Freedom relay checklist: what to arrange and when

A Freedom relay needs more than runners and a route. You must secure permits, check traffic safety, staff every exchange point and give participants clear information before race day. This checklist puts the work in a practical order, from recording the date and route through registration, volunteer briefing and final shopping. It also covers details that are easy to leave too late, such as route signs, relay batons, start numbers, first aid cover and power for the start area.

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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
Apply for permits
2 people
Check the route for traffic safety
3 people
Coordinate traffic measures
2 people
Create registration form
Send invitations
2 people
Open registration
Publish route map
Reserve start and exchange points
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign relay stations
2 people
Schedule traffic controllers
2 people
Coordinate first aid staffing
2 people
Design race numbers
Print start numbers and route maps
2 people
Check participant details
2 people
Create volunteer instructions
2 people
Prepare route signs
3 people
Label exchange sticks
2 people
Attach medal ribbons
2 people
Check the weather forecast
Send final information to participants
2 people
Do the shopping
3 people
Check materials
3 people
Fill coolers
2 people
Set up the starter packs
3 people
Sort route signs
2 people

Event

Give volunteer briefing
2 people
Build the starting area
6 people
Set up registration desk
2 people
Set up exchange stations
8 people
Place route signs
6 people
Put up barriers
6 people
Position traffic marshals
8 people
Prepare first aid supplies
2 people
Connect the sound system
2 people
Hand out race numbers
4 people
Register participants
3 people
Hand out exchange batons
2 people
Guide participants to the start
3 people
Give the opening speech
Start the relay
2 people
Staff exchange points
8 people
Staff route checkpoints
6 people
Safely guide participants
8 people
Record split times
3 people
Staff water stations
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Empty trash bins
2 people
Receive finishers
3 people
Present medal
2 people
Record finish times
2 people
Handle prize ceremony
3 people
Provide music and announcements
Guide the last participants
4 people
Open the route
3 people

Aftercare

Dismantle the finish area
6 people
Dismantle the start area
4 people
Remove directional signs
6 people
Remove the barriers
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Return materials
3 people
Empty and clean coolers
2 people
Return borrowed items
2 people
Process lost and found items
Publish results
Send thank-you message
2 people
Share photos
Archive permit documents

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
High tablesqty 4
Tableclothsqty 10
Clothes racksqty 2

Sports equipment

Relay batonsqty 30
Conesqty 40
Bib numbersqty 300
Safety pinsqty 600
Stopwatchesqty 8
Measuring tapesqty 3
Route mapsqty 300
Medal ribbonsqty 300
Medalsqty 300

Equipment

Megaphonesqty 4
Walkie-talkiesqty 12
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Laptopsqty 3
Printersqty 2

Lighting

Work lightsqty 6
Rechargeable lampsqty 10
Light-up wristbandsqty 300

Decorations

Flagsqty 30
Dutch flagsqty 12
Balloonsqty 150
Start arch
Bannersqty 6
Directional signsqty 40
Directional signsqty 60
Sidewalk chalkqty 6

Safety

Traffic barriersqty 20
Barrier tapeqty 10
Traffic conesqty 30
Traffic marshal vestsqty 12
Volunteer vestsqty 30
First aid kitsqty 3
Emergency blanketsqty 20
Disposable glovesqty 100

Tableware

Reusable cupsqty 400
Coffee cupsqty 100
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 15
Serving jugsqty 8

Kitchen

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Storage boxesqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Set the date and route before opening registration. Allow enough time to apply for permits, check traffic safety and coordinate traffic measures before publishing the route map.
Reserve the start and exchange points early, then assign volunteers to each station. Give every volunteer written instructions and a reliable way to communicate, such as walkie-talkies.
Close participant administration before printing bib numbers and route maps. Check names and participant details first, and collect dietary requirements before arranging food or refreshments.
Prepare the course materials as one separate race-day kit: relay batons, cones, safety pins, flags, route signs and medals with their ribbons. Count everything before loading it for transport.
Send final participant information only after the route, start arrangements and weather forecast have been checked. Include the start details, route map and any last-minute instructions several days before the relay.

Frequently asked questions

How early should I apply for permits for a Freedom relay?: Start the permit process at least 8 to 12 weeks before the relay. Traffic measures, route checks and approval from local authorities can take several weeks, especially if roads or crossings are affected.
When should registration close for a Freedom relay?: Close registration 7 to 14 days before race day if you need printed bib numbers, route maps or dietary information. Use the remaining days to check participant details and assign runners to relay stations.
How many volunteers do I need for a Freedom relay?: Plan at least 1 person for every exchange station, plus scheduled traffic controllers, first aid staff and a small coordination team. Add 1 or 2 reserve volunteers so a late cancellation does not leave a station unmanned.
When should I send the final information to participants?: Send the final email 3 to 5 days before the relay, after checking the route and weather forecast. Include the start point, timing, route map, exchange arrangements and anything participants must bring.

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