What you need for a relay race

A relay race needs more than batons and bib numbers. You also need clear course markers, exchange-point equipment, timing supplies, registration furniture and a practical setup for refreshments. Use this shopping list alongside your event plan, then check quantities against the number of teams, runners and volunteers. Order or borrow specialist items early, especially crowd barriers, tents, sound equipment and first-aid support.

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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
- Coffee - 2 packs
- Assorted Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Sports drink - 48 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Bananas - 8 kilos
- Apples - 8 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Muesli bars - 150 pieces
- Rice cakes - 10 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Mixed nuts - 6 bags
- Raisins - 4 bags
- Mini cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Hummus - 12 tubs
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Wholegrain rolls - 100 pieces
- Cheese - 5 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Vegetarian spread - 12 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Warm vegetable soup - 15 liters
- Vegetarian soup - 8 liters
- Breadsticks - 8 packs
- Cookies - 8 packs
- Chocolate bars - 120 pieces
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs

Tips

Prepare one relay baton for every active team, plus at least two spare batons in case one is dropped or damaged. Keep the spare equipment at the start/finish area.
Plan one bib number and one race bib strap for each participant, not just each team. Sort the numbers before race day so registration is not slowed down.
Use route arrows and marker cones at every turn, exchange point and potentially confusing section. Walk the course once after marking it to check that signs are visible from a runner’s approach.
Give each checkpoint a clipboard, a stopwatch and a clear way to communicate with the start/finish area. Test the megaphone, portable speaker, wireless microphone and power supply before participants arrive.
Set up separate registration, catering and finish-area tables, with enough folding chairs or high tables for the planned staff and waiting participants. Charge rechargeable lamps and place coolers, reusable cups and serving equipment before the first runners arrive.

Frequently asked questions

How many relay batons do I need?: Buy or borrow one baton per team running at the same time, plus two spare batons. Keep all batons together at the start area and check them before the first heat.
How many race bibs should I order for a relay race?: Allow one bib number and one race bib strap for every registered participant. Add around 5% spare bibs and straps, or at least five extras for a small event.
When should I buy the equipment for a relay race?: Confirm specialist equipment such as tents, barriers, timing devices and sound equipment at least 2–4 weeks before race day. Buy consumables and refreshments after registration numbers are confirmed, usually 3–7 days beforehand.
What equipment is needed at relay exchange points?: Each exchange point needs visible route arrows or cones, a stopwatch and a clipboard for the assigned volunteer. Add barrier tape or crowd-control barriers wherever spectators could enter the running lane.

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