How to organize a relay race from start to finish

Organizing a relay race starts with the route, not the race-day equipment. Record the date and route, reserve the venue, check permits and insurance, then build the safety plan around crossings, hazards and first aid. After registration opens, assign teams and exchange points early enough to send useful instructions. In the final week, confirm deliveries, check the forecast, prepare bibs and maps, and brief every volunteer on where to be and when.

Organize this event for free with Lizzt

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 venue
3
Check permits
4
Check insurance
5
Prepare safety plan
2 people
6
Check route for hazards
3 people
7
Determine crossing points
2 people
8
Determine start and exchange points
2 people
9
Send invitations
2 people
10
Open registration form
11
Recruit volunteers
2 people
12
Confirm first aid volunteers
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign teams
2 people
16
Prepare the start list
2 people
17
Send participant information
18
Make route map
2 people
19
Create the volunteer schedule
2 people
20
Confirm deliveries
21
Check the weather forecast
22
Create final participant list
2 people
23
Do the shopping
2 people
24
Sort bib numbers
2 people
25
Collect materials
3 people
26
Prepare route signs
2 people
27
Check first aid bags
2 people
28
Lay out prizes and medals
29
Chill drinks
2 people
30
Re-inspect route
3 people
31
Mark off the starting area
3 people
32
Set up change points
6 people
33
Set up the finish area
4 people
34
Set up party tents
4 people
35
Set up tables and chairs
4 people
36
Set up registration
3 people
37
Test time tracking
2 people
38
Test sound system
2 people
39
Set up the first aid station
2 people

Event

40
Receive participants
4 people
41
Hand out race numbers
3 people
42
Register teams
3 people
43
Give route instructions
2 people
44
Give the start briefing
2 people
45
Guide participants to the start
3 people
46
Start the relay race
3 people
47
Staff exchange points
6 people
48
Staff crossing points
4 people
49
Record times
2 people
50
Encourage participants
4 people
51
Hand out water
3 people
52
Refill drinks
2 people
53
Serve fruit and snacks
3 people
54
Record the finish
3 people
55
Check the final standings
2 people
56
Announce the results
2 people
57
Present prizes
3 people
58
See off the last participants
3 people

Aftercare

59
Remove route arrows
4 people
60
Take down exchange points
6 people
61
Dismantle the start and finish area
5 people
62
Collect waste
4 people
63
Wash dishes
3 people
64
Clean the grounds
4 people
65
Sort materials
3 people
66
Store timekeeping securely
67
Return borrowed materials
2 people
68
Send results to participants
69
Handle lost property
70
Store leftovers
2 people
71
Take out the trash
2 people
72
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Flag standsqty 6

Sports equipment

Relay batonsqty 30
Conesqty 40
Marker ribbonsqty 12
Bib numbersqty 150
Race bib strapsqty 150
Route arrowsqty 60
Barrier tapeqty 10
Traffic conesqty 20
Timekeeping clocksqty 4
Stopwatchesqty 8
Clipboardsqty 12
Route mapsqty 30
Whistlesqty 12
Reflective vestsqty 20
Course signsqty 15

Equipment

Megaphoneqty 2
Mobile phonesqty 8
Power banksqty 8
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Laptop
Printer

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 200
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12
Serving jugsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Coffee machinesqty 2
Towelsqty 12
Ice packsqty 24

Decorations

Start-finish banner
Buntingqty 12
Team table labelsqty 30
Stage ribbonsqty 3

Cleaning

Waste binsqty 8
Broomqty 3
Canqty 3
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12
Washing-up bowlsqty 3

First aid

First aid kitsqty 3
Blanketsqty 10
Disposable glovesqty 2

Catering

Groceries

Tips

Set the route and exchange points before opening registration. Mark every crossing, hazard and handover location on one map, then use the same locations in the participant briefing.
Recruit volunteers as soon as the date and route are fixed. Create a written schedule covering registration, crossings, exchanges, timing and first aid; do not rely on people remembering their roles on the day.
Close registration early enough to assign teams and prepare the start list. Send participants their team, bib number, start time, route map and exchange instructions at least 3 days before the race.
Prepare a separate race-day kit for each exchange point. Include batons, cones, marker ribbons, stopwatches, clipboards, route signs and a phone or power bank so volunteers are not walking back to the start area for supplies.
Check the forecast and the route during the final week, then make a weather decision before setup begins. Bring reflective vests, barrier tape, lights and a megaphone where visibility, traffic or late finishing times could create a safety problem.

Frequently asked questions

How far in advance should I organize a relay race?: Start planning at least 8 weeks before race day. Fix the route, venue, permits, insurance and safety plan first; open registration only once the course and exchange points are confirmed.
How many volunteers do I need for a relay race?: Plan for at least one volunteer at every exchange point and crossing, plus people for registration, timing, first aid and a race-day coordinator. Add one reserve volunteer for every 5 to 8 fixed positions.
When should I send relay race information to participants?: Send the first confirmation immediately after registration and the complete race information at least 3 days before the event. Include the start list, team assignments, bib instructions, route map, exchange points and arrival time.
What should I prepare the day before a relay race?: Sort bib numbers, pack materials by location, print route maps and the start list, and charge phones, stopwatches and speakers the day before. Recheck the weather and confirm all deliveries and first aid volunteers before the evening ends.

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.