What to buy for a walking relay

A walking relay needs more than batons and route maps. You will also need clearly marked exchange points, registration supplies, lighting, drinks and a simple setup for the start and finish. Plan quantities around your participant count, then add a small buffer for lost bibs, spilled drinks and extra volunteers. Check power, weather protection and visibility early; these are the items most often arranged too late.

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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
- Still water - 120 bottles
- Sparkling water - 24 bottles
- Isotonic sports drink - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Tea - 120 bags
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Buns - 150 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 1 kilo
- Jam - 3 jars
- Bananas - 120 pieces
- Apples - 120 pieces
- Oranges - 80 pieces
- Muesli bars - 150 pieces
- Raisins - 3 kilos
- Salted peanuts - 2 kilos
- Wine gums - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Salt - 500 grams
- Pepper - 250 gram
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Trash bags - 60 pieces
- Aluminum foil - 2 rolls

Tips

Buy one bib number per participant, plus 5–10% extra for damaged or forgotten numbers. Keep them with clipboards, pens and the registration materials so volunteers can hand them out quickly.
For drinks, allow two to three servings per person during the first hour, then adjust for the route length and weather. Use coolers for cold drinks and thermos flasks, coffee machines or kettles for hot drinks.
Plan one reusable cup per expected drink service if volunteers can wash and return them; otherwise allow at least two cups per participant. Add plates and cutlery sets only for the food you are actually serving.
Count lighting by location, not just by person: place LED lanterns at the start, finish and every dim exchange point, and give route or safety volunteers headlamps. Buy spare batteries before setup day.
Prepare route supplies as a complete kit: maps, directional signs, cones, barrier tape, flags and reflective vests. Pack each exchange point separately so volunteers do not have to search through one large box.

Frequently asked questions

How many bib numbers do I need for a walking relay?: Prepare one bib number for every registered participant and add 5–10% extra. For 100 walkers, that means 105 to 110 bib numbers.
How much water and how many drinks should I buy?: Start with two to three drinks per person for the first hour, then add more for warm weather or a longer route. For 100 participants, that is 200–300 servings before allowing for volunteers.
How many route signs and cones do I need?: There is no fixed number without the route length, but mark every turn and exchange point, then add one extra sign for each approach. Count cones and barrier tape for every area where walkers could take a wrong turn.
When should I buy the walking relay supplies?: Buy non-perishable route, registration and safety supplies at least 1–2 weeks before the relay. Chill drinks and collect rented furniture or equipment 1–2 days before, leaving time to replace missing items.

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