Relay race checklist: what to arrange and when

A relay race needs more than a route and a baton for each team. You need to confirm the distance, permissions, registrations, volunteer roles, timing equipment and safety arrangements before race day. This checklist follows the practical order: plan the course first, prepare participants and equipment next, then build the start, finish, registration and water stations on site. It also covers details that are easy to leave until the last minute, such as dietary requirements, weather checks and testing the sound system.

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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

Determine the course and distance
2 people
Reserve start and finish location
Report the permit and route
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print participant list
Prepare race numbers
2 people
Print the route map
Do the shopping
2 people
Check sports equipment
2 people
Check first aid kit
Check the weather forecast
Remind participants
Scout the route
2 people

Event

Bring materials to the venue
3 people
Set out the course
5 people
Build the start and finish arch
3 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up water stations
3 people
Test sound system
2 people
Set up the first aid station
2 people
Brief volunteers
3 people
Staff traffic posts
6 people
Receive participants
4 people
Hand out race numbers
3 people
Check teams
2 people
Explain the competition rules
Lead the group warm-up
2 people
Start the relay race
3 people
Staff exchange points
8 people
Record split times
2 people
Support participants en route
4 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Record the finish
3 people
Check results
2 people
Present prizes
2 people
Serve dinner
4 people
Serve drinks with the meal
2 people

Aftercare

Remove route signage
5 people
Gather sports equipment
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
5 people
Put furniture back
4 people
Load materials
3 people
Return borrowed items
2 people
Publish results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Registration desk
Waste binsqty 8

Sports equipment

Relay batonsqty 12
Conesqty 40
Barrier tapeqty 6
Bib numbersqty 120
Safety vestsqty 20
Stopwatchesqty 8
Clipboardsqty 8
Medal ribbonsqty 120
Winner's cupsqty 6

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Lighting

LED lampsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving plattersqty 12
Soup ladlesqty 4
Cutting boardsqty 4
Knivesqty 6
Thermos flasksqty 4

Cleaning

First aid kitsqty 2
Broom setsqty 2
Mopsqty 3
Bucketsqty 3

Decorations

Route signsqty 30
Arrow stickersqty 40

Catering

Groceries

Tips

Set the course distance and handover points before opening registration. Print the route map and scout the route in person at least once, checking crossings, uneven ground and places where cones or barrier tape will be needed.
Assign volunteers by station, not just by team. Plan separate cover for registration, water stations, course marshals, first aid and timing, then brief everyone before participants arrive.
Prepare race numbers, the participant list and relay batons together. Keep a small spare supply at the registration desk so a missing number or forgotten baton does not delay the start.
Do the final weather and equipment check 24 hours before the race. Test stopwatches, the microphone, sound system, extension cords and power strips, and confirm that the first aid kit is complete.
Build in setup time at the venue for the start and finish arch, tables, chairs, tents, water stations and first aid point. Allow at least 90 minutes before registration opens, especially if the route needs marking.

Frequently asked questions

How far in advance should I plan a relay race?: Start planning at least 8 weeks before race day if you need a permit, a reserved start and finish location, or a public route. Open registration only after the course, distance and key safety arrangements are confirmed.
How many volunteers do I need for a relay race?: For a small race, plan at least 1 volunteer at registration, 1 at first aid, 1 at each water station and 1 at every significant crossing or course junction. Add 2 people for timing and finish-line support, then adjust after scouting the route.
What should I prepare the day before a relay race?: Print the participant list, race numbers and route map, pack the batons and sports equipment, and check the weather forecast. Send the final reminder at least 24 hours beforehand with the arrival time, meeting point and any dietary or team information participants need.
How early should I arrive to set up a relay race?: Arrive at least 90 minutes before registration opens. This gives you time to mark the course, build the start and finish arch, arrange the registration and first aid stations, set out water and test the sound system.

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