Rally race checklist: what to arrange and when

A rally race needs more than a route and a start line. You must coordinate permissions, insurance, registrations, route instructions, timed starts, stations and scoring before participants arrive. This checklist covers the full run-up to the event, including materials such as rally cards, answer forms, route signs, radios and safety equipment. Use it to work backwards from race day and avoid the details that are commonly left until the last week.

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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

Record date and route
2 people
Reserve start and finish location
Check permits and notifications
Arrange insurance and liability
Create a participant form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Write the rally rules
2 people
Determine the points distribution
2 people
Scout the route in advance
2 people
Check route safety
2 people
Develop directions
2 people
Make rally cards
2 people
Create answer forms
Assign participant numbers
Assign start times
Arrange volunteers for stations
2 people
Create mailing instructions
Order catering
Order prizes and medals
Check the weather forecast
Send participants the final briefing
Do the shopping
2 people
Check rally equipment
2 people
Sort route packages
2 people
Set up the start location
3 people
Mark off the finish area
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the start arch and signage
3 people
Set up the registration table
2 people
Set up catering
3 people
Chill drinks
2 people
Sort mail by postcode
3 people
Brief the station staff
2 people
Test Equipment and Walkie-Talkies
2 people

Event

Receive participants
3 people
Register participants
3 people
Hand out rally packs
2 people
Give the safety briefing
2 people
Announce the starting order
2 people
Get the teams started
3 people
Staff the rally checkpoints
8 people
Record interim scores
2 people
Carry out a route check
2 people
Refill drinks
2 people
Serve snacks
3 people
Register finishing teams
3 people
Collect answer sheets
2 people
Check the scores
3 people
Serve the buffet
4 people
Announce the winners
2 people
Present prizes and medals
2 people
See participants off
2 people

Aftercare

Remove rally boards and ribbons
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect and sort waste
3 people
Wash tableware and equipment
3 people
Clean the venue
3 people
Store remaining drinks
2 people
Inventory rally equipment
2 people
Return rented materials
2 people
Remove route signs
3 people
Archive score sheet digitally
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 20
Beer tablesqty 4
Waste binsqty 6

Equipment

Coolersqty 4
Walkie-talkiesqty 10
Mobile chargersqty 6
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Rally materials

Bib numbersqty 35
Rally cardsqty 35
Answer formsqty 40
Route arrowsqty 80
Route signsqty 20
Barrier tapeqty 6
Traffic conesqty 20
Clipboardsqty 12
Pensqty 60
Markersqty 12
Stopwatchesqty 6
Calculatorsqty 3
Envelopesqty 40
Plastic document traysqty 10
Route card holdersqty 35
Start flagsqty 2
Megaphonesqty 2
Prize table
Winner's cupsqty 3
Medalsqty 12
Certificatesqty 40

Lighting

LED lampsqty 8
Flashlightsqty 8

Safety

First aid kitsqty 2
Safety vestsqty 12
Fire extinguishersqty 2
Emergency blanketsqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 8
Kettlesqty 2
Coffee filtersqty 100

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2
Canned goodsqty 2
Mopsqty 3

Catering

Groceries

Tips

Scout and drive the complete route before publishing it. Check road conditions, confusing junctions, station access and safe places for volunteers to stop or park.
Set a firm registration deadline at least 7 days before the rally. Use the final participant list to assign numbers, start times, dietary information and mailing instructions.
Finish the route materials before the final briefing: directions, rally cards, answer forms, arrows and signs should be printed, counted and packed by station.
Give each station a simple briefing with its location, arrival window, scoring method and emergency contact. Test the walkie-talkies and charge every device the day before.
Check the forecast 48 hours before the start and again on the morning itself. Prepare shelter, water, power, waste collection and a way to keep paperwork dry if conditions change.

Frequently asked questions

How far in advance should I plan a rally race?: Start planning at least 8 to 12 weeks ahead. That gives you time to reserve the start and finish locations, check permits and insurance, build the route, open registration and order prizes.
When should rally race registrations close?: Close registrations about 7 days before the event. Use that final week to confirm participant numbers, collect dietary requirements, assign start times and prepare numbered materials.
How early should participants receive the final rally briefing?: Send the final briefing 2 to 3 days before the rally. Include the meeting time, start location, route or mailing instructions, rules, parking details, safety information and what participants must bring.
How many volunteers do I need for a rally race?: Plan at least one volunteer for every staffed station, plus two people at the start and finish for check-in, timing and scoring. Add one coordinator for every 5 to 8 volunteers so questions are handled quickly.

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.