Drop-off event checklist

A drop-off event depends on more than getting people to the starting point. You need a confirmed route, safe transport, reliable communication and a clear handover at the finish. This checklist takes you from recording the date and locations to preparing team kits, route maps, food, drinks and emergency information. Start with the route and permissions, then collect participant details before you buy supplies or print final lists.

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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 start and finish location
2 people
Arrange transport
Develop the route and alternative route
2 people
Assess the route's safety risks
2 people
Check route permit
Send invitations
Process registrations
Collect dietary requirements
Collect medical information
Check emergency contacts
Divide participants into teams
2 people
Prepare game tasks
2 people
Prepare route maps
2 people
Write out emergency scenarios
2 people
Check the weather forecast
Print participant list
Do the shopping
2 people
Collect materials
3 people
Assemble team kits
3 people
Chill food and drinks
2 people
Check the first aid kit
Charge phones and power banks
2 people
Check vehicles
2 people
Hand out team labels
2 people

Event

Register attendance
2 people
Check luggage and medical information
2 people
Explain the rules and safety guidelines
2 people
Guide teams to vehicles
4 people
Transport participants safely
4 people
Drop teams off at safe locations
6 people
Hand out the starter pack and route assignment
2 people
Monitor remote teams
4 people
Record interim results and notices
2 people
Refill drinks
2 people
Check in arrival teams
2 people
Safely light the finish area
2 people
Serve meals and snacks
3 people
Handle prize ceremony
2 people
Guide participants to the starting point
4 people
Check departure and handover
2 people

Aftercare

Collect waste
3 people
Sort materials
3 people
Clean the venue
3 people
Clean coolers and tableware
2 people
Return borrowed materials
2 people
Return lost and found items
Securely archive participant information

What to bring

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

Equipment

Walkie-talkiesqty 6
Power banksqty 6
Charging cablesqty 8
Flashlightsqty 12
Headlampsqty 30
AA batteriesqty 24

Navigation

Compassesqty 12
Waterproof route mapsqty 12
Waterproof map tubesqty 12

Game materials

Team bibsqty 30
Assignment cardsqty 30
Pensqty 30
Envelopesqty 36
Ropeqty 100
Barrier tapeqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8
Emergency blanketsqty 6
Whistlesqty 12
Hand sanitizerqty 4

Catering

Coolersqty 6
Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Cutting boardsqty 3
Knivesqty 6
Pliersqty 4
Groceries

Furniture

Foldable tablesqty 4
Folding chairsqty 30

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3
Tea towelsqty 8

Documentation

Clipboardsqty 6
Waterproof markersqty 12

Tips

Confirm the start and finish locations at least 2 weeks before the event, then arrange transport based on the actual number of registered participants rather than the initial invitation list.
Create the main route and an alternative route at least 10 days ahead. Mark safety risks, check whether a permit is required, and keep waterproof route maps in map tubes for each team.
Close registrations 5 to 7 days before the drop-off so you can collect dietary and medical information, verify emergency contacts, divide participants into teams and print the final participant list.
Prepare one labelled team kit per team, including bibs, assignment cards, pens, envelopes and navigation materials. Assemble the kits at least 2 days before departure so missing items can still be replaced.
On the day before, check the forecast, vehicles, first aid kits and charged phones or power banks. Chill food and drinks overnight, and place flashlights, headlamps and spare AA batteries where the team leaders can reach them.

Frequently asked questions

How far in advance should I organise a drop-off event?: Start planning at least 4 to 6 weeks before the event. Confirm the date, locations, transport and route first; send invitations once those details are stable.
When should I finalise the participant list?: Close registrations 5 to 7 days before the drop-off. Use the final list to assign teams, collect medical and dietary information, check emergency contacts and prepare labels.
How many route options should a drop-off event have?: Prepare one main route and at least one alternative route. Review both routes for safety risks and access before the event, then give team leaders waterproof copies.
When should I prepare the team kits and food?: Assemble team kits 1 to 2 days beforehand and check every kit against the equipment list. Chill food and drinks the day before, then load coolers and catering supplies after the vehicle check.

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.