Relay race checklist: what to arrange and when

A relay race needs more than teams and batons. Before registrations open, you need a measured route, suitable start and finish points, any required permits and a clear station plan. In the final week, confirm participants, volunteers, weather arrangements and equipment such as bibs, signs, stopwatches and traffic cones. This checklist keeps the planning in order so race-day setup does not become a last-minute task.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Define the competition concept
2 people
Determine and measure the route
3 people
Choose start and finish locations
2 people
Arrange permits and notifications
2 people
Apply for traffic measures
2 people
Prepare race bib assignments
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Recruit volunteers
2 people
Assign stations along the route
2 people
Coordinate the route with checkpoints
3 people
Confirm reservations
Order prizes and medals
Check the weather forecast
Finalize participant list
2 people
Make race numbers and wristbands
3 people
Print route maps
2 people
Prepare the volunteers briefing
2 people
Do the shopping
3 people
Check materials
3 people
Lay out bib numbers
2 people
Fill coolers
2 people
Sort route arrows
2 people
Brief volunteers
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the start and finish arch
3 people
Place route arrows
5 people
Set up barriers along the route
4 people
Set up traffic posts
6 people
Set up the registration table
2 people
Register participants
3 people
Hand out race numbers
3 people
Hand out relay batons
2 people
Set up the luggage drop-off point
2 people
Guide participants to the start
3 people
Give welcome briefing
2 people
Provide the starting signal
2 people
Guide handoffs at changeover points
8 people
Record split times
3 people
Catch finishers
3 people
Hand out water
3 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Provide music
Check results
3 people
Present medals
3 people
Support awards ceremony
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Inform participants about departure
2 people

Aftercare

Remove route arrows
4 people
Remove the barrier
4 people
Dismiss traffic posts
2 people
Switch off equipment
2 people
Dismantle furniture
4 people
Take down party tents
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Sort borrowed materials
2 people
Return materials
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 3
Buffet tablesqty 4
Foldable tablesqty 4
Folding chairsqty 80
Waste binsqty 8

Sports equipment

Relay batonsqty 30
Bib numbersqty 150
Bib holdersqty 150
Route arrowsqty 60
Traffic conesqty 40
Barrier tapeqty 12
Transition zone signsqty 10
Kilometer markersqty 10
Start and finish arch
Stopwatchesqty 8
Clipboardsqty 10
Pensqty 40
Whistlesqty 10
Vestsqty 20
Medalsqty 150
Winner's cupsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Laptop
Printer
Scale

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Scissorsqty 6
Towelsqty 12

Cleaning

Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Toilet brushesqty 2

Lighting

Work lightsqty 4
String lightsqty 4

Catering

Groceries

Tips

Measure and walk the full route before publishing the registration form. Mark the start, finish, transition zones, checkpoints and kilometre points so the distances and volunteer positions are clear.
Start permit and traffic-measure applications early enough to allow for follow-up questions. Do not wait until the participant list is final: route approvals and road arrangements can determine where the race can take place.
Set a registration deadline that leaves at least 7 days to confirm teams, prepare bib numbers and wristbands, print route maps and assign volunteers to every station.
Brief volunteers before race day with their exact position, arrival time, handover procedure and emergency contact. Give checkpoint teams the route map, clipboard, pens, whistle and a way to keep time.
Check equipment in one place at least 24 hours before the start. Test the microphone, portable speakers, printer, stopwatches and power connections, then prepare the coolers and lay out bib numbers in assignment order.

Frequently asked questions

How far in advance should I organise a relay race?: Start planning at least 8 to 12 weeks before race day. Use the first weeks for the concept, route, locations, permits and traffic measures; open registration only when those basics are workable.
When should relay race registration close?: Close registration about 7 days before the race. That gives you time to process registrations, collect dietary requirements, confirm participants, assign bibs and finish the volunteer plan.
How many volunteers do I need for a relay race?: Plan at least one volunteer for registration, each transition zone, each checkpoint and the finish area, plus one floating coordinator. Add extra people where roads cross or teams arrive at the same time.
What should I check the day before a relay race?: Check the weather forecast, participant list, bib assignments, route arrows, cones, barrier tape, signs, batons and timing equipment at least 24 hours beforehand. Also charge power banks and test the microphone and speakers.

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.