How to organise a camper rally from start to finish

A camper rally needs more than a route and a group of vehicles. Start by fixing the route, finish point and overnight accommodation, then check permits before inviting anyone. Once registrations are coming in, collect dietary requirements, test every route task and assign volunteers to checkpoints and arrival duties. On the day, the start location needs marked parking, working power, a registration desk and clear instructions for drivers.

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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

1
Determine the route and finish point
2 people
2
Reserve starting location
3
Reserve overnight accommodations
4
Check route permits
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Design rally cards
10
Print rally cards
11
Test route and tasks
2 people
12
Set up checkpoints
2 people
13
Determine prize categories
2 people
14
Buy prizes
15
Assign volunteers
16
Prepare a volunteer briefing
17
Check the weather forecast
18
Do the shopping
2 people
19
Chill drinks
20
Collect camper supplies
2 people
21
Inspect the starting location
2 people
22
Mark parking spaces
2 people
23
Test power and lighting
2 people
24
Set up registration desk
2 people
25
Set up tables and chairs
3 people
26
Build party tents
4 people
27
Put up route signs
2 people
28
Set up checkpoints
4 people
29
Prepare rally packs
2 people
30
Display prizes
31
Prepare the buffet and barbecue
3 people
32
Prepare snacks
2 people
33
Set up coffee station
34
Lay out first aid and safety equipment

Event

35
Staff the registration desk
2 people
36
Welcome participants
2 people
37
Hand out rally packs
2 people
38
Direct campers to parking spaces
2 people
39
Serve welcome drinks
2 people
40
Give the safety briefing
41
Explain the rally route
42
Announce the starting order
43
Start the campers
3 people
44
Staff checkpoint one
2 people
45
Staff checkpoint two
2 people
46
Register arrival
2 people
47
Refill drinks
2 people
48
Refill snacks
2 people
49
Light the barbecue
2 people
50
Set out salads and bread
2 people
51
Prepare barbecue dishes
3 people
52
Serve the buffet
3 people
53
Keep diet meals separate
54
Collect used dishes
2 people
55
Process rally results
2 people
56
Present prizes
2 people
57
Support the evening program
2 people
58
Communicate departure times

Aftercare

59
Collect waste
3 people
60
Safely extinguish barbecue
2 people
61
Wash dishes
3 people
62
Clear tables and chairs
3 people
63
Take down party tents
4 people
64
Clean the venue
3 people
65
Collect route signs
2 people
66
Clear away checkpoint stations
4 people
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Store leftover stock
2 people
70
Collect lost and found items
71
Send results to participants
72
Share photos with participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Beer tablesqty 4
High tablesqty 4
Tableclothqty 10

Tableware

Reusable platesqty 70
Reusable bowlsqty 40
Reusable cupsqty 100
Wine glassesqty 50
Cutlery setsqty 70
Serving plattersqty 12

Kitchen

Barbecueqty 2
BBQ toolsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 6
Kettlesqty 2

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone

Navigation

Route mapsqty 35
Rally bookletsqty 35
Compassqty 8
Clipboardsqty 35
Pensqty 50
Route arrowsqty 30
Conesqty 30

Decorations

Buntingqty 8
Starting flag
Finish flag
Name stickersqty 70

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 10
Flashlightsqty 8
Fire extinguishersqty 2

Cleaning

Waste binsqty 8
Trash bag holdersqty 8

Catering

Groceries

Tips

Test the complete route with the rally cards before the event, including every checkpoint and task. Allow enough time to confirm that arrows, cones and maps are understandable from a moving camper.
Check route permits and access restrictions before sending invitations. A route that works for a car may include low bridges, narrow lanes or overnight parking rules that do not suit campers.
Set a registration deadline that leaves time to update the participant list and collect dietary requirements. Print rally cards only after the final route and participant information has been checked.
Brief checkpoint volunteers with their exact location, arrival window, scoring method and emergency contact. Give them walkie-talkies or another reliable way to reach the organiser when a team is late.
Inspect the start area before vehicles arrive: mark parking spaces, test lighting and power, and set up the registration desk, tables and chairs. Chill drinks and check coolers early, because loading and serving both take longer once campers are parked.

Frequently asked questions

How far in advance should I organise a camper rally?: Start route planning at least 8 to 12 weeks before the rally. This gives you time to reserve the start location and overnight accommodation, check permits, send invitations and test the route before printing the final rally cards.
How do you plan a route for a camper rally?: Choose the start and finish first, then drive the full route in a camper or a vehicle with similar dimensions. Check narrow roads, height limits, parking and fuel access, and allow at least one tested checkpoint for each major section of the route.
What should volunteers do at a camper rally checkpoint?: Each checkpoint team should have a clear location, task instructions, scoring rules and an arrival window. Brief volunteers at least 24 hours beforehand and provide a route map, pens, clipboards and a reliable communication method.
When should I print the rally cards?: Print them after registrations close, the route test is complete and all tasks have been corrected. Aim to finish printing 3 to 5 days before the rally so you can assemble packets and still fix missing pages or unclear instructions.

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.