Relay race shopping list

A relay race needs more than batons and race numbers. You will also need clear route markers, transition-zone signs, volunteer equipment, timing tools, refreshments and a way to manage registration at the start. Plan quantities from your confirmed participant list, then add a small reserve for damaged numbers, missing pens and last-minute entries. Buy or collect perishable items close to race day, while ordering medals, cups and printed materials early enough for corrections.

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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
- Still mineral water - 180 bottles
- Sparkling mineral water - 60 bottles
- Isotonic sports drink - 120 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Bananas - 120 pieces
- Apples - 100 pieces
- Oranges - 60 pieces
- Grapes - 8 kilos
- Muesli bars - 160 pieces
- Raisin buns - 100 pieces
- Whole grain bread - 8 loaves
- White rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- Cheese slices - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Jam - 4 jars
- Peanut butter - 4 jars
- Butter - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Nut mix - 4 bags
- Rice cakes - 6 packs
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Vegetarian wraps - 100 pieces
- Chicken satay - 100 pieces
- Vegetarian meatballs - 100 pieces
- Garlic sauce - 2 bottles
- Tomato sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Organic waste bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Cleaning wipes - 24 pieces
- Toilet cleaner - 3 bottles

Tips

Prepare one relay baton for each active team, plus at least 2 spare batons. Keep them at the start and have a volunteer carry a spare to busy transition zones.
Print one bib number and prepare one bib holder or wristband for every participant, then make 5–10% extra. Pack numbers in race order so registration does not become a queue.
Mark every turn, checkpoint and kilometre with route arrows or markers, and bring at least 10% extra signs. Use cones and barrier tape around transition zones and any narrow section.
Give each checkpoint team a clipboard, pens, a whistle and a high-visibility vest. Pack one spare pen per station and charge stopwatches and power banks the evening before.
For the start area, allow one registration table per 50–75 participants and at least one waste bin per 50 people. Bring extension cords and power strips only after checking the venue’s available power points.

Frequently asked questions

What equipment do I need for a relay race?: At minimum, prepare one baton per team, race numbers and holders for every participant, route arrows, cones, barrier tape and transition-zone signs. You will also need stopwatches, clipboards, pens, whistles and vests for the volunteer teams, plus registration tables and waste bins.
How many relay batons do I need?: Use one baton for each team competing at the same time and keep at least 2 spare batons. If several heats run in parallel, count the teams in the busiest heat rather than the total number of registered teams.
How many race numbers should I print for a relay race?: Print one number for every registered participant and prepare 5–10% extra. For 100 participants, that means 105–110 numbers, with matching holders or wristbands and a clearly sorted registration pack.
When should I order medals and winner’s cups?: Order medals and cups at least 2–3 weeks before race day, especially if quantities or engraving need confirmation. Buy route signs, stationery and volunteer supplies at least 3–5 days ahead, then check the full kit the day before.

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