How to organise a drop-off event

A drop-off event needs more than a start point and a destination. You are coordinating transport, a route, teams, game materials and participant information at the same time. Start by fixing the date, checking both locations and building the main route before sending invitations. Then collect registrations, dietary and medical details, and prepare a fallback plan for weather, delays or route problems. The final checks focus on vehicles, communications, first aid, food and clearly labelled teams.

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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
Check the start and finish location
2 people
3
Arrange transport
4
Develop the route and alternative route
2 people
5
Assess the route's safety risks
2 people
6
Check route permit
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Collect medical information
11
Check emergency contacts
12
Divide participants into teams
2 people
13
Prepare game tasks
2 people
14
Prepare route maps
2 people
15
Write out emergency scenarios
2 people
16
Check the weather forecast
17
Print participant list
18
Do the shopping
2 people
19
Collect materials
3 people
20
Assemble team kits
3 people
21
Chill food and drinks
2 people
22
Check the first aid kit
23
Charge phones and power banks
2 people
24
Check vehicles
2 people
25
Hand out team labels
2 people

Event

26
Register attendance
2 people
27
Check luggage and medical information
2 people
28
Explain the rules and safety guidelines
2 people
29
Guide teams to vehicles
4 people
30
Transport participants safely
4 people
31
Drop teams off at safe locations
6 people
32
Hand out the starter pack and route assignment
2 people
33
Monitor remote teams
4 people
34
Record interim results and notices
2 people
35
Refill drinks
2 people
36
Check in arrival teams
2 people
37
Safely light the finish area
2 people
38
Serve meals and snacks
3 people
39
Handle prize ceremony
2 people
40
Guide participants to the starting point
4 people
41
Check departure and handover
2 people

Aftercare

42
Collect waste
3 people
43
Sort materials
3 people
44
Clean the venue
3 people
45
Clean coolers and tableware
2 people
46
Return borrowed materials
2 people
47
Return lost and found items
48
Securely archive participant information

What to bring

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

Equipment

Walkie-talkiesqty 6
Power banksqty 6
Charging cablesqty 8
Flashlightsqty 12
Headlampsqty 30
AA batteriesqty 24

Navigation

Compassesqty 12
Waterproof route mapsqty 12
Waterproof map tubesqty 12

Game materials

Team bibsqty 30
Assignment cardsqty 30
Pensqty 30
Envelopesqty 36
Ropeqty 100
Barrier tapeqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8
Emergency blanketsqty 6
Whistlesqty 12
Hand sanitizerqty 4

Catering

Coolersqty 6
Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Cutting boardsqty 3
Knivesqty 6
Pliersqty 4
Groceries

Furniture

Foldable tablesqty 4
Folding chairsqty 30

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3
Tea towelsqty 8

Documentation

Clipboardsqty 6
Waterproof markersqty 12

Tips

Confirm the start and finish locations before inviting anyone, then record the route and an alternative route. Check permits and walk through safety risks early enough to change the plan.
Set a registration deadline several days before the event. Use the final participant list to divide people into teams, prepare labels and check dietary requirements, medical information and emergency contacts.
Prepare one waterproof route map and one team kit per team, including assignment cards, pens and any navigation or communication equipment. Keep spare materials with the organiser rather than distributing every item.
Write down at least three emergency scenarios, such as a vehicle problem, a separated participant or sudden bad weather. Make sure team leaders know who to contact and carry a charged phone or walkie-talkie.
Do the final vehicle, weather and first-aid checks on the day before departure. Chill food and drinks, charge phones and power banks, and allow extra time for handing out team labels and explaining the route.

Frequently asked questions

How far in advance should I plan a drop-off event?: Start route, location and transport planning at least 3 to 4 weeks before the event. Set the registration deadline several days before the event so teams, food and safety information can be finalised.
How do I plan a safe drop-off route?: Create a main route and an alternative route, then assess crossings, traffic, lighting, terrain and places where participants could become separated. Check whether a route permit is needed at least 2 weeks before the event.
What information should I collect from participants?: Collect registration details, dietary requirements, relevant medical information and an emergency contact for every participant. Close the list several days before the event and print a current copy for the organiser.
What should I check on the day before a drop-off event?: Check the weather forecast, vehicles, first aid kits and communication equipment the day before. Also charge phones and power banks, chill food and drinks, and confirm that route maps and team kits are complete.

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.