How to organise a drop-off event

A drop-off event works best when the route, transport and team system are settled before you prepare the games. Start by confirming participants and dietary or emergency details, then reserve the start and finish locations and decide exactly where each team is dropped off. Test the route, mark safe crossings and prepare an alternative before writing instructions and packing clue envelopes. On the day, charge every phone and radio, check the forecast and keep the team allocation secret until teams are ready to leave.

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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
Confirm date and participants
2 people
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Collect emergency contacts
6
Divide participants into teams
2 people
7
Reserve starting location
8
Reserve final venue
9
Confirm transportation
10
Determine drop-off points
3 people
11
Check the Route and Distance
3 people
12
Check safe crossings
2 people
13
Prepare alternate route
2 people
14
Write route instructions
2 people
15
Create tasks and puzzles
3 people
16
Laminated clue cards
2 people
17
Fill envelopes per team
3 people
18
Keep the team allocation secret
19
Check materials
2 people
20
Buy food and drinks
3 people
21
Fill coolers
2 people
22
Set out route packs
3 people
23
Charge phones and walkie-talkies
2 people
24
Check the weather forecast

Event

25
Set up the starting location
4 people
26
Register attendance
2 people
27
Explain emergency numbers and rules
2 people
28
Announce the teams
2 people
29
Escort participants to vehicles
4 people
30
Drop teams off at drop points
6 people
31
Check drop-off points
3 people
32
Maintain contact with teams
2 people
33
Give hints
2 people
34
Refill drinks
2 people
35
Prepare the final location
4 people
36
Register arrival teams
2 people
37
Serve sandwiches and snacks
3 people
38
Supervise the final task
3 people
39
Announce the results
2 people
40
Guide participants to transport
3 people

Aftercare

41
Collect materials
4 people
42
Sort and remove waste
3 people
43
Clean tableware and coolers
3 people
44
Clean the final venue
3 people
45
Clean the starting location
2 people
46
Return borrowed items
2 people
47
Remove route arrows
2 people
48
Clear away unused groceries
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Party tentqty 2
Tableclothsqty 6

Equipment

Walkie-talkiesqty 8
Power banksqty 6
Charging cablesqty 8
Bluetooth speaker
Extension cordsqty 3
Mobile phonesqty 6
USB flash drivesqty 2

Lighting

LED lanternsqty 8
Headlampsqty 36

Sports equipment

Compassqty 12
Whistlesqty 36
Reflective vestsqty 12
Blindfoldsqty 12
Ropeqty 4
Conesqty 24
Inflatable ballsqty 6
Puzzle locksqty 6
Stopwatchesqty 6
Waterproof storage boxesqty 8
Clipboardsqty 12
Pencilsqty 36
Eraserqty 12
Measuring tapesqty 6
Stringsqty 36

Kitchen

Coolersqty 6
Ice packsqty 24
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Drinking-water jerrycansqty 4
Handwash sinksqty 2

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Reusable cutleryqty 40
Thermos flasksqty 4

Decorations

Route arrowsqty 36
Barrier tapeqty 6
Table numbersqty 6
Waterproof labelsqty 100
Marker pensqty 12
Duct tapeqty 6
Rope for fasteningqty 4

Catering

Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Tips

Set the route before creating the puzzles. Check the full distance on foot, identify every road crossing and write a backup route while you still have time to change the drop-off points.
Plan transport around the route, not the other way around. Confirm the starting location, final venue and each drop-off point, then give drivers one clear set of instructions and a contact number.
Pack one complete route pack per team. Include laminated clue cards, the correct envelopes and any required equipment; check every pack against the task plan before sealing it.
Keep team assignments private until departure. Prepare the allocation in advance, but hand out route packs only after participants have arrived and the transport plan has been explained.
Treat communication and visibility as safety equipment. Charge phones, walkie-talkies and power banks the night before, and use reflective vests, headlamps or lanterns when any section may run in low light.

Frequently asked questions

How far in advance should I plan a drop-off event?: Start at least 4 weeks ahead for a small event, and allow 6 to 8 weeks if you need several vehicles, a final venue or a complicated route. Confirm participants and bookings first, because the route and team sizes depend on those numbers.
How many drop-off points should a drop-off event have?: Use one drop-off point per team unless teams are deliberately starting together. Keep the number low enough for drivers to manage safely, and check each location on foot at least 1 week before the event.
How do I make a drop-off event route safe?: Walk the complete route before the event and record every crossing, narrow section and poorly lit area. Prepare an alternate route at least 2 days beforehand, then recheck both routes after bad weather or other local changes.
What should I prepare the day before a drop-off event?: Pack and check all 53 planned items, charge phones and walkie-talkies, fill the coolers and confirm transport. Recheck the weather forecast and the final participant list 24 hours before the start.

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.