people

Aftercare

Remove route signs
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Wash dishes
2 people
Empty and clean coolers
2 people
Collect and remove waste
3 people
Return borrowed equipment
2 people
Archive score sheets
Register lost property
Share participant photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Tableclothsqty 8
Start desk
Waste binsqty 6

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 10
Phone chargersqty 4
Power banksqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6
Spare batteriesqty 24

Route and registration

Route bookletsqty 25
Answer formsqty 25
Participant badgesqty 50
Pensqty 50
Clipboardsqty 12
Stopwatchqty 4
Calculatorsqty 2
Bib numbersqty 25
Route arrowsqty 40
Traffic conesqty 20
Barrier tapeqty 4
Conesqty 20
Markersqty 12
Clipboardsqty 12
Score tablesqty 12
Envelopesqty 30
Prizesqty 3
Backpacks for stationsqty 8

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Measuring cupsqty 2
Food containersqty 12
Ice packsqty 20

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Work glovesqty 12
Fire extinguishersqty 2

Cleaning

Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Fix the date, route, start and finish locations before sending invitations. Check whether permits or notifications are needed, then create an alternative route in case of roadworks, closures or unsuitable conditions.
Test the full route before the event and again shortly beforehand. Allow time to verify rest and check-in points, directions, route arrows and any locations used for puzzles or tasks.
Close registration before assigning teams and vehicles. Collect dietary requirements, then send participant information with the meeting time, route instructions, emergency procedure and what each team must bring.
Prepare one complete package for every team, including badges or bib numbers, route booklets, answer forms, pens and clipboards. Print the participant list and keep spare stationery and route materials at the start desk.
Plan the final setup by working backwards from the first departure. Chill drinks, charge phones and power banks, test walkie-talkies and extension leads, place cones and barrier tape, and check the weather forecast before setting out tents and tables.

Frequently asked questions

How far in advance should I organise a caravan rally?: Start planning at least 8 to 12 weeks ahead. Reserve the start and finish locations first, then allow time for permits, route testing, invitations, registrations, team assignments and printed materials.
What should be included in a caravan rally team pack?: Prepare one pack per team with a route booklet, answer forms, participant badges or bib numbers, pens and a clipboard. Add the final directions and task information after the route and scoring have been checked.
When should I check the caravan rally route?: Check the route when you first develop it, test it in full before sending final participant information, and check it again shortly before the rally. Leave enough time to activate the alternative route and update booklets if conditions change.
How many volunteers do I need for a caravan rally?: Assign at least one named volunteer to every rest, check-in, puzzle or task station, plus one person coordinating the start and finish. Confirm the roster and emergency procedure several days before the event so every station is covered.

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.