How to organise a Freedom relay

A Freedom relay needs more than a route and a group of runners. Start by fixing the date and route, then secure permits and traffic measures before opening registration. Once you know the number of teams, assign exchange points, recruit volunteers and arrange first aid coverage. The final week is for checking participant details, printing materials, briefing volunteers and preparing signs, batons and medals so race day runs to schedule.

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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

1
Record date and route
2 people
2
Apply for permits
2 people
3
Check the route for traffic safety
3 people
4
Coordinate traffic measures
2 people
5
Create registration form
6
Send invitations
2 people
7
Open registration
8
Publish route map
9
Reserve start and exchange points
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Assign relay stations
2 people
14
Schedule traffic controllers
2 people
15
Coordinate first aid staffing
2 people
16
Design race numbers
17
Print start numbers and route maps
2 people
18
Check participant details
2 people
19
Create volunteer instructions
2 people
20
Prepare route signs
3 people
21
Label exchange sticks
2 people
22
Attach medal ribbons
2 people
23
Check the weather forecast
24
Send final information to participants
2 people
25
Do the shopping
3 people
26
Check materials
3 people
27
Fill coolers
2 people
28
Set up the starter packs
3 people
29
Sort route signs
2 people

Event

30
Give volunteer briefing
2 people
31
Build the starting area
6 people
32
Set up registration desk
2 people
33
Set up exchange stations
8 people
34
Place route signs
6 people
35
Put up barriers
6 people
36
Position traffic marshals
8 people
37
Prepare first aid supplies
2 people
38
Connect the sound system
2 people
39
Hand out race numbers
4 people
40
Register participants
3 people
41
Hand out exchange batons
2 people
42
Guide participants to the start
3 people
43
Give the opening speech
44
Start the relay
2 people
45
Staff exchange points
8 people
46
Staff route checkpoints
6 people
47
Safely guide participants
8 people
48
Record split times
3 people
49
Staff water stations
4 people
50
Refill drinks
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Empty trash bins
2 people
54
Receive finishers
3 people
55
Present medal
2 people
56
Record finish times
2 people
57
Handle prize ceremony
3 people
58
Provide music and announcements
59
Guide the last participants
4 people
60
Open the route
3 people

Aftercare

61
Dismantle the finish area
6 people
62
Dismantle the start area
4 people
63
Remove directional signs
6 people
64
Remove the barriers
6 people
65
Collect waste
4 people
66
Wash dishes
3 people
67
Clean the grounds
4 people
68
Return materials
3 people
69
Empty and clean coolers
2 people
70
Return borrowed items
2 people
71
Process lost and found items
72
Publish results
73
Send thank-you message
2 people
74
Share photos
75
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

Start with the route and permissions. Record the date and route first, then apply for permits and check every section for traffic risks before publishing the route map.
Open registration only after the start and exchange points are reserved. This gives participants accurate information and lets you collect dietary requirements and other details in one form.
Plan volunteers by station, not just by total headcount. Assign each relay station, schedule traffic controllers and provide written instructions before the final week.
Prepare race-day materials at least 3 days ahead. Print bib numbers and route maps, label the relay batons, attach medal ribbons and check that safety pins are packed together.
Send final information 2 to 3 days before the relay, including arrival times, exchange-point details and the route map. Check the weather forecast then and keep lighting, power banks and backup communication equipment ready.

Frequently asked questions

How far in advance should I organise a Freedom relay?: Start at least 8 to 12 weeks before the relay. Permits, traffic measures, first aid staffing and volunteer recruitment usually need to be arranged before registration opens.
When should I open registration for a Freedom relay?: Open registration after the route, permits and start and exchange points are confirmed, usually 6 to 8 weeks before the event. Keep registration open long enough to process team details and dietary requirements.
How many volunteers do I need for a Freedom relay?: Plan at least one responsible volunteer for every exchange station, plus scheduled traffic controllers and first aid staff. Set the final rota 1 to 2 weeks before the relay, when the number of teams is known.
When should I send the final information to participants?: Send it 2 to 3 days before the relay. Include the route map, arrival instructions, exchange-point information, contact details and any weather-related changes.

Start this plan in Lizzt

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