Company rally checklist: what to arrange and when

A company rally needs more than a route and a few challenges. You need a tested course, clear rules, balanced teams, staffed checkpoints and materials that work outdoors. Start by fixing the date and start and finish locations, then build and test the route before sending invitations. This checklist also covers registrations, dietary requirements, catering, score sheets, prizes and the final weather and equipment check.

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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
Determine the start and end location
2 people
Develop the rally route
2 people
Create tasks and questions
3 people
Test route in advance
2 people
Check required permissions
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Prepare team assignments
2 people
Write out rally rules
Set the points distribution
2 people
Assign volunteers to stations
2 people
Order catering and a meal
2 people
Buy supplies and games
2 people
Print route maps
2 people
Print task cards
2 people
Put together team bags
3 people
Prepare score sheets
2 people
Arrange prizes and certificates
Check the weather forecast
Finalize the participant list
Confirm catering order
Do the shopping
3 people
Bring materials to the venue
2 people
Clean the start area
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up route checkpoints
4 people
Prepare assignment materials
3 people
Chill drinks
2 people
Prepare snacks
3 people
Give briefing to supervisors
2 people

Event

Register participants
3 people
Serve welcome drinks
2 people
Explain the rally rules
Direct teams to start points
3 people
Staff route checkpoints
6 people
Track scores by team
2 people
Refill drinks
2 people
Serve snacks during breaks
2 people
Welcome arriving teams
3 people
Check score sheets
2 people
Set up buffet
4 people
Serve dinner
4 people
Clear away dishes and cutlery
3 people
Determine the winners
2 people
Present prizes
2 people
See off guests and manage departure
2 people

Aftercare

Gather rally materials
4 people
Collect and sort waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
3 people
Return borrowed materials
2 people
Store leftover materials
2 people
Process expenses and receipts

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 100
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 8
Serving traysqty 6

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Power banksqty 6

Sports equipment

Conesqty 30
Ropeqty 6
Blindfoldsqty 12
Ballsqty 6
Hoopsqty 6
Water cups for gamesqty 30
Stopwatchesqty 6
Measuring tapesqty 6
Whistlesqty 6

Decorations

Start flagsqty 2
Team flagsqty 10
Balloonsqty 100
Buntingqty 8
Name badgesqty 60

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 4
Hand broomsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Test the complete route in advance, including every question and challenge. Allow time to replace unclear instructions, check distances and confirm that checkpoints can be reached safely.
Set the scoring system before printing task cards and score sheets. Give volunteers the same written rules and a clear way to record penalties, completion times and bonus points.
Plan team bags and route materials by team rather than packing everything together. Include the route map, task cards and any game equipment needed at each stage, then count the bags again before departure.
Confirm permissions and checkpoint volunteers at least two weeks before the rally. A route can be ready on paper but still fail if a location needs approval or a post has no assigned supervisor.
Use the final participant list to confirm team sizes, meal numbers and dietary requirements. Check the weather forecast the day before, then bring tents, tables, chairs, coolers, power banks and backup materials where the group will gather.

Frequently asked questions

How far in advance should I plan a company rally?: Start planning at least 8 to 12 weeks before the event. Fix the date and route first, then allow time for permissions, registrations, team planning, catering and a full route test.
When should I send invitations for a company rally?: Send invitations about 6 weeks before the rally, with a registration deadline 2 to 3 weeks before the event. This gives you time to form teams, collect dietary requirements and confirm meal quantities.
How many volunteers do I need for a company rally?: Assign at least one volunteer to every checkpoint, plus one person coordinating the start and finish. Add one floating backup for every 5 to 6 posts so breaks, delays or missing materials do not stop the rally.
When should I confirm the catering and equipment?: Confirm the catering order and final participant count 7 days before the rally. Check tables, chairs, tents, route maps, task cards, score sheets, games equipment and power supplies again on the day before.

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