How to organize a caravan maneuvering competition

A caravan maneuvering competition needs more than a marked-out course. You need a clear format, a safe venue, reliable timing, and enough information for every driver before arrival. Start with permits, insurance, registrations, and judging arrangements; then prepare the course and equipment in a fixed order. Most delays happen when the start order, traffic control, power supply, or caravan checks are left until the final 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 the competition format
2 people
2
Reserve competition venue
3
Check permits
4
Check insurance
5
Create registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Set the start order
2 people
10
Assign judges
11
Book traffic controllers
12
Order prizes and cups
13
Send participant information
14
Print race rules
15
Check the weather forecast
16
Do the shopping
2 people
17
Gather competition materials
2 people
18
Check caravans and tractors
2 people
19
Inspect venue
2 people
20
Cordon off the area
3 people
21
Set out the maneuvering course
4 people
22
Place the start and finish sign
2 people
23
Set up the jury tables
2 people
24
Set up registration desk
2 people
25
Set up catering
3 people
26
Chill drinks
2 people
27
Test sound system
2 people
28
Conduct a safety check
3 people

Event

29
Receive participants
3 people
30
Register participants
2 people
31
Check driver’s licenses
2 people
32
Explain the competition rules
2 people
33
Guide the tasting round
4 people
34
Run the competition round
6 people
35
Record split times
2 people
36
Serve break snacks
2 people
37
Refill drinks
2 people
38
Check score sheets
2 people
39
Guide the final round
5 people
40
Calculate the result
2 people
41
Handle prize ceremony
3 people
42
See off the audience and participants
2 people

Aftercare

43
Dismantle the competition grounds
4 people
44
Clear away furniture
3 people
45
Collect waste
3 people
46
Wash dishes
2 people
47
Clean the catering area
2 people
48
Clean the venue
3 people
49
Return borrowed materials
2 people
50
Archive competition data

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Jury tablesqty 2
Registration desk
Waste binsqty 6

Equipment

Stopwatchesqty 4
Megaphone
Mobile sound system
Extension cordsqty 4
Power stripsqty 3

Sports equipment

Traffic conesqty 40
Bollardsqty 24
Barrier tapeqty 6
Plastic obstaclesqty 12
Measuring tapesqty 3
Chalkqty 6
Conesqty 20
Parking blocksqty 8
Flagsqty 10
Spare wheel chocksqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Lighting

LED lampsqty 6
String lightsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 12
Work glovesqty 8

Registration

Scoreboardsqty 2
Score sheetsqty 100
Pensqty 30
Clipboard foldersqty 10
Bib numbersqty 40
Wristbandsqty 100

Decorations

Start sign
Finish sign
Directional signsqty 12
Competition flagsqty 6
Prize display

Cleaning

Broom setsqty 3
Litter pickersqty 3
Washing-up tubsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 3

Prizes

Cupsqty 3
Medal ribbonsqty 10
Gift vouchersqty 3

Catering

Groceries

Tips

Set the format before opening registration. Define the maneuvering tasks, scoring method, time limits, penalties, and how ties will be settled so judges can apply the same rules to every driver.
Reserve the venue and check permits and insurance several weeks in advance. Confirm that there is enough space for the course, a separate parking area, spectator control, and safe access for caravans and tractors.
Close registration early enough to create a start order and send participant information. Include the arrival time, required documents, vehicle requirements, rules, parking instructions, and any dietary information you need for catering.
Build the course on site before participants arrive. Use cones, bollards, barrier tape, plastic obstacles, chalk, measuring tapes, flags, and parking blocks, then walk the route from the driver’s viewpoint and remove confusing gaps.
Prepare a wet-weather and power plan at least one day before the event. Check the forecast, secure party tents, test the sound system and megaphone, and keep extension cords, power strips, spare wheel chocks, stopwatches, and thermos flasks ready.

Frequently asked questions

How far in advance should I plan a caravan maneuvering competition?: Start venue, permit, and insurance checks at least 6 to 8 weeks before the competition. Open registration once the format and date are confirmed, then close it 7 to 10 days before the event so you can publish the start order.
How do you set up a caravan maneuvering course?: Mark the course several hours before the first driver, using cones, bollards, barrier tape, chalk, and clearly visible flags. Leave enough room around every obstacle for safe recovery, and have a judge walk the full route before opening it.
What should participants receive before a caravan competition?: Send the rules, arrival time, start order, parking instructions, vehicle requirements, and contact details at least 5 days before the event. State how scoring and penalties work so drivers do not need explanations at the registration desk.
How many judges and officials are needed?: Use at least two judges for a small competition: one to score and one to observe safety and timing. Add traffic controllers wherever vehicles cross or share space with spectators, and brief the whole team before the first start.

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