What you need for a torch relay

A torch relay needs more than torches and fuel. You will also need clear route markers, bib numbers, reflective clothing, communication equipment and supplies for registration and refreshments. Plan the equipment around the number of participants, checkpoints and volunteers, then add spares for anything that can fail during the route. This checklist covers the practical items to buy, borrow or arrange before setup day.

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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
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Alcohol-free beer - 48 bottles
- Coffee - 6 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee biscuits - 8 packs
- Whole wheat bread - 12 loaves
- White rolls - 180 pieces
- Vegan sandwiches - 30 pieces
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 3 kilos
- Vegan spread - 2 kilos
- Butter - 2 kilos
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 6 bags
- Muesli bars - 200 pieces
- Bananas - 15 kilos
- Apples - 15 kilo
- Grapes - 8 kilos
- Lemons - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Nitrile gloves - 4 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Disposable lighters - 12 pieces
- Torch fuel - 20 liters
- Matches - 4 boxes
- Labels - 4 rolls
- Permanent markers - 12 pieces
- Printer paper - 2 packs
- Wristbands - 220 pieces
- Rope - 4 rolls
- Duct tape - 8 rolls
- Cable ties - 300 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Bandages - 6 boxes
- Sterile gauze pads - 4 boxes
- Disinfectant spray - 4 bottles
- Wound dressing - 12 rolls
- Cooling packs - 20 pieces
- Hand soap - 4 bottles
- Hand sanitizer gel - 8 bottles
- Sunscreen - 4 bottles
- Rain ponchos - 30 pieces
- Wooden stirrers - 500 pieces
- Coffee filters - 4 packs
- Ice cubes - 20 kilo
- Aluminum trays - 100 pieces
- Diet biscuits - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan cheese - 2 kilo

Tips

Plan at least one torch per participant, plus spare torches for failures, late arrivals or handover problems. Check the fuel and test every torch before the event rather than on the start line.
Use one route arrow at each turn and add extra signs before crossings or confusing sections. Traffic cones, barriers, ribbons and reflective vests should be ready before volunteers go to their checkpoints.
Prepare one bib number and strap per participant, with a small reserve for replacements. Keep registration supplies, the participant list and dietary information together at the registration desk.
Count communication devices by team rather than by total attendance: the start, finish and each checkpoint need a reliable way to contact the organiser. Charge walkie-talkies, phones and other equipment the day before.
Allow enough power and lighting for the setup area and finish area. Test extension cords, power strips, charging stations, LED string lights and lanterns before opening the venue, especially if the relay finishes after dark.

Frequently asked questions

How many torches do I need for a torch relay?: Plan one torch for every participant who carries the flame, then add at least 10% spare torches. For 50 participants, that means 55 torches if possible, subject to the relay format and handover schedule.
How many bib numbers and straps should I buy?: Prepare one bib number and one race bib strap per registered participant, plus 5 to 10 spare sets. For a group of 50, prepare 53 to 55 complete sets so damaged or missing items do not delay registration.
When should I check the route and safety equipment?: Walk the full route at least 7 days before the relay and repeat the check on the event morning. Place route arrows, cones, barriers and ribbons only after confirming the final route and traffic measures.
When should I charge the walkie-talkies and other equipment?: Charge walkie-talkies, phones, speakers and other rechargeable equipment 24 hours before the relay. Test the devices again 2 hours before the start and keep charging stations available at the finish area.

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