Walking relay checklist: what to arrange and when

A walking relay needs more than a route and a group of teams. You need permission to use the route, clearly marked exchange points, volunteers who know their positions, and a registration process that does not delay the start. This checklist covers the planning sequence, from reserving the start location and collecting dietary requirements to checking lighting, setting up change points, and briefing volunteers. Use it to keep route safety, participant information, equipment, refreshments, and event-day setup together.

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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

Apply for a route permit
Set route and exchange points
2 people
Make a reservation for the start location
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign rotating teams
2 people
Assign volunteers
2 people
Print bib numbers and route maps
Check route signage
2 people
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Set up the start and finish area
5 people
Set up the registration tables
2 people
Place route arrows and ribbons
4 people
Set up change points
6 people
Check lighting along the route
3 people
Distribute first aid supplies
2 people
Brief volunteers
2 people

Event

Open registration desk
3 people
Register participants
4 people
Hand out race numbers
2 people
Explain the route and switches
2 people
Start the walking relay
2 people
Staff exchange points
6 people
Staff route checkpoint
4 people
Serve drinks
2 people
Refill drinks
2 people
Replenish snacks
2 people
Register participants at the finish line
3 people
Receive finishers
3 people
Perform final route check
2 people
Bring in the last participants
2 people

Aftercare

Remove route arrows and ribbons
4 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the start and finish area
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Dispose of waste
2 people
Return lost property

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 20
Waste binsqty 6

Tableware

Reusable cupsqty 180
Platesqty 120
Cutlery setsqty 120
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Bib numbersqty 120
Relay batonsqty 20
Route mapsqty 140
Clipboardsqty 12
Conesqty 30
Barrier tapeqty 8
Reflective vestsqty 20
First aid kitsqty 3
Emergency blanketsqty 10

Lighting

LED lanternsqty 12
Headlampsqty 12
Batteriesqty 48

Decorations

Start/finish arch
Flagsqty 12
Directional signsqty 30
Wax crayonsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Cooling platesqty 6

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Apply for the route permit before sending invitations. The approved route determines your exchange points, signage, volunteer positions, and the maps you print for participants.
Assign rotating teams and volunteers before the final week, then give every volunteer a named position and arrival time. Keep route maps, clipboards, reflective vests, and first aid supplies ready for their briefing.
Check the full route in daylight and again for poor-light sections. Place arrows, ribbons, cones, and directional signs where walkers could take a wrong turn, and use LED lanterns or headlamps where needed.
Finish registration details before printing bib numbers and route maps. Keep dietary requirements with the catering plan, and prepare a separate registration table so late arrivals do not block the start area.
Set up the start, finish, and exchange points before opening registration. Chill drinks, test coffee machines and kettles with the available extension cords and power strips, and place waste bins where groups actually gather.

Frequently asked questions

How far in advance should I apply for a walking relay route permit?: Apply as soon as the route is drafted, preferably at least 6 to 8 weeks before the relay. You need the approved route before confirming exchange points, printing maps, and sending final participant information.
When should volunteers be assigned for a walking relay?: Assign volunteers at least 2 weeks before the event and confirm their positions and arrival times during the final week. Brief them before registration opens, including route markings, first aid procedures, and who to contact if a participant is missing.
How many route maps and bib numbers should I print?: Print one bib number for every registered participant, plus about 5% extra for corrections or late changes. Prepare at least one route map per team and additional copies for route volunteers, the registration desk, and the start/finish team.
How early should the walking relay start and finish area be set up?: Allow at least 2 hours for setup before participants arrive. This gives you time to assemble tables and signage, check lighting and power, mark the route, distribute first aid supplies, and resolve missing equipment before registration begins.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.