Drop-Off event checklist
A drop-off event needs more planning than simply choosing a start and finish point. You need confirmed participants, emergency details, transport, a tested route, team materials and a clear handover plan. Work through the arrangements in stages: secure the locations first, prepare the route and activities next, then pack equipment and set up on the day. This checklist helps you spot the details that are often left until the last minute, such as dietary requirements, alternate routes, charged communication devices and labelled team packs.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and participants
2 people
Send invitations
Process registrations
Collect dietary requirements
Collect emergency contacts
Divide participants into teams
2 people
Reserve starting location
Reserve final venue
Confirm transportation
Determine drop-off points
3 people
Check the Route and Distance
3 people
Check safe crossings
2 people
Prepare alternate route
2 people
Write route instructions
2 people
Create tasks and puzzles
3 people
Laminated clue cards
2 people
Fill envelopes per team
3 people
Keep the team allocation secret
Check materials
2 people
Buy food and drinks
3 people
Fill coolers
2 people
Set out route packs
3 people
Charge phones and walkie-talkies
2 people
Check the weather forecast
Event
Set up the starting location
4 people
Register attendance
2 people
Explain emergency numbers and rules
2 people
Announce the teams
2 people
Escort participants to vehicles
4 people
Drop teams off at drop points
6 people
Check drop-off points
3 people
Maintain contact with teams
2 people
Give hints
2 people
Refill drinks
2 people
Prepare the final location
4 people
Register arrival teams
2 people
Serve sandwiches and snacks
3 people
Supervise the final task
3 people
Announce the results
2 people
Guide participants to transport
3 people
Aftercare
Collect materials
4 people
Sort and remove waste
3 people
Clean tableware and coolers
3 people
Clean the final venue
3 people
Clean the starting location
2 people
Return borrowed items
2 people
Remove route arrows
2 people
Clear away unused groceries
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 6
- Folding chairsqty 36
- Party tentqty 2
- Tableclothsqty 6
Equipment
- Walkie-talkiesqty 8
- Power banksqty 6
- Charging cablesqty 8
- Bluetooth speaker
- Extension cordsqty 3
- Mobile phonesqty 6
- USB flash drivesqty 2
Lighting
- LED lanternsqty 8
- Headlampsqty 36
Sports equipment
- Compassqty 12
- Whistlesqty 36
- Reflective vestsqty 12
- Blindfoldsqty 12
- Ropeqty 4
- Conesqty 24
- Inflatable ballsqty 6
- Puzzle locksqty 6
- Stopwatchesqty 6
- Waterproof storage boxesqty 8
- Clipboardsqty 12
- Pencilsqty 36
- Eraserqty 12
- Measuring tapesqty 6
- Stringsqty 36
Kitchen
- Coolersqty 6
- Ice packsqty 24
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving tongsqty 4
- Drinking-water jerrycansqty 4
- Handwash sinksqty 2
Tableware
- Reusable cupsqty 50
- Reusable platesqty 40
- Reusable cutleryqty 40
- Thermos flasksqty 4
Decorations
- Route arrowsqty 36
- Barrier tapeqty 6
- Table numbersqty 6
- Waterproof labelsqty 100
- Marker pensqty 12
- Duct tapeqty 6
- Rope for fasteningqty 4
Catering
- Groceries
Cleaning
- Waste binsqty 6
- Broomqty 2
- Dustpan and brushqty 2
- Mopqty 2
- Bucketsqty 2
- Cleaning glovesqty 6
Tips
- Confirm the starting location, final venue and drop-off points before sending invitations. Participants need clear arrival and collection details, and transport plans are difficult to change once registrations are open.
- Check the full route in daylight and record its distance, safe crossings and an alternate route. Allow extra time for detours, slower teams and any puzzle or activity stops.
- Collect dietary requirements and emergency contacts when processing registrations, not during the final week. Keep the information with the organiser or safety lead rather than placing it in open team packs.
- Prepare one sealed envelope or route pack per team and keep the team allocation secret until the event. Include the relevant laminated clue cards, instructions and materials so nothing has to be sorted at the starting point.
- Charge phones, walkie-talkies and power banks the day before, then check the weather forecast and set up the start with tables, seating, lighting and route markers before participants arrive.
Frequently asked questions
- How far in advance should I plan a drop-off event?
- Start at least 4 weeks ahead for a small event and 6–8 weeks ahead if transport, several teams or multiple venues are involved. Reserve the starting location and final venue before sending invitations.
- What information should I collect from drop-off participants?
- Collect registration details, dietary requirements and an emergency contact for every participant. Set a deadline at least 7 days before the event so you have time to finalise teams, food and safety information.
- How do I plan a safe drop-off route?
- Walk or cycle the complete route before the event and check every crossing, turn and meeting point. Prepare an alternate route at least 3 days in advance and write instructions that a team can follow without relying on live directions.
- When should I prepare the equipment for a drop-off event?
- Check materials and pack each team’s envelope 1–2 days before the event. Charge communication devices and fill coolers the day before, while the final setup at the starting location should be completed before participants arrive.
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.
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