Team relay checklist: what to arrange and when

A team relay needs more than a course and a start time. You need a clear competition format, team assignments, transition zones, volunteers, safety controls and enough equipment for registration and timing. Start by confirming the date, location and permissions, then work toward registration, briefing and race-day setup. This checklist helps you keep the practical details together, including the jobs that are often left until the final week.

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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

Confirm date and location
2 people
Check the course
2 people
Make reservations
Check permits
Check insurance
Set competition format
2 people
Set start times
2 people
Create registration form
Send invitations
2 people
Approach sponsors
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Create team assignments
2 people
Assign start numbers
2 people
Create course map
Write the briefing
Assign volunteers
2 people
Distribute traffic plan
Check the weather forecast
Print participant list
Sort bib numbers
2 people
Prepare medal labels
2 people
Do the shopping
2 people
Collect materials
3 people
Fill coolers
2 people
Set out route arrows
2 people
Charge equipment
Communicate the weather plan

Event

Open venue
2 people
Brief the Construction Team
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up the catering table
3 people
Set up the sound system
2 people
Test power supply
2 people
Set up the start and finish arch
4 people
Mark transition zones
3 people
Set out the course
6 people
Staff traffic posts
8 people
Set out first aid supplies
2 people
Test time tracking
2 people
Lay out bib numbers
2 people
Receive participants
4 people
Register teams
3 people
Hand out race numbers
3 people
Collect bags
2 people
Give participant briefing
2 people
Lead the warm-up
2 people
Guide the audience to the start area
3 people
Start the relay
3 people
Check transition zones
6 people
Staff the course checkpoints
8 people
Carry out time tracking
2 people
Guide participants
4 people
Hand out water
4 people
Refill drinks
2 people
Serve snacks
3 people
Publish interim results
2 people
Record the finish
3 people
Prepare the medal ceremony
3 people
Announce the winners
2 people
Handle medal ceremony
3 people
Guide the audience to catering
2 people
Serve evening catering
4 people
Provide music
Refill drinks
2 people
Collect waste
3 people
See participants off
2 people

Aftercare

Turn off the sound system
2 people
Clean up catering
4 people
Wash dishes
3 people
Collect course materials
6 people
Take down tents and furniture
5 people
Clean the venue
5 people
Dispose of waste
3 people
Inventory materials
2 people
Return borrowed items
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Chairsqty 40
Registration tablesqty 2
Waste binsqty 8

Sports equipment

Relay batonsqty 20
Bib numbersqty 150
Safety pinsqty 300
Finish ribbonqty 2
Marker conesqty 60
Transition zone signsqty 10
Route arrowsqty 40
Barrier tapeqty 6
Conesqty 40
Medal ribbonsqty 120
Medalsqty 120
Bag labelsqty 150
Course mapsqty 30
Score sheetsqty 30
Pensqty 30
Clipboardsqty 12
Stopwatchesqty 8
Measuring tapesqty 2
Start flagsqty 2
Whistlesqty 12
Megaphonesqty 2

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Charging stationsqty 2
Laptop
Printer
Printer paperqty 500

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 100
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 12
Pliersqty 8
Serving spoonsqty 8
Bottle openersqty 4
Ice packsqty 24

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Litter pickersqty 4
Hand sanitizerqty 6
First aid kitsqty 2
Fire extinguishersqty 2

Decorations

Start-finish arch
Event bannersqty 8
Route signsqty 12
Information boardsqty 6
Tableclothsqty 10

Catering

Groceries

Tips

Confirm the course before opening registration. Measure the route, mark transition zones and plan where cones, route arrows, barrier tape and signs will go; late route changes affect team information and printed maps.
Set the competition format and start times before sending invitations. Include the number of runners or legs per team, how teams are assigned, and whether staggered starts are needed to prevent congestion.
Recruit volunteers early enough to cover registration, transitions, course points, finish timing and safety. Give each person a written briefing, a clipboard with score sheets and a clear arrival time rather than explaining every role on the day.
Prepare participant information at least 3 days before the relay. Print the participant list, sort bib numbers, label medals and bags, and share the course map, traffic plan, start times and race briefing with every team.
Check equipment twice: once when materials are collected and again during setup. Count relay batons, bib numbers, safety pins, stopwatches, whistles, megaphones, signs and extension cords, and keep spare pens and batteries with registration supplies.

Frequently asked questions

How far in advance should I organize a team relay?: Start the main planning 8 to 12 weeks before the relay. Confirm the date and location first, then arrange permissions, insurance, reservations, volunteers and registration before working on team assignments and printed materials.
When should team relay registration close?: Close registration about 7 days before the event if you need final team assignments, dietary requirements, bib numbers and medal labels. Keep the final participant list available for printing at least 3 days before race day.
How many volunteers do I need for a team relay?: Plan at least 1 volunteer for registration, 1 for the finish and timing, and 1 at each important transition or course-control point. Add a coordinator and reserve helpers when the course has multiple crossings or more than 10 teams.
What equipment is needed for a team relay?: At minimum, prepare one relay baton per active team plus spares, bib numbers and safety pins, cones, route and transition signs, barrier tape, stopwatches, score sheets, pens, whistles and a megaphone. Add tables and chairs for registration, waste bins, and a sound system with extension cords if announcements cover a large area.

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.