How to organise a caravan rally

A caravan rally needs more than a route and a meeting point. Set the date and finish before inviting anyone, then confirm permits, route access and a backup route. Build the day around checkpoints, rest stops and clear instructions so drivers know where to go and volunteers know what to do. Registrations, team assignments, dietary details and emergency information should be closed well before the rally, leaving the final days for route checks, printing and packing.

Organize this event for free with Lizzt

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
Reserve the start and finish locations
3
Check permits and notifications
4
Check route suitability
2 people
5
Determine an alternative route
2 people
6
Set up rest and check-in points
2 people
7
Develop directions
2 people
8
Create puzzle and task cards
2 people
9
Record scoring
10
Draft participant terms and conditions
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Assign teams and vehicles
2 people
15
Send participant information
16
Assign volunteers to stations
2 people
17
Share the first aid and emergency procedure
18
Check the weather forecast
19
Check the route again
2 people
20
Print participant list
21
Compile route booklets
3 people
22
Prepare team packages
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Mark the venue and parking layout
3 people
26
Set up tables and chairs
4 people
27
Build party tents
4 people
28
Set up the registration desk
2 people
29
Put up route signs
3 people
30
Stock the checkpoints
4 people
31
Prepare assignments at stations
3 people
32
Prepare scoring sheets and forms
2 people
33
Prepare catering
3 people
34
Check safety equipment
2 people
35
Give volunteers a briefing
2 people

Event

36
Receive participants
4 people
37
Register attendance
2 people
38
Hand out route booklets
2 people
39
Give starting instructions
2 people
40
Have teams start in phases
3 people
41
Staff the checkpoints
8 people
42
Explain the tasks
4 people
43
Record interim scores
4 people
44
Support participants by phone
2 people
45
Reserve parking space
2 people
46
Refill drinks
2 people
47
Provide coffee and tea
2 people
48
Serve snacks and sandwiches
3 people
49
Collect used dishes
2 people
50
Empty trash bins
2 people
51
Flag down incoming teams
3 people
52
Collect final forms
2 people
53
Check scores
2 people
54
Determine the winners
2 people
55
Present results and prizes
2 people
56
See participants off
3 people

Aftercare

57
Remove route signs
3 people
58
Take down tables and chairs
4 people
59
Take down party tents
4 people
60
Clean the venue
4 people
61
Wash dishes
2 people
62
Empty and clean coolers
2 people
63
Collect and remove waste
3 people
64
Return borrowed equipment
2 people
65
Archive score sheets
66
Register lost property
67
Share participant photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Tableclothsqty 8
Start desk
Waste binsqty 6

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 10
Phone chargersqty 4
Power banksqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6
Spare batteriesqty 24

Route and registration

Route bookletsqty 25
Answer formsqty 25
Participant badgesqty 50
Pensqty 50
Clipboardsqty 12
Stopwatchqty 4
Calculatorsqty 2
Bib numbersqty 25
Route arrowsqty 40
Traffic conesqty 20
Barrier tapeqty 4
Conesqty 20
Markersqty 12
Clipboardsqty 12
Score tablesqty 12
Envelopesqty 30
Prizesqty 3
Backpacks for stationsqty 8

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Measuring cupsqty 2
Food containersqty 12
Ice packsqty 20

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Work glovesqty 12
Fire extinguishersqty 2

Cleaning

Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Secure the start and finish locations before sending invitations. Check parking capacity, power access and space for a start desk, tables, shelters and marked vehicle lanes.
Check the route twice: once while planning and again shortly before the rally. Allow time for a detour, roadworks or restricted access, and prepare an alternative route before participants arrive.
Set a firm registration deadline at least 7 days before the event. Use the final participant list to assign teams and vehicles, collect dietary requirements and prepare badges, bib numbers and team packages.
Make every checkpoint self-contained. Give station volunteers route booklets, answer forms, pens, clipboards, a stopwatch and a way to contact the organisers, such as walkie-talkies or charged phones.
Finish the logistics the day before: print route booklets and participant lists, pack puzzle cards and scoring materials, chill drinks, charge power banks and check arrows, cones and barrier tape. Recheck the weather and walk the start and finish layout before setup.

Frequently asked questions

How far in advance should I plan a caravan rally?: Start planning at least 8 to 12 weeks ahead. This gives you time to reserve the start and finish, check permits and route suitability, create the route materials and open registrations.
When should caravan rally registrations close?: Close registrations about 7 days before the rally. You need the final numbers for team and vehicle assignments, dietary requirements, participant badges, route booklets and team packages.
How do I plan a backup route for a caravan rally?: Prepare the alternative route at the same time as the main route, not after a problem occurs. Check both routes again 1 to 3 days before the event and give the organiser and station volunteers the updated directions.
What should I do the day before a caravan rally?: Print the participant list and route booklets, pack the team materials, chill drinks, charge communication equipment and check the weather. Also confirm volunteers, mark the parking layout and verify that route arrows, cones and barrier tape are ready.

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.