City rally checklist: organise the route, teams and checkpoints

A city rally needs more than a route and a set of clues. You need safe checkpoints, clear scoring, supervisors, team information and the right materials at each stop. Start by fixing the date, locations and route, then build the game and registration process around them. In the final week, confirm permits, print route packs, prepare catering and test every phone, power bank and timing device.

Use this plan

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
Select checkpoint locations
2 people
Check the route for safety
2 people
Create the rules and scoring
2 people
Write tasks per checkpoint
3 people
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Assign supervisors and checkpoint posts
2 people
Assemble teams
2 people
Send participant information
Check the weather forecast
Finalize the route and times
2 people
Check permits and notifications
Print tasks
2 people
Print route maps and scorecards
2 people
Assemble team and checkpoint packs
3 people
Purchase materials and supplies
2 people
Prepare catering
3 people
Chill drinks
2 people
Charge phones and power banks
2 people
Brief checkpoint supervisors
2 people
Prepare weather backup
2 people

Event

Open the starting location
2 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Hang decorations
3 people
Test music and speakers
2 people
Lay out checkpoint materials
4 people
Place route arrows
3 people
Set out snacks and lunch
3 people
Chill drinks
2 people
Staff the registration desk
2 people
Receive participants
3 people
Explain the teams and rules
2 people
Take team photos
2 people
Start rally officially
2 people
Staff checkpoint one
2 people
Staff checkpoint two
2 people
Staff checkpoint three
2 people
Staff checkpoint four
2 people
Escort participants along the way
2 people
Check scorecards
2 people
Refill drinks
2 people
Refill snacks
2 people
Register arrival teams
2 people
Set up the dinner buffet
4 people
Open the dinner buffet
2 people
Serve dinner
4 people
Restock plates and cutlery
2 people
Calculate final scores
2 people
Announce the winner
Handle prize ceremony
2 people
Coordinate music and dancing
2 people
Replenish drinks and snacks
2 people
See participants off
2 people

Aftercare

Remove decorations and signage
3 people
Collect and sort waste
3 people
Clear tables and chairs
4 people
Wash dishes and cutlery
3 people
Clean the kitchen and buffet
2 people
Leave venue clean
3 people
Inventory materials
2 people
Return borrowed items
2 people
Remove route arrows and markers
2 people
Collect lost property
Check the final bill

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
High tablesqty 4
Party tentqty 2
Buffet tableqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 70
Coffee cupsqty 30
Cutlery setsqty 50
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 8
Coolersqty 6
Coolersqty 4
Megaphonesqty 2
Mobile phonesqty 6

Route supplies

Clipboardsqty 12
Conesqty 20
Directional signsqty 20
Barrier tapeqty 4
Reflective vestsqty 12
Waterproof document sleevesqty 30

Game materials

Stopwatchesqty 8
Cones for gamesqty 40
Tennis ballsqty 20
Ropeqty 4
Blindfoldsqty 12
Cups for tasksqty 40
Diceqty 12
Scoreboardqty 2
Markersqty 24
Pensqty 60
Notepadsqty 50

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 8
Team stickersqty 60
Prizesqty 3

Lighting

LED light stringsqty 6
LED lampsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 4
Kettlesqty 2
Insulation pliersqty 4

Cleaning

Vacuum cleaner
Broomsqty 2
Mopsqty 2
Bucketsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the route and checkpoint locations before writing the tasks. Check walking distances, crossings and stopping space, then allow extra time for teams that arrive late or take a wrong turn.
Give each checkpoint supervisor a complete pack rather than loose papers. Include the task, scoring instructions, a stopwatch, phone, clipboard and waterproof document sleeve so the post can keep running in light rain.
Send participant information only after registration and team assignments are settled. Include the start time, meeting point, route expectations, contact number and any dietary arrangements at least several days before the rally.
Prepare route materials in separate team and checkpoint packs. Maps, scorecards, directional signs, cones, barrier tape and reflective vests are easy to misplace when everything is packed together on the morning itself.
Create a weather backup before checking the forecast in the final week. Decide which checkpoints can move under a party tent or indoors, and protect printed tasks, maps and scorecards from rain with waterproof sleeves.

Frequently asked questions

How far in advance should I organise a city rally?: Start planning at least 6 to 8 weeks ahead if you need several locations, supervisors and registrations. Fix the date and route first, then allow the final 7 days for printing, packing, weather checks and briefings.
How many checkpoints should a city rally have?: A practical starting point is 4 to 8 checkpoints for a rally lasting about 2 to 4 hours. Add time for walking between stops, completing tasks and recording scores instead of judging the route by distance alone.
What should each city rally checkpoint pack contain?: Give every checkpoint its task sheet, scoring rules, clipboard, stopwatch, phone and any game materials required there. Pack one complete set per post at least 24 hours before the start so missing items can still be replaced.
When should I print the maps and scorecards?: Print them after the route, times and scoring are final, usually 2 to 3 days before the rally. Keep spare copies for every team and checkpoint, and store them in waterproof document sleeves if rain is possible.

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.