How to organise a walking rally from start to finish

A walking rally works best when the route, checkpoints and scoring system are settled before you invite anyone. Start by checking the route in person, confirming the start and finish location, and allowing time for permits, toilets and waste collection. Then build the questions and directions around the actual route, recruit station volunteers and prepare one pack per participant. Most problems happen when signs, dietary requirements, power supplies or final route checks are left until the last day.

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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 route and theme
2 people
2
Reserve start and finish location
3
Check route permit
4
Arrange toilets and waste disposal
5
Carry out route reconnaissance
2 people
6
Determine checkpoint locations
2 people
7
Write directions
8
Compile rally questions
2 people
9
Create answers and score sheet
10
Send invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Send participant confirmations
14
Assign volunteers to stations
15
Prepare a volunteer briefing
16
Order prizes and certificates
17
Make route signs and arrows
2 people
18
Print rally materials
2 people
19
Assemble starter packs
3 people
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare catering
3 people
23
Check the route one last time
2 people
24
Stock the checkpoints
4 people
25
Set up the start and finish area
5 people
26
Set up tables and chairs
3 people
27
Hang decorations
2 people
28
Set up registration desk
2 people
29
Set up catering and drinks
3 people
30
Brief volunteers
2 people

Event

31
Register participants
3 people
32
Hand out starter packs
2 people
33
Give welcome briefing
34
Start the walking groups
2 people
35
Staff the checkpoints
6 people
36
Check route and safety
2 people
37
Refill drinks
2 people
38
Serve snacks and meals
3 people
39
Check scores
2 people
40
Announce the winners
41
Operate music and lighting
42
See participants off
2 people

Aftercare

43
Remove route signs and posts
4 people
44
Clean up the venue
5 people
45
Wash dishes
2 people
46
Sort and remove waste
2 people
47
Inventory materials
2 people
48
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Picnic benchesqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 80
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50

Kitchen

Coolersqty 4
Thermos dispensersqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving tongsqty 6

Equipment

Laptopsqty 2
Printers
Walkie-talkiesqty 6
Megaphone
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Route mapsqty 60
Score sheetsqty 60
Rally questionsqty 60
Bib numbersqty 60
Clipboardsqty 12
Pencilsqty 70
Conesqty 20
Route arrowsqty 40
Checkpoint signsqty 8
Stamp setsqty 8
Stopwatchesqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 8

Lighting

String lightsqty 4

Decorations

Welcome bannersqty 2
Tableclothsqty 6
Prizesqty 6
Certificatesqty 60

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Washing-up bowlsqty 3

Catering

Groceries

Tips

Walk the full route before writing the directions and questions. Record realistic walking times, weak-signal areas and places where an arrow or checkpoint could be missed; allow extra time for groups to spread out.
Set each checkpoint where volunteers can work safely and where teams will not block paths. Give every station its questions, answer key, score sheets, pencils, route instructions and a way to contact the organiser.
Close registration before you print materials and starter packs. Use the final numbers to prepare bib numbers, score sheets, dietary catering and enough drinks, rather than relying on last-minute additions.
Brief volunteers before event day with their arrival time, station position, scoring rules and escalation procedure. Give station teams walkie-talkies or another agreed contact method, and check power banks before people leave the start area.
Make the final route check on the same day or the day before. Look for moved cones, missing arrows, blocked paths and changes at the finish, then chill drinks and set up tables, signs and the scoring area before participants arrive.

Frequently asked questions

How long does it take to organise a walking rally?: Allow at least 4 to 6 weeks for a small walking rally. That gives you time to confirm the route and locations, check permits, recruit volunteers, collect registrations and print the rally materials.
How many questions should a walking rally have?: Plan around 3 to 5 questions per checkpoint, depending on the walking time between stations. For a two-hour route with 5 or 6 checkpoints, that usually gives teams enough activity without creating queues.
When should I send walking rally invitations?: Send invitations 3 to 4 weeks before the event and close registrations about 7 days before it. Use the final registration list to confirm participants, dietary requirements, starter packs and catering quantities.
How many volunteers are needed for a walking rally?: Plan for at least one volunteer at every active checkpoint, plus 2 people at the start and finish. Add one roaming coordinator for every 4 to 6 checkpoints so problems can be handled without leaving a station unattended.

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.