Relay race checklist: everything to arrange

A relay race needs more than a route and a group of teams. You need fixed exchange points, clear participant rules, trained volunteers, timing, first aid, and a way to keep runners and spectators separated. Start by confirming the date, course, permits, and insurance, then open registration and build the race-day staffing plan. This checklist also helps you catch details that are often left until the final week, such as bib sorting, weather checks, power for equipment, and refreshments.

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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 venue
Check permits
Check insurance
Determine the start and finish location
2 people
Determine exchange points
2 people
Prepare safety plan
2 people
Write participant rules
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Staff cash desks
2 people
Staff the start and finish area
2 people
Staff route checkpoints
2 people
Arrange first aid coverage
Arrange timekeepers
2 people
Assign start numbers
2 people
Assign teams
2 people
Send participant information
Check the weather forecast
Check the course
2 people
Do the shopping
2 people
Sort bib numbers
2 people
Make bags for volunteers
2 people
Print route maps

Event

Open venue
2 people
Check the course
3 people
Mark off the start and finish area
4 people
Mark exchange points
4 people
Place route arrows
3 people
Set up tables and tents
4 people
Set up registration
2 people
Set up catering
3 people
Test music and microphone
2 people
Set up the first aid station
2 people
Brief volunteers
2 people
Hand out race numbers
3 people
Confirm teams and relay order
2 people
Receive participants
3 people
Lead the warm-up
2 people
Give the start briefing
2 people
Support the relay race
12 people
Record split times
4 people
Refill drinks
2 people
Serve fruit and snacks
2 people
Register finishers
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Thank participants
Serve evening catering
4 people
Refill drinks during the after-party
2 people
Check the lighting
2 people
See off the last participants
2 people

Aftercare

Dismantle the course
4 people
Take down tables and tents
4 people
Gather sports equipment
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Collect lost and found items
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Send out the results
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Catering tablesqty 4
Folding chairsqty 40
High tablesqty 6

Sports equipment

Relay batonsqty 12
Marker conesqty 60
Bib numbersqty 150
Race bib strapsqty 150
Route arrowsqty 40
Crowd control barriersqty 20
Barrier tapeqty 8
Conesqty 30
Clipboardsqty 12
Stopwatchesqty 6
Megaphonesqty 3
Prize trophiesqty 6

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 6
Rechargeable lampsqty 8

Tableware

Reusable cupsqty 180
Reusable platesqty 120
Reusable cutleryqty 150
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Serving jugsqty 4
Ice packsqty 24

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Disposable glovesqty 4
Safety vestsqty 20
Flashlightsqty 6

Decorations

Buntingqty 8
Bannersqty 6
Balloonsqty 100

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Mopsqty 4
Cleaning spongesqty 12

Catering

Groceries

Tips

Set the route and exchange points before opening registration. Mark every turn, crossing, checkpoint, and exchange area so the team instructions match the course exactly.
Recruit volunteers early enough to cover the start and finish, every route checkpoint, registration desks, and first aid support. For a small race, make a written shift plan rather than relying on people to fill gaps on the day.
Send participant information at least 7 days before the race. Include the start and finish locations, team assignments, bib numbers, exchange-point rules, arrival time, parking or access details, and what happens if the weather changes.
Prepare the race equipment in labelled groups: bibs and straps for registration, batons for each team, cones and arrows for the route, stopwatches for timekeepers, and barriers or tape for busy areas. Test the megaphone, speaker, microphone, lamps, extension cords, and power strips before race morning.
Plan food and drinks around the schedule, not just the headcount. Set up separate registration and catering tables, keep cold items in coolers, and check that coffee pots, thermos flasks, kettles, reusable cups, plates, and cutlery are ready before participants arrive.

Frequently asked questions

How far in advance should I plan a relay race?: Start the main planning at least 8 to 12 weeks before race day. Confirm the date and route first, then check permits and insurance, recruit volunteers, open registration, and arrange timing and first aid.
How many volunteers do I need for a relay race?: Plan at least one person for registration, two for the start and finish area, one for each route checkpoint, and separate people for timing and first aid. Add a reserve of 2 to 3 volunteers so breaks and last-minute absences do not leave a post unattended.
When should I send relay race information to participants?: Send the full participant information 7 to 10 days before the race, with a final weather and course update 24 to 48 hours beforehand. Include team assignments, bib numbers, exchange points, arrival times, and safety rules.
What equipment is easy to forget for a relay race?: Small operational items are often missed: race bib straps, clipboards, spare batteries or charged lamps, extension cords, power strips, barrier tape, and a working megaphone. Pack and test these 1 to 2 days before the event, not during registration.

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.