Costume Run-Through Checklist

A costume run-through needs more than a route and a collection of outfits. You need the course, permissions, safety cover, registration process and costume logistics ready before participants arrive. This checklist follows the work from choosing the date and route through to starter packs, signage and the finish area. Use it to keep the 76 planning tasks moving and to check that practical details—such as sizing, dietary requirements, power and traffic control—are not left until event day.

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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

Record date and route
2 people
Apply for permits
Check insurance
Reserve start and finish location
Arrange traffic controllers
Arrange first aid coverage
Open the registration form
Send invitations
2 people
Publish route map
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Design race numbers
Print race numbers
2 people
Check participant list
2 people
Check costume sizing
2 people
Create a music playlist
Order prizes and medals
Check route in advance
2 people
Distribute traffic plan
Check the shopping list
2 people
Do the shopping
3 people
Sort costumes
2 people
Assemble starter packs
3 people
Prepare route arrows
2 people
Bring materials to the venue
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Assemble the start arch
3 people
Assemble the finish arch
3 people
Set up registration tables
2 people
Set up costume distribution
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Lay out bib numbers
2 people
Place route arrows
4 people
Place kilometer markers
2 people
Place traffic barriers
4 people
Test sound system
2 people
Set up the first aid station
2 people
Check toilets
2 people
Brief traffic controllers
2 people
Give volunteer briefing
2 people

Event

Open registration
4 people
Hand out starter packs
4 people
Distribute costumes
3 people
Guide participants to the start
3 people
Give the starting signal
2 people
Staff route checkpoint
8 people
Staff traffic points
6 people
Carry out finish registration
3 people
Hand out medals
2 people
Refill drinks
2 people
Serve snacks
3 people
Operate the music
Guide the photo moment
2 people
Honor the prize winners
3 people
Collect costumes
3 people
Guide the audience to the exit
2 people

Aftercare

Remove route barriers
4 people
Collect route arrows
4 people
Collect waste
4 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
2 people
Clean the venue
4 people
Reload materials
3 people
Collect lost and found items
2 people
Wash costumes
2 people
Return costumes
2 people
Return rental equipment
2 people
Lost and found messages
Send participants' photos
Publish results
Process invoices and receipts
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 24
Registration deskqty 2
Clothes racksqty 4
Waste binsqty 8

Sports equipment

Start arch
Finish arch
Route arrowsqty 35
Kilometer markersqty 6
Bib numbersqty 120
Race bib strapsqty 120
Medalsqty 120
Costumesqty 120
Clothing coversqty 120
Traffic conesqty 30
Crowd barriersqty 12
Ropeqty 100
Whistlesqty 12
Stopwatchesqty 4
Clipboardsqty 12
Pensqty 40
Emergency blanketsqty 12
Glovesqty 12

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 12
Mobile phone chargersqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 160
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Ice packsqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon weightsqty 8
Tableclothsqty 8
Wayfinding signsqty 12
Photo backdrop

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 12
Laundry basketsqty 6

Catering

Groceries

Tips

Start with the date, route and permissions. Allow several weeks for permits, insurance checks and approval of traffic arrangements before you open registration.
Walk the full route before publishing the map, then check it again shortly before the event. Confirm where route arrows, kilometre markers, cones and crowd barriers will go.
Close registration early enough to process the participant list, dietary requirements and costume sizes. A final check 3–5 days before the event gives you time to correct bibs and starter packs.
Plan the start and finish as separate work zones. Leave space for the registration desk, clothes racks, costume covers, tables, chairs, waste bins and a clear route for participants moving from start to finish.
Test the sound system, microphone, speakers and extension cords before the day. Pack power strips, power banks and LED lamps as backups, especially if registration or the finish area may run after daylight.

Frequently asked questions

How far in advance should I organise a costume run-through?: Start planning at least 6–8 weeks ahead. Use the first weeks for the date, route, permits, insurance, locations and safety cover, then open registration once those basics are confirmed.
When should I publish the costume run-through route?: Publish the route after an initial course check and permit review, ideally 3–4 weeks before the event. Recheck the route 3–7 days beforehand so temporary works or access changes can be reflected in your traffic plan.
When should I prepare race numbers and starter packs?: Prepare them after registration closes and the participant list has been checked. Aim to print numbers and assemble packs 2–3 days before the run, leaving one final day for corrections.
How many volunteers do I need for a costume run-through?: Assign separate people to registration, route points, traffic control, first aid, costume handling and the finish area. Set the roster at least 1 week before the event, then confirm every shift 24–48 hours in advance.

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.