How to organise a torch relay

A torch relay needs more than runners and torches: the route, traffic controls, checkpoints and handovers must work as one plan. Start with the route and permissions, then build the participant and volunteer schedule around it. In the final week, check the torches, fuel, weather and communication equipment rather than leaving them until event day. This guide follows a practical order for a relay with a marked start and finish area.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the route before opening registration. Walk or cycle it once, note every crossing and narrow section, and assign a named volunteer to each checkpoint rather than relying on general crowd control.
Apply for permits and traffic measures early. Allow at least 6–8 weeks for approvals, and do not publish the final route until the start area, finish area and road arrangements are confirmed.
Close participant registration early enough to prepare bib numbers, wristbands and dietary information. A cutoff 7 days before the relay gives you time to produce lists and brief volunteers.
Prepare a handover system for the torches. Keep spare torches and fuel at the start and finish, test every torch before opening, and use walkie-talkies so checkpoint volunteers can report delays immediately.
Brief volunteers in person or by video no later than 24 hours before the relay. Give them the route map, checkpoint assignment, emergency contact, start time and instructions for signs, barriers and reflective vests.

Frequently asked questions

How long does it take to organise a torch relay?: Allow at least 6–8 weeks for a small public relay, especially if roads or public spaces are involved. Use the first two weeks for the route, permits and venue reservations, then confirm participants, volunteers and equipment.
How many volunteers do I need for a torch relay?: Plan at least one volunteer for every route checkpoint, plus two people at registration, two at the start and two at the finish. Add one coordinator for every 10–15 volunteers so messages and delays are handled quickly.
When should I check the weather for a torch relay?: Check the forecast 7 days before the event, again 48 hours before, and on the morning itself. Use the final check to decide whether tents, extra lighting, clothing guidance or a route adjustment are needed.
What equipment should I prepare for a torch relay?: Check torches, fuel and spare torches at least 3 days before the relay. Also test walkie-talkies, the megaphone, charging stations, extension cords and power strips, and pack route arrows, cones, barriers and reflective vests together by checkpoint.