Torch relay checklist: what to arrange and when

A torch relay needs more than torches and a route. You must secure permissions, make the course safe, coordinate checkpoints and give participants clear instructions before event day. This checklist covers the practical sequence, from setting the start location and opening registration to briefing volunteers and marking the route. It also helps you catch late jobs such as checking fuel, charging radios and reviewing the weather forecast.

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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

Set route and start location
2 people
Apply for permits
Check the route for safety
2 people
Reserve the start and finish area
Apply for traffic measures
Send invitations
2 people
Open registration form
Keep track of the participant list
Collect dietary requirements
Assign volunteers
2 people
Assign route checkpoints
2 people
Send participant information
Check the weather forecast
Check torches and fuel
2 people
Collect materials
2 people
Do the shopping
2 people
Sort bib numbers and wristbands
2 people
Prepare route signs
2 people
Prepare the volunteers briefing

Event

Open venue
2 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
3 people
Mark off the start and finish area
4 people
Place route arrows
4 people
Set up route checkpoints
4 people
Hang lighting
3 people
Set up registration desk
2 people
Chill drinks
2 people
Set up catering
3 people
Lay out the torches safely
2 people
Place fire extinguishers
2 people
Check registrations
3 people
Hand out race numbers
3 people
Distribute torches
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Give participant briefing
2 people
Give safety instructions
2 people
Light torches
4 people
Give the signal
2 people
Staff route checkpoints
10 people
Guide participants
6 people
Manage traffic at route checkpoints
6 people
Keep track of finish times
3 people
Hand out water
3 people
Refill drinks
2 people
Refill snacks
2 people
Extinguish torches
4 people
Thank participants
2 people

Aftercare

Remove route arrows
4 people
Remove the barriers
4 people
Clear tables and chairs
4 people
Take down tents
4 people
Store torches safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Registration desk
Clothes racksqty 2

Tableware

Reusable cupsqty 180
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Thermos flasksqty 6
Serving plattersqty 12

Sports equipment

Torchesqty 180
Spare torchesqty 20
Bib numbersqty 180
Race bib strapsqty 180
Route arrowsqty 40
Traffic conesqty 40
Crowd control barriersqty 20
Ribbonsqty 10
Reflective vestsqty 20
Stopwatchesqty 4

Equipment

Walkie-talkiesqty 12
Megaphone
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2
Bluetooth speaker
Cash register with change tray

Lighting

LED string lightsqty 6
LED lanternsqty 10
Headlampsqty 12

Safety

Fire extinguishersqty 4
Fire blanketsqty 4
First aid kitsqty 2
Emergency blanketsqty 20
High-visibility vestsqty 12

Kitchen

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving jugsqty 4
Ice packsqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Start with the route and start location, then apply for permits and traffic measures before inviting participants. Allow several weeks for approvals, since safety changes may be requested.
Set a firm registration deadline at least 7 days before the relay. Use the final participant list to assign bib numbers, collect dietary requirements and allocate volunteers to route checkpoints.
Brief checkpoint volunteers 30–60 minutes before opening. Give each team a reflective vest, walkie-talkie, route instructions and a clear escalation plan for a missed runner or blocked section.
Check every torch and its fuel 1–2 days before the event, and keep spare torches ready at the start and finish. Do not leave charging stations, extension cords or power strips until setup morning.
Mark the route before participants arrive, using route arrows, ribbons, traffic cones and barriers where needed. Walk the full course once after marking it; a single missing arrow can send runners the wrong way.

Frequently asked questions

How far in advance should I plan a torch relay?: Start planning at least 8–12 weeks ahead. Apply for permits, reserve the start and finish areas, and request traffic measures first; open registration only once the route is reasonably confirmed.
How many volunteers do I need for a torch relay?: Plan at least 1 volunteer at registration, 1 at the start, 1 at the finish and 1 at every route checkpoint. Add a roaming coordinator when the route has more than 4 checkpoints or includes busy crossings.
When should I check the weather for a torch relay?: Check the forecast 7 days before the relay and again 24 hours before it starts. Use the final check to confirm tents, lighting, clothing guidance, route safety and any changes volunteers must communicate.
What equipment should I check the day before a torch relay?: Test all torches, spare torches, walkie-talkies, the megaphone, stopwatches and charging stations 1–2 days before the event. Also count bib numbers, straps, reflective vests, route arrows, cones and barriers against the final plan.

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.