Bubble run checklist: what to arrange and when

A bubble run needs more than a route and a few bubble machines. You have to coordinate permits, registration, participant limits, traffic safety, volunteers, timing, medals and power on the day itself. Start with the date and course, then secure the location, permissions and suppliers before opening registration. This checklist follows the practical order from first planning decisions to race-day checks, including details that are easy to leave until the last week.

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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

Set the date and route
2 people
Check permits and notifications
2 people
Reserve start and finish location
Check insurance
Set participant limit
2 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Order race numbers
Place medal order
Reserve bubble machines
Develop the traffic plan
2 people
Check the course for safety
3 people
Assign volunteers
2 people
Arrange first aid staffing
Print the run sheet
Send participant information
Check the weather forecast
Collect emergency contacts
Sort bib numbers
2 people
Check medal ribbons
2 people
Prepare bubble solution
2 people
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare route signs
2 people
Assemble starter packs
4 people

Event

Inspect the site
3 people
Put up barriers
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the first aid station
2 people
Set up bubble machines
3 people
Test the bubble machines
3 people
Set up the start and finish arch
4 people
Place route signs
4 people
Set up water stations
3 people
Test music and microphone
2 people
Set up catering
3 people
Brief volunteers
3 people
Receive participants
6 people
Hand out race numbers
4 people
Carry out the final course check
3 people
Lead the warm-up
2 people
Give the signal
2 people
Staff the course checkpoints
10 people
Guide participants
6 people
Operate the bubble machines
4 people
Hand out water
4 people
Refill drinks
2 people
Serve snacks
3 people
Staff the medal handout
3 people
Staff the photo booth
2 people
Empty trash bins
2 people
Guide the finish area
4 people
Manage walk-in arrivals
3 people
Operate lights and music
2 people
See off the last participants
3 people
Switch off bubble machines
3 people

Aftercare

Remove the course barriers
4 people
Dismantle furniture
4 people
Pack equipment safely
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Count bubble solution and materials
2 people
Return borrowed items
2 people
Return rented equipment
2 people
Store leftover stock
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 5
Folding chairsqty 30
High tablesqty 8
Start arch
Finish arch
Waste binsqty 12

Sports equipment

Bib numbersqty 180
Safety pinsqty 400
Finisher medalsqty 180
Directional signsqty 25
Conesqty 40
Traffic conesqty 30
Crowd barriersqty 20
Barrier tapeqty 8
Hand stopwatchesqty 4
Starter pistol
Sports bagsqty 6

Equipment

Bubble machinesqty 6
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Portable speakersqty 2
Wireless microphone
Mixer
Coolersqty 6
Rechargeable work lightsqty 6
Power banksqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 200
Reusable cutleryqty 220
Coffee cupsqty 80
Water jugsqty 12
Serving spoonsqty 8

Kitchen

Water kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Ice packsqty 24
Water dispensersqty 4

Cleaning

Waste binsqty 6
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Spongesqty 12
Hand broomsqty 4
Microfiber clothsqty 20

Lighting

String lightsqty 6
Battery lanternsqty 8

Catering

Groceries

Tips

Set the participant limit before publishing registration. It affects the number of bibs, medals, volunteers, cups, bubble solution and the size of the start and finish areas.
Check power at every bubble station at least two weeks before the run. Count extension cords, cable reels and power strips, and keep rechargeable work lights and power banks available for late setup or poor weather.
Send participant information no later than seven days before the event. Include arrival time, parking or transport instructions, the route, what to wear, emergency contact details and any rules for children.
Assign volunteers by position rather than asking everyone to help generally. Cover registration, course direction, traffic points, bubble machines, the finish area and first aid, then print the run sheet for quick reference.
Prepare medals, bib numbers, safety pins and participant lists in separate labelled batches before race morning. Check medal ribbons and sort bib numbers in sequence so registration does not become a bottleneck.

Frequently asked questions

How far in advance should I plan a bubble run?: Start at least 8 to 12 weeks before the event. Use the first weeks for the date, route, permits, location, insurance and participant limit; open registration only after those basics are confirmed.
How many volunteers do I need for a bubble run?: Plan at least one volunteer for registration, each significant traffic or crossing point, every bubble station, the finish area and participant support. Final numbers depend on the route, but assign roles before the last two weeks rather than filling gaps on the day.
When should I order bubble run medals and bib numbers?: Order both at least 4 to 6 weeks before the run, after the participant limit is set. Keep a small buffer for late registrations or damaged items, and check the delivery as soon as it arrives.
When should I check the weather for a bubble run?: Check the forecast 7 days before the event and again 24 hours before the start. Use those checks to confirm tents, lighting, cable protection, water arrangements and any changes needed for the route or start and finish areas.

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.