What to Buy for a Rally Race

A rally race needs more than cars, drivers, and a route. You will need clear navigation materials, timing and scoring supplies, visible safety equipment, and enough power and communication gear for the start, finish, and stations. Plan printed materials for every participant plus spares, because missing one answer sheet or route sign can disrupt the whole day. This shopping list covers the practical supplies to have ready before the final briefing and event-day setup.

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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
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Stirrers - 100 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 3 bottles
- Ice cubes - 12 bags
- Sugar cubes - 1 box
- Butter - 500 grams
- Mini rolls - 120 pieces
- White sandwich rolls - 60 pieces
- Multigrain rolls - 60 pieces
- Currant buns - 40 pieces
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Smoked meat - 500 grams
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Egg salad - 750 gram
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Pickles - 2 jars
- Olives - 2 jars
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Mixed green salad - 4 kilos
- Pasta - 3 kilos
- Pesto sauce - 4 jars
- Pasta sauce - 4 jars
- Grated cheese - 1 kilo
- Chicken breast - 4 kilos
- Vegetarian burgers - 30 pieces
- Hamburger buns - 70 pieces
- Hamburgers - 70 pieces
- Fries - 8 kilos
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Chili sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 2 kilos
- Salted breadsticks - 6 bags
- Cookies - 6 packs
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 3 kilos
- Oranges - 4 kilo
- Lemons - 1 kilo
- Cake - 3 pieces
- Diet meals - 6 portions
- Gluten-free rolls - 8 pieces
- Vegan burgers - 8 pieces
- Vegan cheese - 500 grams
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Napkins - 250 pieces
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Print one rally card and one answer form per participant, then add at least 10% extra copies for damaged or lost paperwork. Keep spare pens and markers at the start, finish, and each staffed station.
Prepare route arrows and route signs in advance, with several spare signs and enough barrier tape and traffic cones to mark hazards or restricted areas. Pack them by route section so volunteers can deploy them quickly.
Give each station a reliable way to communicate with the organisers. Test the walkie-talkies, portable speaker, megaphones, mobile chargers, extension cords, and power strips at least one day before the rally.
Bring one clipboard, stopwatch, and calculator for every scoring or timing point that operates at the same time. Keep envelopes and plastic document trays ready to separate completed forms by participant number.
Plan refreshments and shelter for the full programme, not just the start. Set up coolers, waste bins, folding tables, chairs, and party tents before participants arrive, and keep prizes and winner’s cups at a separate prize table.

Frequently asked questions

How many rally cards and answer forms do I need?: Prepare one rally card and one answer form per registered participant, plus at least 10% extra. For 40 participants, bring at least 44 of each to cover mistakes and replacements.
How many pens should I buy for a rally race?: Allow two working pens per participant and keep another 10 to 20 spare pens at registration and the finish. For 40 participants, that means at least 100 pens.
When should I prepare the route signs and arrows?: Sort and label the route signs at least 24 hours before the event, then check the route once more on the morning of the rally. Keep spare arrows, signs, barrier tape, and cones with the route team.
How many walkie-talkies are needed for a rally race?: Provide one walkie-talkie for the start, finish, organiser, and each staffed station that must communicate during the race. Test every unit the day before and charge all batteries overnight.

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