Torch relay shopping list: what to buy and bring

A torch relay needs more than torches and runners. You will need clear route markers, safety equipment, participant identification, communication tools and practical supplies for registration and refreshments. Plan quantities around the number of torchbearers, exchange points, volunteers and spectators, then add spares for items that can fail or go missing. Check lighting and power needs early, especially if the relay starts or finishes after dark.

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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
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Apple juice - 12 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cups - 250 pieces
- Stir sticks - 250 pieces
- Napkins - 500 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Young cheese - 5 kilos
- Back ham - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Butter - 1 kilo
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cucumbers - 10 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Apples - 150 pieces
- Bananas - 100 pieces
- Grapes - 8 kilos
- Muesli bars - 200 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Peanuts - 4 kilos
- Herb cheese - 2 kilos
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Disinfectant wipes - 6 packs
- Torch fuel - 10 liters
- Lighters - 12 pieces
- Ice pops - 150 pieces

Tips

Order one torch for each active torchbearer and keep at least 10% spare, so a damaged or unlit torch does not stop the relay. Match torch holders and fuel to the torch model before ordering.
Prepare route control equipment for every crossing point: allow at least two traffic cones per point, plus signs, arrows and barriers wherever participants or spectators could leave the planned route.
Give every registered participant a bib number and wristband, then print at least 5% extra. Keep the final list and spare numbers at the registration desk rather than packing them with the route equipment.
Plan one walkie-talkie for each key coordination role, including the route lead, start, finish, exchange points and first-aid staff. Charge all units and power banks the day before, and bring a megaphone as a backup for crowd instructions.
For an evening relay, provide a light source at the start, finish and each exchange point. Pack headlamps, battery lanterns, extension cords and power strips separately so volunteers can set them up without searching through the main equipment.

Frequently asked questions

How many torches do I need for a torch relay?: Buy one torch for every torchbearer using a torch at the same time, plus at least 10% spare. If 40 torchbearers are active, plan for 44 torches where practical, along with compatible holders and fuel.
What safety equipment is needed for a torch relay?: Plan reflective vests for route marshals, traffic cones, traffic signs, route arrows and crowd control barriers. Equip every crossing point with enough visible markers for approaching traffic, and keep spare signs and cones at the start or finish.
When should I order torches and relay supplies?: Order torches, fuel and custom-printed items several weeks before the relay, allowing extra time for delivery or replacements. Confirm quantities after registration closes and inspect all torches and materials at least one day before the event.
How many walkie-talkies are needed for a torch relay?: Provide one walkie-talkie for each essential coordination position: start, finish, route lead, exchange points and first-aid staff. For five exchange points, that usually means at least 8 to 10 radios, with charged batteries or power banks.

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