How to organise a car tour from route planning to finish

A car tour needs more than a good route and a group of willing drivers. Start by fixing the date, route, start point and finish, then check traffic safety, permits and insurance before opening registration. Once you know the number of cars, prepare start cards, route booklets, signs, volunteers, catering and communication. Build in time for a route test and a clear breakdown procedure, because delays usually come from missing permissions, unclear directions or too few people at control points.

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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
Record date and route
2 people
2
Confirm the start and finish location
2 people
3
Check the route for traffic safety
3 people
4
Set an alternative route
2 people
5
Submit permits and notifications
6
Check insurance coverage
7
Open participant registration
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Confirm route permits
13
Book catering
2 people
14
Reserve venue facilities
15
Update participant list
2 people
16
Assign start numbers
2 people
17
Compile the route booklet
2 people
18
Proofread the route booklet
2 people
19
Have the route booklet printed
20
Make arrows and route signs
3 people
21
Check traffic materials
2 people
22
Draw up the car breakdown protocol
2 people
23
Compile emergency numbers
24
Test communication devices
2 people
25
Prepare start cards
2 people
26
Sort wristbands and badges
2 people
27
Purchase prizes and souvenirs
28
Check the shopping list
2 people
29
Sort printed materials by starting group
2 people
30
Drive the route again
2 people
31
Check the weather forecast
32
Do the shopping
3 people
33
Chill drinks
2 people
34
Prepare catering
3 people
35
Bring materials to the venue
3 people
36
Mark off the start and finish area
3 people
37
Set up tables and chairs
4 people
38
Build party tents
4 people
39
Set up registration tables
2 people
40
Put up route signs
4 people
41
Place traffic cones
3 people
42
Attach race numbers
3 people
43
Lay out the route books
2 people
44
Decorate the reception area
2 people
45
Set up coffee and drinks station
2 people
46
Set up first aid and breakdown kit
2 people

Event

47
Receive participants
4 people
48
Register attendance
3 people
49
Hand out race numbers
3 people
50
Distribute route books
2 people
51
Serve coffee and tea
2 people
52
Give driving instructions
2 people
53
Let cars start in groups
4 people
54
Keep track of departure registration
2 people
55
Staff route checkpoint
4 people
56
Keep roadside assistance reachable
2 people
57
Welcome finishers
3 people
58
Keep track of finish times
2 people
59
Refill drinks
2 people
60
Serve snacks
3 people
61
Collect tableware
2 people
62
Remove waste regularly
2 people
63
Present results and prizes
2 people
64
See participants off
2 people

Aftercare

65
Collect route signs
4 people
66
Collect traffic cones
3 people
67
Clear the venue
4 people
68
Clear tables and chairs
4 people
69
Take down party tents
4 people
70
Wash dishes
3 people
71
Collect and sort waste
3 people
72
Clean the venue
3 people
73
Store materials dry
2 people
74
Return borrowed materials
2 people
75
Check and clean the route signs
2 people
76
Inventory remaining stock
2 people
77
Archive participant details
78
Register lost and found items
79
Send thank-you message
80
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 50
Bar stoolsqty 4
Waste binsqty 6
Tableclothsqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee potsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cable reelsqty 3
Extension cordsqty 4
Walkie-talkiesqty 8
Mobile phone chargersqty 4
Handheld megaphone

Lighting

LED work lightsqty 4
String lightsqty 4
Flashlightsqty 8

Route and safety

Route arrowsqty 40
Route signsqty 20
Traffic conesqty 30
Barrier tapeqty 6
Reflective vestsqty 12
Warning trianglesqty 4
Safety hammersqty 2
First aid kitsqty 2
Emergency blanketsqty 6
Fire extinguishersqty 2
Start flagsqty 2
Parking wheel stopsqty 12

Registration

Bib numbersqty 50
Route booksqty 55
Start cardsqty 55
Participant badgesqty 60
Wristbandsqty 60
Pen setsqty 10
Clipboardsqty 6
Storage cratesqty 8
Prize ribbonsqty 6
Prizesqty 6

Decorations

Buntingqty 6
Balloonsqty 100
Balloon weightsqty 6
Welcome sign
Finish arrow sign

Kitchen

Ice cube traysqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 10

Cleaning

Washing-up tubsqty 3
Washing-up bowlsqty 2
Spongesqty 10
Cleaning clothsqty 12
Broom setsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Check the route at the same time of day as the tour, not just on a map. Record traffic risks, narrow sections and stopping points, then prepare an alternative route before registration opens.
Set a registration deadline at least 10 to 14 days before the tour. Use the final participant list to assign start numbers, collect dietary requirements and confirm how many route booklets and start cards to print.
Submit permits and notifications before sending final invitations. Keep written confirmation with the route file, and check insurance coverage for both the organised activity and any volunteer duties.
Prepare route materials as one controlled set: route arrows, signs, cones, barrier tape and reflective vests. Proofread the route booklet after the final route check, then print it with enough copies for every car plus 5 to 10% spare.
Write the car breakdown protocol in plain steps and give every coordinator the emergency numbers. Test walkie-talkies before the start, charge phones, and keep warning triangles, safety hammers and flashlights accessible rather than packed away.

Frequently asked questions

How far in advance should I organise a car tour?: Start planning at least 8 to 12 weeks ahead. This gives you time to check the route, arrange permits and insurance, open registration, recruit volunteers and book catering or facilities.
How many volunteers do you need for a car tour?: Plan for at least one coordinator at the start, one at the finish and one person for every busy control point or route risk. For a small tour, 4 to 6 trained volunteers is a practical minimum.
When should I print the route booklet and start cards?: Finalise and proofread them 5 to 7 days before the tour, after the last route check. Print 5 to 10% extra copies so late changes or damaged booklets do not disrupt the start.
What should be in a car tour breakdown plan?: Include the emergency numbers, the person to contact, the exact meeting procedure and what drivers should do if a car stops on the route. Test communication devices at least 1 day before departure and keep warning triangles and safety equipment in the support vehicle.

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