Team relay shopping list

A team relay needs more than batons and a marked course. You also need a workable registration area, clear transition zones, timing supplies, finish materials and enough furniture for participants and volunteers. Use the quantities in your event plan as a starting point, then add a small backup supply for items that are easy to lose or damage, such as safety pins, pens and route arrows. Check power, weather protection and communication equipment before shopping day.

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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
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sports drink - 80 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Lemon tea - 1 box
- Butter - 1 kilo
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Slices of cheese - 5 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 4 jars
- Jam - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Apples - 12 kilos
- Bananas - 10 kilo
- Grapes - 6 kilos
- Muesli bars - 200 pieces
- Currant buns - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilo
- Wraps - 120 pieces
- Herb cream cheese - 2 kilos
- Chicken breast strips - 4 kilos
- Grated cheese - 2 kilos
- Bell peppers - 20 pieces
- Corn - 12 cans
- Red onion - 3 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Olive oil - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Vegetarian burgers - 40 pieces
- Hamburger buns - 140 pieces
- Lettuce - 6 heads
- Pickles - 4 jars
- Onions - 3 kilos
- Satay sauce - 3 jars
- Coffee milk - 2 bottles
- Ice cubes - 20 kilo
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Sponges - 12 pieces
- Kitchen gloves - 4 pairs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Bread bags - 2 boxes

Tips

Prepare one relay baton for every team, plus at least 2 spare batons. Keep the spares at the start or transition area so a dropped or damaged baton does not stop the race.
Pack bib numbers and four safety pins per participant, then add roughly 10% extra pins. Sort the bibs before race day and keep a printed participant list at registration.
Mark the course with cones, marker cones, route arrows and barrier tape before the briefing. Bring extra arrows and tape because signs can be moved, covered or damaged during setup.
Give each transition zone its own sign and place course maps on clipboards for volunteers. Prepare at least one stopwatch and one score sheet per timing point, with spare pens available.
Plan the finish and waiting area together: provide enough chairs and beer tables for the expected crowd, place waste bins near food and drink points, and test the sound system, microphones and extension cords before participants arrive.

Frequently asked questions

What equipment do I need for a team relay?: You need relay batons, bib numbers, safety pins, cones, route arrows, transition zone signs, barrier tape, start flags, stopwatches and score sheets. Add a megaphone or sound system with microphones if instructions must reach the whole field.
How many relay batons do I need?: Use one baton per registered team and keep at least 2 spare batons available. For example, 20 teams require 22 batons for a practical race-day setup.
How many safety pins should I buy for a relay race?: Allow 4 safety pins per participant, plus about 10% extra. For 100 participants, buy at least 440 pins so damaged or missing pins do not delay registration.
When should I prepare the team relay supplies?: Finish shopping and collect the materials at least 3 to 5 days before the event. Test timing, audio and power equipment no later than the day before, and sort bibs, medals and signs before setup begins.

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.