What you need for a relay race

A relay race needs more than batons and a marked route. You will need supplies for registration, team identification, course safety, timing, water stations, first aid and the finish area. Plan quantities around your number of teams and participants, then add a small buffer for damaged bibs, spilled drinks and missing equipment. Buy or collect disposable and reusable serving items early, especially coffee equipment, coolers, cups and lighting if the event starts or finishes outside peak daylight.

Organize this event for free with Lizzt

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
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 packs
- Apple juice - 6 packs
- Sports drink - 8 bottles
- Buns - 150 pieces
- Kaiser rolls - 100 pieces
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 1 kilogram
- Herb cheese - 1 kilogram
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian pasta salad - 8 kilograms
- Pasta - 5 kilogram
- Cherry tomatoes - 3 kilograms
- Cucumbers - 10 pieces
- Bell peppers - 12 pieces
- Corn - 8 cans
- Olive oil - 2 bottles
- Italian herbs - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Apples - 120 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Muesli bars - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Cookies - 6 packs
- Ice cubes - 20 kilograms
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Paper towels - 6 packs

Tips

Prepare one bib number per participant, plus 5–10% extra for replacements. Keep the printed participant list, clipboards and spare pens at the registration desk so late changes do not delay the start.
Allow at least one relay baton per active team and keep 1–2 spare batons at the start area. Use cones and barrier tape to make turns, crossings and the handover zones visible before runners arrive.
For each water station, provide enough reusable cups for one cup per expected runner per visit, then add about 20% extra. Put coolers at the stations and keep additional water available at the finish.
Assign one safety vest to every course marshal and first-aid volunteer. Place the first-aid kit where it can be reached within a few minutes, rather than leaving it at the registration table.
If the race uses announcements or music, test the sound system, microphone, extension cords and power strips before participants arrive. For an early or late event, bring LED lamps and fresh batteries for the registration and finish areas.

Frequently asked questions

How many relay batons do I need for a relay race?: Plan one baton for every team running at the same time, plus 1–2 spare batons. If teams start in waves, keep enough batons for the largest wave rather than the total number of teams.
How many bib numbers should I buy for a relay race?: Prepare one bib number per participant and add 5–10% extra. For 100 runners, that means 105–110 bibs, allowing for late registrations, damage or incorrect details.
How many cups and drinks do I need for a relay race?: For a water station, estimate one cup per runner per visit and add 20% extra. A group of 100 runners therefore needs about 120 cups per planned visit, with extra water reserved for the finish area.
When should I buy supplies for a relay race?: Buy or reserve non-perishable equipment at least 1–2 weeks before race day. Check perishables, ice, batteries and fresh drinks 1–2 days beforehand, then inspect batons, timers, sound equipment and first-aid supplies the day before.

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.