What to buy for a Freedom relay

A Freedom relay needs more than batons and race numbers. You will need equipment for each exchange point, clear route marking, registration supplies, communications, lighting and a practical setup for volunteers and participants. Start by counting teams, relay stations and staffed points; those numbers determine how many bibs, maps, batons, tables, chairs and radios to prepare. Buy or collect small items such as safety pins, extension cords and power banks early, because they are easy to overlook and difficult to replace on event day.

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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
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Apple juice - 24 cartons
- Orange juice - 24 cartons
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Beer - 120 cans
- Alcohol-free beer - 60 cans
- Coffee - 6 packs
- Tea - 4 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemon slices - 6 nets
- Ice cubes - 20 kilograms
- Pistolets - 250 pieces
- Whole wheat bread - 12 loaves
- White Bread - 12 loaves
- Young cheese - 8 kilograms
- Back ham - 5 kilograms
- Chicken breast slices - 4 kilograms
- Hummus - 3 kilograms
- Cream cheese - 3 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 3 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Lettuce - 12 heads
- Bell peppers - 4 kilograms
- Carrots - 5 kilograms
- Grapes - 8 kilograms
- Bananas - 15 kilograms
- Apples - 20 kilograms
- Mandarins - 10 kilogram
- Muesli bars - 300 pieces
- Currant buns - 150 pieces
- Wholegrain cookies - 12 packs
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Mixed nuts - 4 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Tomato soup - 20 liters
- Vegetable soup - 15 liters
- Soup sticks - 10 packs
- Herb butter - 2 kilograms
- Fresh parsley - 6 bunches
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Toilet freshener - 6
- Hand soap - 6 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Freezer bags - 4 boxes
- Cooling packs - 30 pieces
- Coffee filters - 2 boxes
- Tea filters - 2 boxes
- Firelighters - 2 packs
- Balloon ribbon - 4 rolls
- Cable ties - 500 pieces
- Duct tape - 8 rolls
- Markers - 12 pieces
- A4 paper - 2 packs
- Pens - 30 pieces

Tips

Prepare one relay baton for every active team, plus at least two spares. Label each baton before race day so volunteers can check the handover equipment quickly.
Print one route map and set of instructions for every volunteer station, with extra copies for registration and the finish area. Keep the final route version separate from outdated drafts.
Count bib numbers and safety pins by registered participant, then add 10% spare supplies. Participants often need a replacement number or lose a pin during setup.
Plan power by location: bring extension cords, power strips and charged power banks for registration, the sound system, lighting and any printer or laptop used away from mains power.
Pack each exchange point as its own kit: cones, flags, a stopwatch, route information, communication equipment and a light source if the point may operate in low light. This prevents late trips back to the start area.

Frequently asked questions

What do I need to buy for a Freedom relay?: Plan for relay batons, bib numbers, safety pins, route maps, cones, flags, stopwatches, medals and medal ribbons. You may also need tables, chairs, tents, radios, megaphones, lighting and power supplies for registration, exchange points and the finish area.
How many relay batons do I need?: Use one baton per active relay team and keep at least two spare batons available. If several exchange points operate at the same time, confirm whether each point needs a separate set before shopping.
How many bib numbers and safety pins should I prepare?: Prepare one bib number and one set of safety pins for every registered participant, then add 10% spare supplies. Print the final quantity after registration closes, ideally 3 to 5 days before the relay.
When should I buy supplies for a Freedom relay?: Buy printed materials, medals, ribbons and route-marking supplies at least 2 weeks before the event. Check batteries, power banks, radios and lighting 2 to 3 days before the relay, and pack station kits the day before.

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