Relay race checklist: what to arrange and when

A relay race needs more than batons and a start line. You have to secure the venue and route, collect registrations, build balanced teams, brief volunteers, and prepare clear handovers between runners. This checklist takes you from early planning through registration and course setup on race day. It also covers the details that are easy to leave too late, such as printed bib numbers, route arrows, weather checks, drinks, first aid, and power for tablets or lighting.

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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

Reserve location and route
Send invitations
Process registrations
Collect dietary requirements
Recruit volunteers
Map out the route and distances
2 people
Assemble teams
2 people
Prepare the start list
Assign volunteers
Calculate catering quantities
Check the shopping list
Do the shopping
2 people
Print bib numbers
Print route maps
Check materials
2 people
Lay out prizes and medals
Check the weather forecast

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Mark the start and finish areas
3 people
Place route arrows
4 people
Set up the drinks and care station
2 people
Set up the registration table
2 people
Register participants
3 people
Hand out race numbers
2 people
Hand out relay batons
2 people
Give participant briefing
2 people
Set up timing
2 people
Start the relay race
3 people
Staff exchange points
6 people
Record times and rounds
2 people
Refill drinks
2 people
Take care of participants
2 people
Register finishers
2 people
Check the result
2 people
Set up the buffet
4 people
Serve food and drinks
4 people
Refill drinks
2 people
Announce the winners
2 people
Present prizes and medals
2 people
See participants off
2 people

Aftercare

Remove route arrows and markers
4 people
Dismantle furniture
4 people
Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
3 people
Pack up materials
3 people
Return borrowed materials
2 people
Carry Out Post-Event Route Check
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer table setsqty 6

Sports equipment

Relay batonsqty 12
Conesqty 40
Bib numbersqty 80
Safety pinsqty 160
Route arrowsqty 40
Barrier tapeqty 6
Sidewalk chalkqty 6
Stopwatchesqty 4

Equipment

Megaphonesqty 2
Tabletsqty 2
Power banksqty 4
Extension cordsqty 4

Lighting

LED lightsqty 6

Safety

First aid kitsqty 2
Cold Packsqty 12

Catering

Coolersqty 4
Water dispensersqty 3

Kitchen

Coffee machinesqty 2
Hot drink urnsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving bowlsqty 12

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Decorations

Buntingqty 6
Start-finish banner

Cleaning

Waste binsqty 6

Groceries

Groceries

Tips

Confirm the route and venue before sending invitations. Measure each leg, identify crossings or unclear turns, and decide where cones, barrier tape, and route arrows will go at least several days before the race.
Close registration early enough to assemble teams and print the start list, bib numbers, and route maps. A 48-hour cutoff gives you time to handle dietary requirements and last-minute changes without rewriting everything at the start line.
Give every volunteer one defined position and a written arrival time. Cover registration, the start and finish areas, route points, the drinks and care station, and team handovers rather than relying on one general briefing.
Set up the drinks station before participants arrive, with water dispensers, coolers, reusable cups, and any catering already portioned. Put first aid kits and cold packs where volunteers can reach them immediately, not inside a locked vehicle.
Do a full equipment check before opening the venue. Test stopwatches, the megaphone, tablets, power banks, extension cords, and LED lights, and keep spare batteries or charging options with the registration team.

Frequently asked questions

How far in advance should I plan a relay race?: Start venue and route planning at least 6 to 8 weeks before the race. Send invitations once the route, team format, registration process, and volunteer needs are clear; close registrations about 48 hours before the event.
How do I organise teams for a relay race?: Assemble teams after registration closes, using the number of runners, preferred distances, and any relevant requirements you collected. Prepare the final team list and start list at least 1 day before the race so bib numbers and handover instructions match.
What should I prepare on relay race day?: Arrive 2 to 3 hours before the first start to set up tables, chairs, tents, registration, route markings, the drinks station, and the start and finish areas. Keep at least 30 minutes before the first race for volunteer briefing and participant registration.
How much water and food do I need for a relay race?: Plan drinks for the full participant and volunteer count, with extra capacity for warm weather and delays. Finalise catering quantities after registration closes, then shop and portion supplies at least 1 day before the race so the event-day team only needs to serve and replenish.

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