PLANNING A RALLY... HERE'S SOME GREAT SUGGESTIONS FROM VETERAN PLANNERS

ADVERTISE YOUR RALLY...
• Get your dates/times figured out AS SOON AS POSSIBLE
• Get that information posted on RoadRallyInfo.com AS SOON AS POSSIBLE
• Want participants... let them know.
• Want participants... give them enough time to fit it in their schedule
• Want participants... remind them. We will, automatically, 4 weeks before the deadline, 2 weeks before the deadline and 1 week before the deadline
• Want participants... everyone usually waits to the last minute to signup... keep your deadline close to the rally date.
• Want participants... don't delay on posting a flyer. Without a flyer, no one can signup.

PRE-PLANNING...

• Remember, veteran rally participants are counting on you to put on the rally. Don't let them down and forget, cancel or postpone if at all possible. Thats how rallys cease to exist.
• Make sure your date doesn't conflict with other scheduled rallys in the area and misses major holidays and holiday travel weekends.
• Most rallies take place in the evening to avoid work/school/event schedules.
• Keep it affordable. Remember for many... they have to pay rally fees, gas, dinner, babysitters, etc... its costly for some.

FLYER...

• A flyer is currently the ONLY way to get information for signing up with you directly.
• Make sure it has your contact information including name, email AND cellphone... in case something comes up at last minute.
• Do they need to bring anything specific... list it in the flyer.
• Once the flyer is posted... we HIGHLY recommend you don't change it. Some people print them out BEFORE signing up and never go get another copy. They may have wrong information if you change it.

CLUES ...

• Keep them non-age specific. You will have a possible large age span. Not everyone knows who "Guy Lambardo" is.
• Not everyone is a sports expert, mathematician, nuclear physicist. Keep that in mind.
• Even though you "require" something to be brought, don't expect everyone to remember everything. Be Prepared.
• Check, Double Check, Triple Check your clues, answers and destinations. Mistakes, even small ones, can have major impact.
• Have some one independant try your clues. What is easy for you, may NOT be easy for others.
• If there are multiple destinations in your area for, say, "Target"... make sure you include a hit in the clue to clarify which one to go to.
• Make clues readable... no small fonts, poor copies, etc. Remember, this is in a vehicle often at night.
• Make sure you have enough copies of the clue in the envelope. Each vehicle participant should have a copy to work off of... its only fair.
• Everyone has a cell. Provide a HOTLINE to you for them to call if there is a problem. Make sure you have at least one cell # for each vehicle... just in case YOU have a problem too.
• Not too many or too few clues. Time them, give a bit extra time cushion, include drive-time, and make sure it falls in your time frame to finish.
• Be creative... make it different.
• Make your final clue easy and/or have a panic envelope/option that tells them exactly where you are ending. We want everyone there, eventually.

DESTINATIONS...

• Pick good clue destinations... easy in, easy out, well lit. Keep it safe.
• Avoid mega-malls. Security doesn't like people running through malls... no arrests or tickets!!
• If they have to "enter" a destination... GET PERMISSION!!
• Google your destinations... make sure they come up properly for where they are to go. Even Google makes mistakes.
• Use common sense... a bunch of people rushing up and staring in windows tends to make business workers and passer-bys really nervous.
• If possible, get participants out of vehicle sometimes. Four hours or more sitting can cramp bodies.

FINAL DESTINATION...

• Get permission!!! Make sure you talk to management to see if they can accomodate you. Over to give them a more accurate possible count closer to the date.
• Make sure they have enough room, in one area, for all. We play together, we eat together, we celebrate together.
• If tight seating... assign tables based on number in vehicles. That way, a vehicle of 4 doesn't take a table for 6.
• Take into account local prom night, homecoming, Hallmark Holidays... may make it really busy at the restuarant.
• Keep final destination close to rally starting location. Some hunters drive seperately to start and left their personal vehicles there.
• Make sure you can EASILY be found at final destination for check-in as hunters "race-in". Let hostess staff know too.
• Post your clues and answers. Hunters like to see what they missed when solving clues.
• Write the arrival time on the top packet as turned in. That way you can take your time to check them.
• Check envelopes carefully when going through packets. Some "veterans" might try to trick you and reseal an envelope or even swap it if they made a mistake.

RALLY START ANNOUNCEMENTS...

• Give enough information and remind them of boundaries.
• If you ran into a last minute problem with a clue, destination, etc... make sure all know about it.
• Sychronize watches. You are giving them an exact time deadline... and your watch is the master clock.
• Explain what they need to bring in at the end. Suggest (1) solved clue in the approriate envelope and preferrably in numerical order. Make it a little easier for you.
• Remind them to send in one person with the packet at the final destination as soon as they pull in. It's quicker.
• Explain any points, disqualification possibilites, etc. Everyone wants to be on the same page.
• Remind them... ALL planner decisions at the end, are final. Helps stop arguing.

AWARDS...

• Divide the prize money properly. Participants should NOT be on rallies if they are intending to make money... wrong reason.
• Typically award top 3 finishers.
• If you have too much money... you charged too much... tsk tsk tsk.
• Signup money is NOT to compensate you for putting on the rally. It should cover the prizes, expenses and "maybe" your meal... that's it.
• Talk to the winning vehicle before announcements. Remind them, the winner HAS to put on the next running of this rally... no exception, no excuses. If they decline, they forfeit the money, move to last place and everyone moves up one spot.
• Make sure EVERYONE can hear you at the destination. Everyone wants to know the results.
• Give the winners name, email, and phone # to us so we can update the site. You or they can go to...
  https://winner.roadrallyinfo.com
  right at the restuarant before anyone leaves.

The purpose for RoadRallyInfo.com is to get your information out and help you out. We have many many years of experience and would like to see rallys continue. If you have a problem, question, whatever... ask.