Route technology competition checklist

A route technology competition needs more than a route and a set of challenges. You must test every section, assign people to each post, prepare scoring sheets and make sure participants know where to register and what to bring. Use this checklist to work through the plan in order, from defining the rules to opening the venue. Build in time for route changes, weather checks and packing materials by checkpoint so setup does not become a last-minute scramble.

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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

Define the competition concept
2 people
Reserve competition venue
Draw up competition rules
2 people
Explore route area
3 people
Set out the route and checkpoints
3 people
Check the route for safety
3 people
Write post assignments
3 people
Work out the scoring
2 people
Send invitations
Process registrations
Collect dietary requirements
Create participant groups
2 people
Schedule post staff
2 people
Inform volunteers
2 people
Check the weather forecast
Collect materials
3 people
Do the shopping
2 people
Prepare route signs
2 people
Bundle post materials by post
3 people
Print competition forms
Prepare first aid and emergency plan
2 people

Event

Open venue
2 people
Mark off the competition area
3 people
Set up registration desk
2 people
Set up catering point
2 people
Set up the start and finish area
3 people
Lay out post assignments
3 people
Place route signs
3 people
Staff the checkpoints
6 people
Check checkpoint materials
6 people
Receive participants
3 people
Register teams
2 people
Give the start briefing
2 people
Have teams start in phases
2 people
Facilitate post task
6 people
Keep time records
2 people
Serve drinks and snacks
2 people
Refill drinks
2 people
Staff first aid point
Check out finishing teams
2 people
Collect score sheets
2 people
Check scores
2 people
Announce the results
2 people
Present prizes
2 people
See participants off
3 people

Aftercare

Remove directional signs
3 people
Collect mailing materials
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
4 people
Check and store the materials
3 people
Take waste to the collection point
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Party tentsqty 3
Folding benchesqty 4
High tablesqty 2

Tableware

Reusable cupsqty 80
Platesqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Scissorsqty 4
Pliersqty 4
Pitchersqty 4
Serving traysqty 4

Sports equipment

Compassqty 12
Topographic mapsqty 15
Route bookletsqty 15
Pioneer ropeqty 20
Rope laddersqty 4
Wooden pioneer polesqty 30
Marker flagsqty 30
Ribbon rollsqty 8
Post numbersqty 12
Stopwatchesqty 8
Measuring tapesqty 4
Marking chalkqty 6
Work glovesqty 12
Scoreboardsqty 4
Clipboardsqty 12
Pensqty 40
Pencilsqty 30
Eraserqty 15
Tapeqty 8
Cable tiesqty 100
Staplersqty 3
Spare paperqty 2

Equipment

Megaphone
Walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 3

Lighting

LED lampsqty 6
Flashlightsqty 8
Batteriesqty 24

Decorations

Start/finish banner
Directional signsqty 20
Post signsqty 12
Team numbersqty 15
Prize certificatesqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 2
Bucketsqty 3
Hand soap dispensersqty 3
Towel roll holdersqty 3
First aid kitsqty 2
Emergency blanketsqty 6

Catering

Groceries

Tips

Explore and test the full route before publishing it. Check every checkpoint, measure sections where distances affect scoring, and allow time to remove or move any unsafe obstacle.
Write the rules and scoring method before sending invitations. Participants should know how groups are formed, how points are awarded, what happens if a checkpoint is missed and who makes the final decision on disputes.
Pack materials by checkpoint rather than by equipment type. Put the post number, route instructions, stopwatch, measuring tape, marker flags, ribbons and any challenge equipment together so each volunteer can collect one complete bundle.
Give volunteers their post assignments and instructions at least 3–5 days before the competition. Include arrival time, exact location, scoring duties, emergency contact details and what to do if a group is late.
Set up registration and catering before participants arrive. Keep route booklets, competition forms, pens and group information at the registration desk, and check that party tents, tables, cups, plates and serving equipment are ready if weather changes.

Frequently asked questions

How far in advance should I plan a route technology competition?: Start at least 6–8 weeks before the competition. Reserve the venue, explore the route and draft the rules first; send invitations only after the route, schedule and registration process are clear.
How many volunteers do I need for a route technology competition?: Plan at least one trained volunteer for every checkpoint, plus 2–3 people for registration, coordination and emergencies. Add one reserve volunteer for every 5–6 posts if the route is spread out or travel between posts takes time.
When should I check the route and weather forecast?: Walk the complete route once during planning and again 1–2 days before the event. Check the weather forecast 48 hours beforehand and again on the morning itself, then adjust tents, clothing guidance, route markings or safety measures if needed.
What should I prepare for each competition post?: Prepare one labelled bundle per post at least 1 day before setup. Include the post number, instructions, scoring forms, timing equipment and any route materials such as flags, ribbons, ropes, ladders, poles or measuring tools.

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.