Torch relay checklist: what to arrange and when

A torch relay needs more than torches and runners. You need a confirmed route, permission to use it, safe crossing points, trained volunteers and a clear handover plan. Start with the date and route, then work through permits, registration, staffing, equipment and participant communications. Leave the final week for checking numbers, weather, torches, fuel, signs and radios rather than solving basic planning gaps.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Reserve start and finish location
2 people
Apply for permits
Check the route for safety
3 people
Set traffic measures
2 people
Prepare participant information
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign crossing points
2 people
Assign torchbearers
2 people
Record exchange points
2 people
Schedule first aid staff
Order torches and fuel
Arrange Traffic Signs
Design race numbers
Create route maps
2 people
Prepare volunteer briefing
2 people
Create final participant list
2 people
Send confirmations
Order catering
Check the weather forecast
Inspect torches and materials
2 people
Sort bib numbers and wristbands
2 people
Mail out route packs
3 people
Store torches safely
2 people
Pick up groceries
2 people

Event

Mark out the route
6 people
Set up traffic signs
4 people
Set up the start and finish area
6 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang lighting
3 people
Connect sound equipment
2 people
Set up the registration table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up first aid table
2 people
Check the torches
3 people
Distribute torches at each relay point
3 people
Welcome volunteers
3 people
Give volunteer briefing
3 people
Register participants
4 people
Hand out race numbers
3 people
Give safety instructions
2 people
Assist with the opening ceremony
4 people
Light the torch
2 people
Assist the relay
8 people
Staff exchange points
12 people
Direct traffic
8 people
Track participants en route
3 people
Refill torches
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Manage finish-line reception
4 people
Extinguish torch
2 people
Thank participants
2 people

Aftercare

Remove route signs
4 people
Dismantle the start and finish area
6 people
Pack torches safely
2 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftovers safely
2 people
Share participant photos
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 24
Registration desk
Waste binsqty 6

Sports equipment

Torchesqty 30
Torch holdersqty 12
Spare torchesqty 6
Reflective vestsqty 30
Bib numbersqty 150
Wristbandsqty 150
Route mapsqty 40
Conesqty 40
Crowd control barriersqty 12
Traffic conesqty 30
Traffic signsqty 20
Route arrowsqty 40
Starting ribbon
Stamp cardsqty 150

Lighting

String lightsqty 6
Battery lanternsqty 8
Headlampsqty 12

Equipment

Mobile sound system
Wireless microphonesqty 2
Megaphonesqty 4
Walkie-talkiesqty 12
Power banksqty 8
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 150
Thermos flasksqty 6

Kitchen

Coolersqty 6
Water jugsqty 8
Serving traysqty 8
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6
Measuring cupsqty 2

Decorations

Buntingqty 8
Start arch
Welcome sign
Information boardsqty 4

Cleaning

Dustpan and brushqty 3
Bucketsqty 4
Spongesqty 8
Litter pickersqty 3
First aid kitsqty 2
Fire extinguishersqty 4
Heat-resistant glovesqty 6

Catering

Groceries

Tips

Confirm the route and start and finish locations before opening registration. Use the route check to identify crossings, barriers, traffic signs, lighting needs and every torch exchange point.
Apply for permits and agree traffic measures early. Allow at least 6–8 weeks for approvals where roads, crossings or public spaces are involved, and keep written confirmation with the event plan.
Recruit volunteers before assigning duties. Give each crossing point a named person, provide reflective vests and walkie-talkies, and hold a briefing at least 3–7 days before the relay.
Close registration in time to create one final participant list. Send confirmations with arrival instructions, route maps, bib numbers or wristbands, dietary information and the location of the registration desk.
Check torches, fuel, spare torches and holders no later than 48 hours before the start. Test the mobile sound system, microphones, megaphones, lanterns, headlamps, power banks and extension cords at the same time.

Frequently asked questions

How far in advance should I plan a torch relay?: Start at least 8–12 weeks before the relay. That gives you time to record the route, reserve the start and finish locations, apply for permits, recruit volunteers and order torches and fuel.
When should I apply for a torch relay permit?: Apply as soon as the route and date are stable, preferably 6–8 weeks before the event. Traffic measures, crossing points and public-space approvals may need separate review.
How many volunteers do I need for a torch relay?: Plan at least one volunteer for every staffed crossing point, plus a route lead, registration team and backup. Add 10–15% extra volunteers so one absence does not leave a post uncovered.
When should torch relay participants receive final details?: Send confirmations 5–7 days before the relay, after registration closes and the final participant list is ready. Include arrival time, meeting point, route map, handover instructions and what to do if the weather changes.

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.