Carpool campaign checklist from route planning to arrival

A carpool campaign depends on details being correct before anyone starts driving. Set the date, route and meeting point first, then collect passenger and driver information early enough to build a workable ride schedule. This checklist also covers parking, signs, registration and the coffee station, so participants know where to go when they arrive. Use the plan in order: confirm the practical details before sending invitations, and leave time to print, pack and set up.

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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
Check the starting location
2 people
Assess traffic situation
2 people
Create the registration form
Send invitations
2 people
Collecting ride details
2 people
Process registrations
2 people
Collect dietary requirements
Create the ride schedule
3 people
Confirm drivers
2 people
Reserve parking spaces
Prepare traffic signs
2 people
Print name labels and route maps
2 people
Send participant information
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Sort route signs
2 people
Set up tables and chairs
4 people
Set up the info point
2 people
Set up registration desk
2 people
Set out the parking route
3 people
Set up the coffee station
2 people

Event

Receive participants
4 people
Register attendance
3 people
Match drivers and passengers
3 people
Checking ride details
2 people
Manage traffic flow
4 people
Explain carpool information
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Announce departure times
Register returning participants
2 people
Collect waste
2 people

Aftercare

Clear tables and chairs
4 people
Remove traffic signs
3 people
Wash dishes
2 people
Clean the venue
3 people
Dry and store materials
2 people
Store leftover groceries
Return borrowed materials
2 people
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
High tablesqty 4
Tableclothsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Pouring jugsqty 8

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Info boardsqty 6
Route card holdersqty 4
Name labelsqty 80
Pensqty 30

Sports equipment

Traffic conesqty 20
Barrier tapeqty 4
Reflective vestsqty 12
Parking sign holdersqty 10

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Record the date, route and starting location before creating the registration form. Check traffic conditions as well, because a route that looks short on paper may need extra travel time during the campaign.
Ask for ride details and dietary requirements in the registration form, then process registrations before creating the schedule. Aim to confirm drivers several days before the event rather than waiting until the final day.
Send each participant the meeting point, parking instructions, route information and arrival process in advance. Printed route maps, name labels and clear route signs help when mobile reception is poor or several cars arrive together.
Reserve parking spaces and prepare the parking route before event day. Traffic cones, route signs and an information point make the entrance easier to manage than relying on one person to direct every driver.
Set up the registration desk, coffee station and information point before participants arrive. Check coffee machines, kettles, coolers, extension cords and power strips together, and keep walkie-talkies or a megaphone available for coordination.

Frequently asked questions

How far in advance should I organise a carpool campaign?: Start recording the date, route and starting location at least 3 to 4 weeks ahead. Send invitations early enough to collect ride details, process registrations and confirm drivers several days before the event.
When should I create the carpool schedule?: Create the first ride schedule after registrations have been processed and dietary requirements are collected, usually 5 to 7 days before the campaign. Reconfirm drivers and changes 24 to 48 hours before departure.
What should participants receive before a carpool campaign?: Send the meeting point, route, parking instructions, driver or passenger details and arrival procedure at least 2 days beforehand. Include a route map and explain where registration takes place.
How early should the registration desk be ready?: Finish setting up the registration desk, information point, signs and coffee station at least 30 minutes before the first participants are expected. Test power connections and place name labels and pens where they can be reached immediately.

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