How to organise a route technology competition

A route technology competition needs more than a marked-out course. Start by defining the challenge and rules, then test the route, divide it into checkpoints and work out how teams will be scored. Registration, dietary information and volunteer posts should be settled before you prepare materials. In the final week, bundle equipment by checkpoint, print the forms and confirm the weather plan. On the day, allow time to open the venue, set up registration and check every post before participants arrive.

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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
Define the competition concept
2 people
2
Reserve competition venue
3
Draw up competition rules
2 people
4
Explore route area
3 people
5
Set out the route and checkpoints
3 people
6
Check the route for safety
3 people
7
Write post assignments
3 people
8
Work out the scoring
2 people
9
Send invitations
10
Process registrations
11
Collect dietary requirements
12
Create participant groups
2 people
13
Schedule post staff
2 people
14
Inform volunteers
2 people
15
Check the weather forecast
16
Collect materials
3 people
17
Do the shopping
2 people
18
Prepare route signs
2 people
19
Bundle post materials by post
3 people
20
Print competition forms
21
Prepare first aid and emergency plan
2 people

Event

22
Open venue
2 people
23
Mark off the competition area
3 people
24
Set up registration desk
2 people
25
Set up catering point
2 people
26
Set up the start and finish area
3 people
27
Lay out post assignments
3 people
28
Place route signs
3 people
29
Staff the checkpoints
6 people
30
Check checkpoint materials
6 people
31
Receive participants
3 people
32
Register teams
2 people
33
Give the start briefing
2 people
34
Have teams start in phases
2 people
35
Facilitate post task
6 people
36
Keep time records
2 people
37
Serve drinks and snacks
2 people
38
Refill drinks
2 people
39
Staff first aid point
40
Check out finishing teams
2 people
41
Collect score sheets
2 people
42
Check scores
2 people
43
Announce the results
2 people
44
Present prizes
2 people
45
See participants off
3 people

Aftercare

46
Remove directional signs
3 people
47
Collect mailing materials
4 people
48
Clear tables and chairs
4 people
49
Collect waste
3 people
50
Wash dishes
2 people
51
Clean the grounds
4 people
52
Check and store the materials
3 people
53
Take waste to the collection point
2 people
54
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Party tentsqty 3
Folding benchesqty 4
High tablesqty 2

Tableware

Reusable cupsqty 80
Platesqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Scissorsqty 4
Pliersqty 4
Pitchersqty 4
Serving traysqty 4

Sports equipment

Compassqty 12
Topographic mapsqty 15
Route bookletsqty 15
Pioneer ropeqty 20
Rope laddersqty 4
Wooden pioneer polesqty 30
Marker flagsqty 30
Ribbon rollsqty 8
Post numbersqty 12
Stopwatchesqty 8
Measuring tapesqty 4
Marking chalkqty 6
Work glovesqty 12
Scoreboardsqty 4
Clipboardsqty 12
Pensqty 40
Pencilsqty 30
Eraserqty 15
Tapeqty 8
Cable tiesqty 100
Staplersqty 3
Spare paperqty 2

Equipment

Megaphone
Walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 3

Lighting

LED lampsqty 6
Flashlightsqty 8
Batteriesqty 24

Decorations

Start/finish banner
Directional signsqty 20
Post signsqty 12
Team numbersqty 15
Prize certificatesqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 2
Bucketsqty 3
Hand soap dispensersqty 3
Towel roll holdersqty 3
First aid kitsqty 2
Emergency blanketsqty 6

Catering

Groceries

Tips

Test the full route before publishing it, including every checkpoint and transition. Use a compass, topographic maps and measuring tapes to check distances, then walk the course again for hazards or confusing sections.
Write the scoring system before invitations go out. State the points, time limits, penalties and tie-breaker clearly so teams know how performance will be judged.
Assign each checkpoint to a named volunteer and pack its materials together. Include the post number, route instructions, stopwatch, marker flags, ribbon and any pioneer rope or ladders needed there.
Set a registration deadline several days before the competition. Use the final list to create participant groups, collect dietary requirements and schedule enough post staff rather than filling gaps on the morning.
Prepare the finish area for both administration and waiting participants. Set up tables, chairs, a catering point, reusable cups and coolers, and keep the first-aid and emergency plan accessible to the event lead.

Frequently asked questions

How far in advance should I plan a route technology competition?: Start at least 6 to 8 weeks ahead if you need to reserve a venue, recruit checkpoint volunteers and send invitations. Finish the route test and safety check no later than 7 days before the event.
How do I set up checkpoints for a route technology competition?: Mark each checkpoint on the route map and give it a unique number. Prepare one labelled bundle per post, then place signs or marker flags and have volunteers ready at least 30 minutes before the first group arrives.
How many volunteers do I need for a route technology competition?: Plan for at least one responsible volunteer at every active checkpoint, plus people for registration, catering and event coordination. Add one or two reserve volunteers for a course with more than 6 checkpoints or a long route.
What should I do if the weather changes on competition day?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance which sections can be shortened or moved, and keep party tents, dry materials and the first-aid plan ready for rain.

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