How to organise a bubble run from start to finish

A bubble run needs more than a route and a few bubble machines. Start by fixing the date, course and participant limit, then secure the location, permissions, insurance and power supply before opening registration. After that, organise bibs, medals, volunteers, first aid and traffic control in one timeline. The final week is for checking weather, equipment, emergency contacts and the bubble solution so small gaps do not disrupt the start.

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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

1
Set the date and route
2 people
2
Check permits and notifications
2 people
3
Reserve start and finish location
4
Check insurance
5
Set participant limit
2 people
6
Publish registration form
7
Send invitations
2 people
8
Recruit volunteers
2 people
9
Approach sponsors
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Order race numbers
13
Place medal order
14
Reserve bubble machines
15
Develop the traffic plan
2 people
16
Check the course for safety
3 people
17
Assign volunteers
2 people
18
Arrange first aid staffing
19
Print the run sheet
20
Send participant information
21
Check the weather forecast
22
Collect emergency contacts
23
Sort bib numbers
2 people
24
Check medal ribbons
2 people
25
Prepare bubble solution
2 people
26
Collect materials
3 people
27
Do the shopping
2 people
28
Chill drinks
2 people
29
Prepare route signs
2 people
30
Assemble starter packs
4 people

Event

31
Inspect the site
3 people
32
Put up barriers
4 people
33
Build party tents
4 people
34
Set up tables and chairs
4 people
35
Set up registration desk
2 people
36
Set up the first aid station
2 people
37
Set up bubble machines
3 people
38
Test the bubble machines
3 people
39
Set up the start and finish arch
4 people
40
Place route signs
4 people
41
Set up water stations
3 people
42
Test music and microphone
2 people
43
Set up catering
3 people
44
Brief volunteers
3 people
45
Receive participants
6 people
46
Hand out race numbers
4 people
47
Carry out the final course check
3 people
48
Lead the warm-up
2 people
49
Give the signal
2 people
50
Staff the course checkpoints
10 people
51
Guide participants
6 people
52
Operate the bubble machines
4 people
53
Hand out water
4 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Staff the medal handout
3 people
57
Staff the photo booth
2 people
58
Empty trash bins
2 people
59
Guide the finish area
4 people
60
Manage walk-in arrivals
3 people
61
Operate lights and music
2 people
62
See off the last participants
3 people
63
Switch off bubble machines
3 people

Aftercare

64
Remove the course barriers
4 people
65
Dismantle furniture
4 people
66
Pack equipment safely
3 people
67
Collect waste
4 people
68
Clean the grounds
4 people
69
Wash dishes
3 people
70
Count bubble solution and materials
2 people
71
Return borrowed items
2 people
72
Return rented equipment
2 people
73
Store leftover stock
2 people
74
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 route and participant limit before publishing registration. This lets you match the number of bibs, medals, volunteers, toilets, barriers and first-aid cover to the actual field size.
Treat the bubble machines as a power and safety issue, not just entertainment. Check how many extension cords, cable reels, power strips and work lights you need, and keep cables away from wet or busy crossing points.
Finish the traffic and safety plan before assigning volunteers. Mark turns with directional signs, cones or barriers, and give each marshal a specific position, arrival time and emergency contact procedure.
Order bib numbers and finisher medals early enough to check them against the registration list. Sort the bibs before race day and inspect medal ribbons when the delivery arrives, rather than discovering shortages at registration.
Send participant information before the event with arrival time, route details, emergency arrangements and what to bring. Recheck the weather forecast in the final week and prepare a clear decision deadline for changes or cancellation.

Frequently asked questions

How far in advance should I organise a bubble run?: Start planning at least 8 to 12 weeks before the run. Use the first weeks for the date, route, permits, location, insurance and registration setup; leave the final 7 days for safety checks, equipment testing and participant updates.
How many volunteers do I need for a bubble run?: Plan separate people for registration, the start and finish, route crossings, bubble stations, first aid support and equipment. For a small run, begin with at least 1 volunteer per key crossing plus 2 to 4 people at registration and the finish, then add cover as the participant limit grows.
When should I order bib numbers and medals for a bubble run?: Order bib numbers and medals as soon as registration numbers are reliable, preferably 4 to 6 weeks before the event. Check quantities, numbering and medal ribbons when they arrive, not on race morning.
What should I check the day before a bubble run?: Walk the full course, confirm barriers and signs, test bubble machines and sound equipment, charge stopwatches and power banks, and verify volunteer and first-aid assignments. Also check the weather forecast and keep emergency contacts and the final run sheet together.

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.