How to organise a marathon relay

A marathon relay needs more than a shared starting line and a finish time. Start by fixing the date and route, then secure the locations, permits and traffic measures before opening registration. Once teams are entering, build the volunteer plan, checkpoints and participant instructions around the route. In the final week, test timing equipment, prepare starter packs and make sure every aid station, sign and safety item has a named person responsible for it.

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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
Reserve start and finish location
3
Check permits
4
Apply for traffic measures
5
Check the route for risks
3 people
6
Draw up participant rules
2 people
7
Publish registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Assign checkpoints along the route
2 people
13
Create volunteer instructions
2 people
14
Assign start numbers
2 people
15
Print the starting lists
16
Print route maps
17
Send participant information
18
Check the shopping list
2 people
19
Check sports equipment
2 people
20
Test timing equipment
2 people
21
Do the shopping
3 people
22
Fill coolers
2 people
23
Assemble starter packs
4 people
24
Set out route signs
2 people
25
Prepare aid stations
4 people
26
Clean the venue
3 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Set up registration desk
3 people
30
Set up finish arch
4 people
31
Mark the course
6 people
32
Set up traffic barriers
6 people
33
Restock first aid stations
6 people
34
Lay out bib numbers
2 people

Event

35
Open participant registration
4 people
36
Hand out starter packs
4 people
37
Direct teams to changing areas
3 people
38
Send volunteers to their stations
2 people
39
Test the PA system
2 people
40
Give the start briefing
2 people
41
Start the marathon relay
3 people
42
Staff exchange points
8 people
43
Staff the care stations
8 people
44
Record split times
3 people
45
Staff route checkpoints
10 people
46
Welcome participants at the finish line
4 people
47
Hand out finish medals
3 people
48
Refill drinks
3 people
49
Restock fruit and snacks
3 people
50
Serve coffee and tea
2 people
51
Empty trash bins
3 people
52
Provide first aid
2 people
53
Process end times
2 people
54
Publish the results
2 people
55
See off the last participants
3 people

Aftercare

56
Remove route signs
6 people
57
Remove traffic barriers
6 people
58
Dismantle finish area
6 people
59
Wash dishes
3 people
60
Empty coolers
2 people
61
Clean the venue
5 people
62
Dispose of waste separately
3 people
63
Check borrowed items
2 people
64
Return materials
2 people
65
Register lost and found items
66
Return lost property
67
Email the results to participants
68
Archive photos and documents

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 40
High tablesqty 4
Waste binsqty 10

Sports equipment

Bib numbersqty 250
Race bib strapsqty 250
Replacement skewersqty 80
Finish medalsqty 250
Route signsqty 45
Kilometer markersqty 43
Conesqty 80
Traffic barriersqty 30
Barrier tapeqty 12
Clipboardsqty 15
Stopwatchesqty 12
Megaphonesqty 4
Reflective vestsqty 30
Rain ponchosqty 30
First aid kitsqty 3

Equipment

PA system
Wireless microphonesqty 2
Laptopsqty 2
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Coolersqty 10
Flashlightsqty 8

Tableware

Reusable cupsqty 350
Platesqty 300
Cutlery setsqty 300
Coffee potsqty 4
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Knivesqty 8
Serving spoonsqty 8
Water jugsqty 20
Insulated cratesqty 12

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Cleaning glovesqty 12

Lighting

Work lightsqty 6
String lightsqty 4

Catering

Groceries

Tips

Lock the route before you publish registration. Check crossings, narrow sections and other risks, then allow enough time for permits and traffic measures before sending invitations.
Plan checkpoints from the route rather than from the number of teams. Give each checkpoint a named volunteer, clear instructions, a route map and a reliable way to communicate with the start and finish.
Send participant information at least 7 days before the relay. Include start numbers, handover arrangements, arrival time, route details, rules and a deadline for reporting dietary requirements.
Test the timing setup before race day, including stopwatches, laptops, printers, power banks and extension cords. Print a backup starting list and keep replacement skewers and spare bib straps with the equipment team.
Prepare the finish and aid stations the day before where possible. Fill coolers, sort reusable cups, check first aid kits and reflective vests, and place signs, kilometre markers and cones according to the final route map.

Frequently asked questions

How far in advance should I organise a marathon relay?: Start at least 8 to 12 weeks ahead. This gives you time to reserve the start and finish locations, check permits, arrange traffic measures, recruit volunteers and process registrations.
How many volunteers do I need for a marathon relay?: Plan at least one volunteer for every checkpoint, plus separate people for registration, timing, the start, the finish and aid stations. Final numbers depend on the route, but assign every position before sending the volunteer instructions.
When should I send marathon relay participant information?: Send the main information 7 days before the event, then send any final route or weather update 24 hours before the start. Include the starting list, arrival time, rules, handover points and contact details.
When should I set up the route signs and aid stations?: Set up signs, kilometre markers, cones and barriers on the event morning after the route has been checked. Prepare aid stations and fill coolers the day before, then inspect every station again before participants arrive.

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.