What you need for a city rally

A city rally needs more than printed clues and a route. Prepare materials for teams, checkpoint supervisors, navigation, scoring, safety and the start and finish areas. This shopping list covers practical supplies such as clipboards, signs, cones, phones, power banks, serving equipment and weather protection. Check quantities against your number of teams, checkpoints and supervisors, then buy or borrow equipment early enough to test it before the rally.

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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
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Alcohol-free beer - 2 crates
- Pilsener beer - 4 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Lemonade syrup - 2 bottles
- Lemons - 2 kilos
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini bake-off rolls - 60 pieces
- Wraps - 60 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Herb butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1,5 kilo
- Smoked chicken breast - 1,5 kilo
- Arugula - 500 grams
- Mixed salad - 2 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Avocados - 10 pieces
- Corn - 8 cans
- Chickpeas - 6 cans
- Pasta - 3 kilos
- Pesto sauce - 1.5 kilo
- Pasta salad - 4 kilo
- Baby potatoes - 5 kilo
- Chicken skewers - 4 kilos
- Vegetarian burgers - 20 pieces
- Hamburger buns - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Peanut sauce - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 2 kilo
- Olives - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Brownies - 60
- Cookies - 6 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 8 pieces
- Paper towels - 4 packs

Tips

Pack one clipboard, route map, scorecard and waterproof document sleeve for each team or checkpoint post, plus a few spare copies. Print the final route only after timings and checkpoint locations have been confirmed.
Plan communication equipment by post: each supervisor needs a charged mobile phone, while the organizing team should have spare power banks and charging cables available. Test reception along the route before the event.
Use cones, directional signs, barrier tape and reflective vests to make checkpoint areas visible. Prepare these in separate labelled bags so supervisors can set up quickly instead of sorting supplies on location.
For the start or finish area, match tables, chairs and serving equipment to the expected group size. Count reusable plates, bowls, glasses, cups and cutlery before buying food, and chill drinks before participants arrive.
Pack a weather backup with a party tent, waterproof sleeves and sealed storage for printed materials. Keep game supplies such as stopwatches, tennis balls and game cones together so a missing item does not delay a checkpoint.

Frequently asked questions

What supplies do I need for a city rally?: You need route and scoring materials, communication equipment, checkpoint marking supplies, game materials and catering equipment. For each team or checkpoint, allow one clipboard and scorecard, and keep at least 10% spare printed copies.
How many phones and power banks do I need for a city rally?: Give each checkpoint supervisor access to one charged phone and provide at least one spare power bank per two phones. Charge all phones and power banks fully on the day before the rally, then test them on the route.
How many cones and signs do I need for city rally checkpoints?: Allow at least four cones to mark a small checkpoint area and two directional signs for each approach that participants could take. Add extra barrier tape and signs for complex junctions or a weather-related route change.
When should I buy or prepare city rally supplies?: Buy or reserve reusable equipment at least two weeks before the rally, especially tables, chairs, tents and coolers. Print route materials after the route and timings are final, ideally 24 to 48 hours before the start.

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