How to organize a city rally from start to finish

A city rally works best when the route, checkpoints, and scoring are fixed before you invite anyone. Start by recording the date and route, reserving the start and finish locations, and checking every section for safety. Then build the checkpoint tasks, participant groups, and supervisor posts around the route. The final week is for printing, packing, briefing people, checking the forecast, and preparing a backup plan—not for changing the whole event.

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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
Record date and route
2 people
2
Reserve the start and finish locations
3
Select checkpoint locations
2 people
4
Check the route for safety
2 people
5
Create the rules and scoring
2 people
6
Write tasks per checkpoint
3 people
7
Create the participant list
8
Send invitations
9
Process registrations
10
Collect dietary requirements
11
Assign supervisors and checkpoint posts
2 people
12
Assemble teams
2 people
13
Send participant information
14
Check the weather forecast
15
Finalize the route and times
2 people
16
Check permits and notifications
17
Print tasks
2 people
18
Print route maps and scorecards
2 people
19
Assemble team and checkpoint packs
3 people
20
Purchase materials and supplies
2 people
21
Prepare catering
3 people
22
Chill drinks
2 people
23
Charge phones and power banks
2 people
24
Brief checkpoint supervisors
2 people
25
Prepare weather backup
2 people

Event

26
Open the starting location
2 people
27
Set up tables and chairs
4 people
28
Set up the registration desk
2 people
29
Hang decorations
3 people
30
Test music and speakers
2 people
31
Lay out checkpoint materials
4 people
32
Place route arrows
3 people
33
Set out snacks and lunch
3 people
34
Chill drinks
2 people
35
Staff the registration desk
2 people
36
Receive participants
3 people
37
Explain the teams and rules
2 people
38
Take team photos
2 people
39
Start rally officially
2 people
40
Staff checkpoint one
2 people
41
Staff checkpoint two
2 people
42
Staff checkpoint three
2 people
43
Staff checkpoint four
2 people
44
Escort participants along the way
2 people
45
Check scorecards
2 people
46
Refill drinks
2 people
47
Refill snacks
2 people
48
Register arrival teams
2 people
49
Set up the dinner buffet
4 people
50
Open the dinner buffet
2 people
51
Serve dinner
4 people
52
Restock plates and cutlery
2 people
53
Calculate final scores
2 people
54
Announce the winner
55
Handle prize ceremony
2 people
56
Coordinate music and dancing
2 people
57
Replenish drinks and snacks
2 people
58
See participants off
2 people

Aftercare

59
Remove decorations and signage
3 people
60
Collect and sort waste
3 people
61
Clear tables and chairs
4 people
62
Wash dishes and cutlery
3 people
63
Clean the kitchen and buffet
2 people
64
Leave venue clean
3 people
65
Inventory materials
2 people
66
Return borrowed items
2 people
67
Remove route arrows and markers
2 people
68
Collect lost property
69
Check the final bill

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
High tablesqty 4
Party tentqty 2
Buffet tableqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 70
Coffee cupsqty 30
Cutlery setsqty 50
Serving spoonsqty 8
Small bowlsqty 12
Serving traysqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 8
Coolersqty 6
Coolersqty 4
Megaphonesqty 2
Mobile phonesqty 6

Route supplies

Clipboardsqty 12
Conesqty 20
Directional signsqty 20
Barrier tapeqty 4
Reflective vestsqty 12
Waterproof document sleevesqty 30

Game materials

Stopwatchesqty 8
Cones for gamesqty 40
Tennis ballsqty 20
Ropeqty 4
Blindfoldsqty 12
Cups for tasksqty 40
Diceqty 12
Scoreboardqty 2
Markersqty 24
Pensqty 60
Notepadsqty 50

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 8
Team stickersqty 60
Prizesqty 3

Lighting

LED light stringsqty 6
LED lampsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 4
Kettlesqty 2
Insulation pliersqty 4

Cleaning

Vacuum cleaner
Broomsqty 2
Mopsqty 2
Bucketsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Walk or cycle the full route before publishing it, including every checkpoint. Check crossings, narrow sections, traffic, toilets, phone coverage, and places where teams could take a wrong turn.
Set the scoring rules before writing checkpoint tasks. Give each team a route map and scorecard, and keep a separate answer or scoring sheet for every checkpoint supervisor.
Send participant information at least 7 days before the rally. Include the start time, finish time, meeting point, team allocation, route expectations, what to bring, and a deadline for dietary requirements.
Pack separate team and checkpoint bags instead of making one large event box. A checkpoint pack can include printed tasks, a clipboard, stopwatch, cones, pens, waterproof sleeves, and any game materials needed there.
Do the operational checks 24 hours before the start: review the weather, charge phones and power banks, chill drinks, confirm supervisors, and verify that signs, reflective vests, barrier tape, and catering are ready.

Frequently asked questions

How far in advance should I plan a city rally?: Start planning at least 6 to 8 weeks before the event. Fix the date and route first, then reserve the start and finish locations before sending invitations. Keep the final 7 days for confirmations, printing, packing, and weather decisions.
How many checkpoints should a city rally have?: For a rally lasting about 2 to 3 hours, plan roughly 4 to 6 checkpoints. Allow enough time at each stop for the task, scoring, and team movement; otherwise teams quickly bunch together and supervisors cannot keep up.
When should I send city rally participant information?: Send the practical information at least 7 days before the rally, after registrations and team assignments are processed. Send a final confirmation 24 to 48 hours beforehand with the latest meeting time, forecast-related instructions, and any route changes.
What should I do if it rains during a city rally?: Prepare the weather backup before the final week, not on the morning itself. Decide at least 24 hours in advance whether the route changes, the start or finish moves under a party tent, or the event is postponed, and keep tasks in waterproof document sleeves.

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.