How to organise a rally race from route to finish

Organising a rally race starts with the route, not the starting line. Confirm the course, ranking method, permits, insurance and start and finish locations before opening registration. Then build the event around accurate timing, clear route information and a trained marshal team. Participants need confirmations, start numbers and route books early, while the safety and towing plan must be ready before equipment is placed on the course.

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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
Set the route and ranking
3 people
2
Submit permit documents
2 people
3
Arrange insurance certificate
4
Reserve start and finish location
2 people
5
Draw up competition rules
2 people
6
Publish registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Send participant confirmations
11
Assign start numbers
2 people
12
Print start list
13
Compile the route booklet
3 people
14
Have the route booklet printed
15
Brief marshals
3 people
16
Instruct timekeepers
2 people
17
Check the rescue and towing plan
2 people
18
Scout the route
3 people
19
Prepare route signs
3 people
20
Gather competition materials
3 people
21
Do the shopping
2 people
22
Assemble participant packs
3 people
23
Charge batteries and equipment
2 people
24
Place route signs along the route
6 people
25
Place barriers along the route
6 people
26
Set up the start and finish area
6 people
27
Set up the registration table
2 people
28
Set up catering point
3 people
29
Test timekeeping
3 people
30
Test communication radios
3 people
31
Carry out route safety check
4 people

Event

32
Register participants
3 people
33
Hand out race numbers
2 people
34
Give the rally briefing
2 people
35
Position marshals at posts
4 people
36
Announce the starting order
2 people
37
Get participants started
3 people
38
Staff route checkpoints
10 people
39
Record split times
4 people
40
Staff the rally radio
2 people
41
Serve catering
4 people
42
Refill drinks
2 people
43
Guide the crowd at the start
3 people
44
Incident reporting
2 people
45
Register dropouts
2 people
46
Carry out finish registration
3 people
47
Receive finishers
3 people
48
Calculate the provisional result
2 people
49
Handle the objection period
2 people
50
Hold the awards ceremony
3 people
51
Ensure the audience leaves safely
4 people

Aftercare

52
Dismiss route marshals
3 people
53
Remove route signs
6 people
54
Remove the barriers
6 people
55
Dismantle the start and finish area
6 people
56
Wash dishes
3 people
57
Collect waste
4 people
58
Clean the grounds
4 people
59
Inventory competition equipment
2 people
60
Return rented equipment
2 people
61
Publish results and photos
2 people
62
Email results to participants
63
Archive permit documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Waste binsqty 8

Equipment

Walkie-talkiesqty 16
Spare batteriesqty 16
Charging stationsqty 4
Stopwatchesqty 8
Laptopsqty 2
Printers
Extension cordsqty 6
Power stripsqty 6
Mobile light towersqty 2

Sports equipment

Start flagsqty 4
Finish flagsqty 4
Route arrowsqty 80
Rally signsqty 50
Bib numbersqty 40
Bib number tapeqty 12
Route booksqty 40
Bib vestsqty 20
Traffic conesqty 40
Crowd barriersqty 30
Barrier tapeqty 12
Cable rampsqty 4
Towing cablesqty 3
Start clock
Hand truckqty 2

Safety

First aid kitsqty 3
Fire extinguishersqty 4
Safety vestsqty 25
Safety helmetsqty 6
Nitrile glovesqty 2
Flashlightsqty 12
Hearing protectionqty 20

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Serving traysqty 8

Decorations

Start/finish banner
Buntingqty 8
Tableclothsqty 8

Cleaning

Broom setsqty 3
Litter pickersqty 4

Catering

Groceries

Tips

Set the route and ranking rules before publishing the registration form. Allow at least 6–8 weeks for permits, insurance documents and approvals if the course uses public roads.
Close registration in time to process entries, dietary requirements and participant confirmations. A practical deadline is 7 days before the race, leaving time to assign start numbers and print the start list.
Prepare the route booklet and route signs from the same final route version. Check every turn on site, then place arrows, rally signs, barriers and cable protection only after the route has been scouted.
Brief marshals and timekeepers separately before race day. Give each marshal a radio, location, emergency procedure and contact list; have timekeepers test stopwatches, the start clock, laptops and spare batteries.
Finish the safety check before setting up the start area. Confirm first-aid kits, mobile light towers, towing cables, traffic cones and the rescue plan, and charge every radio and device the evening before.

Frequently asked questions

How far in advance should I organise a rally race?: Start at least 8–12 weeks before race day. Use the first weeks for route planning, permits, insurance and venue reservations, then open registration once the course and rules are stable.
When should rally race registration close?: Close registration about 7 days before the event. That gives you time to check entries, collect dietary requirements, send confirmations, assign bib numbers and print the start list and route books.
How many marshals do I need for a rally race?: Plan at least one marshal for every controlled junction or spectator-risk point, plus a reserve team of around 10% of the total. The final number depends on the route, traffic controls and safety assessment.
When should I place rally signs and barriers on the route?: Place them after the route has been scouted and no later than the day before the race, unless local permissions require same-day placement. Walk or drive the route once more to confirm every sign is visible and correctly oriented.

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.