How to organize a car rally from start to finish

A car rally needs more than a route and a few questions. Start by fixing the date, securing the starting and finishing locations, and checking whether permits are needed for the route. Then test-drive the course, set checkpoints, write and score the puzzles, and give volunteers clear instructions. The most common problems are unclear directions, late registration details, missing safety equipment, and paperwork that cannot handle bad weather.

Organize this event for free with Lizzt

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
Reserve starting location
3
Reserve final venue
4
Check route permits
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Develop directions
2 people
10
Write puzzle questions
2 people
11
Create Answers and Scoring
2 people
12
Determine checkpoints
2 people
13
Test drive route
2 people
14
Adjust the puzzle route
2 people
15
Set the emergency route
2 people
16
Assign start numbers
17
Print participant list
18
Print puzzle booklets
2 people
19
Print answer forms
20
Print route maps
2 people
21
Brief checkpoints
2 people
22
Order catering
23
Arrange prizes and cups
24
Check the weather forecast
25
Remind participants
26
Do the shopping
2 people
27
Collect materials
3 people
28
Assemble packages per car
3 people
29
Lay out puzzle books
2 people
30
Prepare the start list
31
Open venue
2 people
32
Block off the parking area
3 people
33
Set up tables and chairs
4 people
34
Set up the starting desk
2 people
35
Set up catering table
2 people
36
Hang decorations
2 people
37
Put up route signs
3 people
38
Set up checkpoints
4 people
39
Set up the prize table
2 people
40
Chill drinks
2 people
41
Prepare coffee station
2 people
42
Set out snacks
3 people
43
Check the route again
2 people
44
Give volunteer briefing
3 people

Event

45
Open registration
3 people
46
Receive participants
3 people
47
Hand out starter packs
3 people
48
Give safety instructions
2 people
49
Get the cars started
3 people
50
Staff checkpoint
4 people
51
Provide phone route assistance
52
Serve drinks
2 people
53
Refill drinks
2 people
54
Serve snacks
2 people
55
Register incoming teams
2 people
56
Collect answer sheets
2 people
57
Set up the buffet
3 people
58
Serve the buffet
3 people
59
Serve coffee and tea
2 people
60
Check answers
3 people
61
Announce the results
2 people
62
Present prizes
2 people
63
Handle the final round of drinks
2 people
64
See participants off
2 people

Aftercare

65
Collect route signs
3 people
66
Take down checkpoints
4 people
67
Remove decorations
2 people
68
Clear tables and chairs
4 people
69
Wash dishes
3 people
70
Collect waste
3 people
71
Clean the venue
4 people
72
Empty coolers
2 people
73
Load materials
3 people
74
Hand over keys and venue
75
Store leftover stock
2 people
76
Return borrowed materials
2 people
77
Archive route files

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Party tentsqty 2
Waste binsqty 6
Coat racksqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 6
Calculatorsqty 4
Laptopsqty 2
Printer
First aid kitsqty 2

Route

Route signsqty 35
Conesqty 30
Barrier tapeqty 4
Starting flag
Checkpoint flagsqty 6
Reflective vestsqty 12
Route card holdersqty 45
Waterproof route coversqty 45
Compass setsqty 40
Stopwatchesqty 6

Paper goods

Puzzle bookletsqty 45
Answer formsqty 50
Participant cardsqty 50
Bib numbersqty 50
Control cardsqty 300
Route mapsqty 50
Parking instructionsqty 50
Volunteer instructionsqty 15
Pensqty 80
Pencilsqty 50
Markersqty 12
Clipboardsqty 12
Tapeqty 6
Notepadsqty 8
Clipboardsqty 10

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 6
Serving jugsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Trophiesqty 3

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Hand broomsqty 3
Litter pickersqty 2
Washing-up tubsqty 3

Catering

Groceries

Tips

Test-drive the complete route before printing anything. Record realistic driving times, check every turn, and adjust puzzle locations after the test rather than trying to explain unclear sections on the day.
Set a firm registration deadline at least 7 days before the rally. Use the final participant list to assign start numbers, prepare participant cards, record dietary requirements, and print the correct number of puzzle booklets and answer forms.
Brief checkpoint volunteers separately from drivers. Give each team the checkpoint location, opening and closing time, scoring instructions, emergency route, and a way to communicate, such as walkie-talkies.
Prepare route materials for rain and traffic changes. Print maps and directions in advance, use waterproof route covers, and keep route signs, cones, barrier tape, and reflective vests together for the setup team.
Plan the finish before the start. Confirm catering quantities from the final registrations, arrange prizes and cups, and allow enough tables, chairs, power access, and waste bins for the finish venue rather than only the starting area.

Frequently asked questions

How long does it take to organize a car rally?: Allow at least 6 to 8 weeks for a small car rally. That gives you time to reserve both venues, check permits, test the route, recruit checkpoint volunteers, send invitations, and print the final materials.
How many checkpoints should a car rally have?: For a rally lasting about 3 to 4 hours, plan around 4 to 6 checkpoints. Test the route first and leave roughly 20 to 30 minutes at each checkpoint for instructions, puzzles, scoring, and delays.
When should car rally registrations close?: Close registrations at least 7 days before the event, and earlier if catering or venue capacity is limited. Use that deadline to finalize start numbers, dietary requirements, participant lists, booklets, answer forms, and catering quantities.
What should I do if the weather changes on car rally day?: Check the forecast 48 hours before the start and again on the morning of the rally. Keep a documented emergency route, waterproof route covers, tents where needed, and a clear method for notifying teams about route changes.

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.