Rally race checklist: what to arrange and when

A rally race needs more than a route and a start line. You need permits, insurance, competition rules, timing, safety cover and clear instructions for every marshal. Start with the route, ranking system and locations, then open registration once the practical details are settled. This checklist keeps the work in sequence, from paperwork and participant confirmations to route marking, equipment checks and the final safety briefing.

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

Set the route and ranking
3 people
Submit permit documents
2 people
Arrange insurance certificate
Reserve start and finish location
2 people
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Assign start numbers
2 people
Print start list
Compile the route booklet
3 people
Have the route booklet printed
Brief marshals
3 people
Instruct timekeepers
2 people
Check the rescue and towing plan
2 people
Scout the route
3 people
Prepare route signs
3 people
Gather competition materials
3 people
Do the shopping
2 people
Assemble participant packs
3 people
Charge batteries and equipment
2 people
Place route signs along the route
6 people
Place barriers along the route
6 people
Set up the start and finish area
6 people
Set up the registration table
2 people
Set up catering point
3 people
Test timekeeping
3 people
Test communication radios
3 people
Carry out route safety check
4 people

Event

Register participants
3 people
Hand out race numbers
2 people
Give the rally briefing
2 people
Position marshals at posts
4 people
Announce the starting order
2 people
Get participants started
3 people
Staff route checkpoints
10 people
Record split times
4 people
Staff the rally radio
2 people
Serve catering
4 people
Refill drinks
2 people
Guide the crowd at the start
3 people
Incident reporting
2 people
Register dropouts
2 people
Carry out finish registration
3 people
Receive finishers
3 people
Calculate the provisional result
2 people
Handle the objection period
2 people
Hold the awards ceremony
3 people
Ensure the audience leaves safely
4 people

Aftercare

Dismiss route marshals
3 people
Remove route signs
6 people
Remove the barriers
6 people
Dismantle the start and finish area
6 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
4 people
Inventory competition equipment
2 people
Return rented equipment
2 people
Publish results and photos
2 people
Email results to participants
Archive permit documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Waste binsqty 8

Equipment

Walkie-talkiesqty 16
Spare batteriesqty 16
Charging stationsqty 4
Stopwatchesqty 8
Laptopsqty 2
Printers
Extension cordsqty 6
Power stripsqty 6
Mobile light towersqty 2

Sports equipment

Start flagsqty 4
Finish flagsqty 4
Route arrowsqty 80
Rally signsqty 50
Bib numbersqty 40
Bib number tapeqty 12
Route booksqty 40
Bib vestsqty 20
Traffic conesqty 40
Crowd barriersqty 30
Barrier tapeqty 12
Cable rampsqty 4
Towing cablesqty 3
Start clock
Hand truckqty 2

Safety

First aid kitsqty 3
Fire extinguishersqty 4
Safety vestsqty 25
Safety helmetsqty 6
Nitrile glovesqty 2
Flashlightsqty 12
Hearing protectionqty 20

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Serving traysqty 8

Decorations

Start/finish banner
Buntingqty 8
Tableclothsqty 8

Cleaning

Broom setsqty 3
Litter pickersqty 4

Catering

Groceries

Tips

Set the route and ranking system before publishing the registration form. That gives you the details needed for the rules, route booklet, start list and participant confirmations.
Submit permit documents and arrange the insurance certificate early; allow at least four weeks for approvals or requests for extra information. Do not leave road closures or route access until the final week.
Print the start list, bib numbers and route books only after registrations and dietary requirements have been processed. Keep a small reserve of bib numbers and printed route information for late corrections.
Brief marshals and instruct timekeepers using the same written schedule. Check that stopwatches, the start clock, walkie-talkies, spare batteries and charging stations are ready before route signs and barriers are placed.
Check the rescue and towing plan before the course opens. Put first aid kits, towing cables, traffic cones, crowd barriers, cable bridges and mobile light towers where the responsible crew can reach them quickly.

Frequently asked questions

How far in advance should I organize a rally race?: Start planning at least 8 to 12 weeks before race day. Submit permits and insurance documents first, then confirm the route, locations, rules, volunteers and equipment before opening registration.
When should rally race registration close?: Close registration 7 to 10 days before the event if you need time to process entries, collect dietary requirements, assign start numbers and print the start list and route books. Keep a separate process for approved late entries.
How many marshals do I need for a rally race?: Assign at least one marshal to every junction, spectator access point and higher-risk section, then add a reserve team of 2 to 4 people. The final number depends on the route length, road controls and permit conditions.
When should I put up rally route signs and barriers?: Place route arrows, rally signs, cones and barriers on the day of the event, after the route has been checked and before the first car starts. Finish the setup at least 60 minutes before the opening briefing so missing or damaged signs can be replaced.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!