Marathon relay checklist: what to arrange and when

A marathon relay needs more than a route and a group of runners. You’ll need to secure the start and finish locations, check permits and traffic measures, divide the course into checkpoints, and give volunteers clear instructions. Participant information, bib numbers, timing equipment and aid stations also need to be ready before race day. This checklist covers the planning sequence, including the details that are easy to leave until the last week.

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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

Record date and route
2 people
Reserve start and finish location
Check permits
Apply for traffic measures
Check the route for risks
3 people
Draw up participant rules
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign checkpoints along the route
2 people
Create volunteer instructions
2 people
Assign start numbers
2 people
Print the starting lists
Print route maps
Send participant information
Check the shopping list
2 people
Check sports equipment
2 people
Test timing equipment
2 people
Do the shopping
3 people
Fill coolers
2 people
Assemble starter packs
4 people
Set out route signs
2 people
Prepare aid stations
4 people
Clean the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
3 people
Set up finish arch
4 people
Mark the course
6 people
Set up traffic barriers
6 people
Restock first aid stations
6 people
Lay out bib numbers
2 people

Event

Open participant registration
4 people
Hand out starter packs
4 people
Direct teams to changing areas
3 people
Send volunteers to their stations
2 people
Test the PA system
2 people
Give the start briefing
2 people
Start the marathon relay
3 people
Staff exchange points
8 people
Staff the care stations
8 people
Record split times
3 people
Staff route checkpoints
10 people
Welcome participants at the finish line
4 people
Hand out finish medals
3 people
Refill drinks
3 people
Restock fruit and snacks
3 people
Serve coffee and tea
2 people
Empty trash bins
3 people
Provide first aid
2 people
Process end times
2 people
Publish the results
2 people
See off the last participants
3 people

Aftercare

Remove route signs
6 people
Remove traffic barriers
6 people
Dismantle finish area
6 people
Wash dishes
3 people
Empty coolers
2 people
Clean the venue
5 people
Dispose of waste separately
3 people
Check borrowed items
2 people
Return materials
2 people
Register lost and found items
Return lost property
Email the results to participants
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

Record the date and route before opening registration. Check the route for hazards, mark each checkpoint and allow time for any permit or traffic-management applications.
Send participant information before race week, including start arrangements, route maps, team rules, handover details and what runners should bring. Late updates create unnecessary questions on race morning.
Assign volunteers to every checkpoint and aid station, then give them written instructions, a reflective vest and a reliable way to communicate. Include arrival times and who handles incidents.
Test the timing equipment, PA system, laptops and printers before the event. Charge power banks, pack extension cords and power strips, and keep a backup stopwatch available.
Prepare starter packs, bib numbers, medals, route signs, kilometre markers and cones before setup day. Fill the coolers and prepare the aid stations only after confirming dietary requirements and the final participant count.

Frequently asked questions

How far in advance should I plan a marathon relay?: Start at least 8 to 12 weeks before race day. Record the route and reserve the start and finish locations first, then allow extra time for permits, traffic measures and volunteer recruitment.
How many volunteers do I need for a marathon relay?: Plan at least 1 volunteer for each checkpoint or aid station, plus people for registration, timing, the start and the finish. For a small relay, begin with 10 to 15 volunteers and add more for a long or busy route.
When should I send marathon relay participant information?: Send the main information 7 to 10 days before the relay, including the route map, starting details and team rules. Send a short final update 24 to 48 hours before the start with weather, parking and arrival instructions.
When should I prepare marathon relay equipment?: Check sports equipment, timing gear, printers and power supplies 3 to 5 days before the event. Assemble starter packs and sort signs, bibs and medals the day before, then set out route equipment early on race morning.

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.