How to organize a torch relay
A torch relay needs more than a route and a torch. Start by fixing the date, start and finish locations, then build the route around safety, permits and traffic control. Registration, torchbearer assignments and exchange points must be settled before you brief volunteers. Allow time for participant information, equipment checks and weather decisions, because late changes affect every crossing point and handover.
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
2 people
- 3
Apply for permits
- 4
Check the route for safety
3 people
- 5
Set traffic measures
2 people
- 6
Prepare participant information
2 people
- 7
Send invitations
2 people
- 8
Open registration form
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Recruit volunteers
2 people
- 12
Assign crossing points
2 people
- 13
Assign torchbearers
2 people
- 14
Record exchange points
2 people
- 15
Schedule first aid staff
- 16
Order torches and fuel
- 17
Arrange Traffic Signs
- 18
Design race numbers
- 19
Create route maps
2 people
- 20
Prepare volunteer briefing
2 people
- 21
Create final participant list
2 people
- 22
Send confirmations
- 23
Order catering
- 24
Check the weather forecast
- 25
Inspect torches and materials
2 people
- 26
Sort bib numbers and wristbands
2 people
- 27
Mail out route packs
3 people
- 28
Store torches safely
2 people
- 29
Pick up groceries
2 people
Event
- 30
Mark out the route
6 people
- 31
Set up traffic signs
4 people
- 32
Set up the start and finish area
6 people
- 33
Set up tables and chairs
4 people
- 34
Build party tents
4 people
- 35
Hang lighting
3 people
- 36
Connect sound equipment
2 people
- 37
Set up the registration table
2 people
- 38
Chill drinks
2 people
- 39
Prepare snacks
3 people
- 40
Set up first aid table
2 people
- 41
Check the torches
3 people
- 42
Distribute torches at each relay point
3 people
- 43
Welcome volunteers
3 people
- 44
Give volunteer briefing
3 people
- 45
Register participants
4 people
- 46
Hand out race numbers
3 people
- 47
Give safety instructions
2 people
- 48
Assist with the opening ceremony
4 people
- 49
Light the torch
2 people
- 50
Assist the relay
8 people
- 51
Staff exchange points
12 people
- 52
Direct traffic
8 people
- 53
Track participants en route
3 people
- 54
Refill torches
2 people
- 55
Serve drinks
3 people
- 56
Refill drinks
2 people
- 57
Serve snacks
3 people
- 58
Empty trash bins
2 people
- 59
Manage finish-line reception
4 people
- 60
Extinguish torch
2 people
- 61
Thank participants
2 people
Aftercare
- 62
Remove route signs
4 people
- 63
Dismantle the start and finish area
6 people
- 64
Pack torches safely
2 people
- 65
Wash dishes
3 people
- 66
Clean the venue
4 people
- 67
Dispose of waste
2 people
- 68
Inventory materials
2 people
- 69
Return borrowed materials
2 people
- 70
Store leftovers safely
2 people
- 71
Share participant photos
- 72
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Tablesqty 6
- Chairsqty 24
- Registration desk
- Waste binsqty 6
Sports equipment
- Torchesqty 30
- Torch holdersqty 12
- Spare torchesqty 6
- Reflective vestsqty 30
- Bib numbersqty 150
- Wristbandsqty 150
- Route mapsqty 40
- Conesqty 40
- Crowd control barriersqty 12
- Traffic conesqty 30
- Traffic signsqty 20
- Route arrowsqty 40
- Starting ribbon
- Stamp cardsqty 150
Lighting
- String lightsqty 6
- Battery lanternsqty 8
- Headlampsqty 12
Equipment
- Mobile sound system
- Wireless microphonesqty 2
- Megaphonesqty 4
- Walkie-talkiesqty 12
- Power banksqty 8
- Extension cordsqty 4
- Power stripsqty 4
Tableware
- Reusable cupsqty 250
- Reusable platesqty 150
- Reusable cutleryqty 150
- Thermos flasksqty 6
Kitchen
- Coolersqty 6
- Water jugsqty 8
- Serving traysqty 8
- Pliersqty 6
- Cutting boardsqty 3
- Knivesqty 6
- Measuring cupsqty 2
Decorations
- Buntingqty 8
- Start arch
- Welcome sign
- Information boardsqty 4
Cleaning
- Dustpan and brushqty 3
- Bucketsqty 4
- Spongesqty 8
- Litter pickersqty 3
- First aid kitsqty 2
- Fire extinguishersqty 4
- Heat-resistant glovesqty 6
Catering
- Groceries
Tips
- Record the route and every torch exchange point before opening registration. Include the expected time at each point so torchbearers, marshals and first aid staff can work from the same schedule.
- Apply for permits early and confirm traffic measures before sending invitations. Route signs, cones, barriers and crossing-point assignments are easy to overlook until the final week.
- Close registration in time to create a final participant list, assign torchbearers and send confirmations. Collect dietary requirements at registration rather than trying to find them on event day.
- Brief volunteers with route maps, walkie-talkies and clear crossing-point duties. Give them a contact number and a fallback plan for a late torch, missing participant or blocked road.
- Inspect torches, holders, spare torches, fuel and lighting before the relay. Check the weather forecast several days ahead and again on the morning, especially if tents, sound equipment or outdoor catering are involved.
Frequently asked questions
- How far in advance should I plan a torch relay?
- Start the route, location and permit process at least 8 to 12 weeks before the relay. Keep the final 7 days for confirmations, volunteer briefing and equipment checks rather than major decisions.
- How many volunteers do I need for a torch relay?
- Plan at least one trained volunteer for every crossing point, plus a coordinator, registration support and a small reserve team. Add first aid staff separately; they should not be counted as traffic marshals.
- When should I assign torchbearers and exchange points?
- Assign torchbearers and record exchange points once registration closes, ideally 1 to 2 weeks before the event. Send each participant their reporting time, location and handover instructions with the final confirmation.
- What should I check on the morning of a torch relay?
- Recheck the route, traffic signs, barriers, radios, torches, spare fuel and first aid arrangements 2 to 3 hours before the start. Confirm volunteer attendance and make sure every exchange point has its route map and contact details.
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.
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