What you need for a caravan rally

A caravan rally needs more than cars, a route and a few puzzles. You need supplies for registration, team packs, checkpoints, navigation, scoring, refreshments and clear traffic flow at the start and finish. Plan one route booklet, answer form and badge per participant or team as appropriate, plus spares for late changes. The checklist below covers the practical items to buy, print or bring so volunteers can run each station without searching for equipment.

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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
- Coffee - 2 kilos
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Mini croissants - 60 pieces
- Mini chocolate buns - 40 pieces
- White pistolets - 50 pieces
- Wholemeal rolls - 50 pieces
- Baguettes - 8 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Cocktail nuts - 4 bags
- Salted breadsticks - 6 bags
- Cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 100 pieces
- Napkins - 200 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Cleaning wipes - 4 packs
- Paper towels - 6 packs
- Garbage bags - 4 rolls
- Freezer bags - 2 boxes
- Drinking straws - 100 pieces
- Coffee filters - 2 packs
- Teaspoons - 50 pieces
- Wooden stirrers - 200 pieces
- Reusable water bottles - 50 pieces
- Emergency ration bars - 30 pieces
- Bandages - 4 boxes
- Drawing tweezers - 4 pieces
- Sunscreen - 4 bottles

Tips

Prepare one team pack for every vehicle, then add at least 10% spare route booklets, answer forms, pens and badges. This covers damaged paperwork, replacements and last-minute registrations.
Bring one clipboard and pen for each checkpoint volunteer, plus two spare sets. Answer forms are easily bent or lost when teams complete tasks outdoors.
For drinks, allow two to three servings per person for the first hour, then about one serving per person per hour. Chill the drinks the day before and pack coolers with ice or cold packs.
Use route arrows, cones, traffic cones and barrier tape together at confusing turns, parking areas and checkpoints. Pack roughly 10% more markers than your route plan requires in case signs move or go missing.
Charge walkie-talkies, phone chargers and power banks the evening before. Bring spare batteries for lanterns and string lights, and test extension cords and power strips before volunteers arrive.

Frequently asked questions

What should I put in each caravan rally team pack?: Include the route booklet, answer forms, pens, participant information and any puzzle or task cards needed on the route. Prepare one complete pack per vehicle or team, then make at least 10% extra packs for replacements.
How many route booklets and answer forms do I need for a caravan rally?: Prepare one route booklet and one answer form for each participating team or vehicle, depending on how scoring works. Add 10% spare copies; for 40 teams, that means 44 of each.
How much food and drink should I buy for a caravan rally?: Allow two to three drinks per person for the first hour and about one per person for every later hour. Buy food according to the confirmed registration total, including dietary requirements, and add around 10% extra for volunteers and unexpected guests.
What equipment is needed at caravan rally checkpoints?: Each checkpoint typically needs a clipboard, pens, answer forms, a stopwatch, communication equipment and visible route markers. Pack one working set per station plus two spare sets, and test all powered equipment at least one day before the rally.

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.