How to organise a company rally without last-minute problems

A company rally works best when the route, rules and logistics are settled in that order. Start by fixing the date, start and finish locations, then build and test the route before inviting people. Registration, dietary requirements and team sizes affect catering and materials, so collect them early. In the final week, confirm the participant list, print route maps and task cards, pack team bags and make sure every item reaches the venue.

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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
Determine the start and end location
2 people
3
Develop the rally route
2 people
4
Create tasks and questions
3 people
5
Test route in advance
2 people
6
Check required permissions
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Prepare team assignments
2 people
11
Write out rally rules
12
Set the points distribution
2 people
13
Assign volunteers to stations
2 people
14
Order catering and a meal
2 people
15
Buy supplies and games
2 people
16
Print route maps
2 people
17
Print task cards
2 people
18
Put together team bags
3 people
19
Prepare score sheets
2 people
20
Arrange prizes and certificates
21
Check the weather forecast
22
Finalize the participant list
23
Confirm catering order
24
Do the shopping
3 people
25
Bring materials to the venue
2 people
26
Clean the start area
2 people
27
Set up tables and chairs
4 people
28
Build party tents
4 people
29
Set up registration desk
2 people
30
Set up route checkpoints
4 people
31
Prepare assignment materials
3 people
32
Chill drinks
2 people
33
Prepare snacks
3 people
34
Give briefing to supervisors
2 people

Event

35
Register participants
3 people
36
Serve welcome drinks
2 people
37
Explain the rally rules
38
Direct teams to start points
3 people
39
Staff route checkpoints
6 people
40
Track scores by team
2 people
41
Refill drinks
2 people
42
Serve snacks during breaks
2 people
43
Welcome arriving teams
3 people
44
Check score sheets
2 people
45
Set up buffet
4 people
46
Serve dinner
4 people
47
Clear away dishes and cutlery
3 people
48
Determine the winners
2 people
49
Present prizes
2 people
50
See off guests and manage departure
2 people

Aftercare

51
Gather rally materials
4 people
52
Collect and sort waste
3 people
53
Take down tables and chairs
4 people
54
Take down party tents
4 people
55
Wash dishes
3 people
56
Clean the venue
3 people
57
Return borrowed materials
2 people
58
Store leftover materials
2 people
59
Process expenses and receipts

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 100
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 8
Serving traysqty 6

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Power banksqty 6

Sports equipment

Conesqty 30
Ropeqty 6
Blindfoldsqty 12
Ballsqty 6
Hoopsqty 6
Water cups for gamesqty 30
Stopwatchesqty 6
Measuring tapesqty 6
Whistlesqty 6

Decorations

Start flagsqty 2
Team flagsqty 10
Balloonsqty 100
Buntingqty 8
Name badgesqty 60

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 4
Hand broomsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Test the full rally route in advance, including travel time between posts and any questions participants must answer. Allow extra time for wrong turns, accessibility needs and weather-related delays.
Set the scoring system before sending the invitations. Write the rules, points distribution and tie-break method on the task cards so teams do not receive conflicting instructions at different posts.
Close registrations early enough to assign teams and order catering. A practical deadline is 7 days before the rally; use the final participant list to check dietary requirements and volunteer coverage.
Pack one labelled team bag per team with its route map, task cards and required game materials. Prepare score sheets separately for each team or post, and bring spare pens and printed copies.
Plan the start and finish areas as carefully as the route. Set up a registration table, seating, catering tables and waste bins, and check power needs for coffee machines, kettles and any other equipment before event day.

Frequently asked questions

How far in advance should you organise a company rally?: Start planning at least 6 to 8 weeks before the event, especially if you need permissions, catering or several volunteers. Test the route no later than 2 weeks beforehand and confirm registrations 7 days before the rally.
How long should a company rally last?: Allow roughly 3 to 5 hours for the rally itself, depending on the number of posts and the distance between them. Add at least 30 minutes for registration and briefing, plus time for the meal and prize presentation.
How many people should be in each company rally team?: Teams of 4 to 6 people are usually manageable for route questions and physical games. Divide the final participant list after registration closes so teams are balanced and every post has enough score sheets and materials.
What should I prepare the week before a company rally?: Confirm the route, weather forecast, catering order, volunteers and final participant list 7 days before the event. Print route maps, task cards and score sheets, pack the team bags, and move all equipment to the venue at least 1 day in advance when possible.

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