How to organise a couples run from start to finish

A couples run needs more than a route and a start time. Set the date and course first, then secure the permit, starting location and toilets before opening registration. Once runners sign up, use the participant list to prepare bib numbers, wristbands, dietary information and volunteer assignments. On event day, set up the course, registration desk, start and finish arch, refreshments and sound system in that order so runners can check in without delaying the start.

Organize this event for free with Lizzt

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
Apply for route permit
3
Reserve starting location
4
Reserve toilets
5
Send invitations
2 people
6
Open registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Check participant list
2 people
10
Make bib numbers
2 people
11
Prepare route signs
2 people
12
Assign volunteers
13
Inform volunteers
14
Check the weather forecast
15
Do the shopping
2 people
16
Sort bib numbers and wristbands
2 people
17
Chill drinks
2 people
18
Prepare the coffee and tea station
2 people
19
Set out the course
4 people
20
Set up the start and finish arch
3 people
21
Set up tables and chairs
4 people
22
Set up party tents
4 people
23
Set up registration desk
2 people
24
Set up the catering buffet
3 people
25
Test sound system
2 people
26
Prepare first aid supplies

Event

27
Staff volunteer stations
6 people
28
Receive participants
3 people
29
Hand out race numbers
3 people
30
Give start instructions
2 people
31
Let the couples start
3 people
32
Monitor the course and intersections
6 people
33
Hand out drinks between meals
3 people
34
Keep track of finish times
2 people
35
Refill drinks
2 people
36
Serve snacks
3 people
37
Process the results
2 people
38
Present prizes
2 people
39
Provide music and atmosphere
40
Restock the buffet
2 people
41
Guide the last participants
2 people

Aftercare

42
Remove directional signs
4 people
43
Collect waste
3 people
44
Clear tables and chairs
4 people
45
Take down party tents
4 people
46
Wash dishes
2 people
47
Clean the venue
3 people
48
Count and pack materials
2 people
49
Return borrowed materials
2 people
50
Store leftover non-perishable items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Table skirtsqty 8

Sports equipment

Start and finish arch
Directional signsqty 20
Conesqty 30
Barrier tapeqty 6
Bib numbersqty 120
Start number bandsqty 120
Stopwatchesqty 4
Whistlesqty 6
Safety vestsqty 12
Medalsqty 120
Winner's cupsqty 6

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2

Tableware

Reusable cupsqty 150
Reusable platesqty 150
Reusable cutleryqty 150
Serving plattersqty 12
Coffee cupsqty 60

Kitchen

Cutting boardsqty 3
Cooking supplies
Ice cube traysqty 4

Decorations

Buntingqty 8
Balloon archesqty 2

Lighting

LED light stringsqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the route, permit and starting location before sending invitations. If a permit is required, submit it early enough to allow for processing and route changes.
Close registration early enough to check the participant list, record dietary requirements and prepare bib numbers and wristbands. Sorting these by participant before event day prevents queues at the registration desk.
Assign volunteers to specific jobs rather than giving one general briefing. You need clear cover for registration, route signs, crossings, timing and the finish area, with safety vests and whistles ready.
Set out the course before opening registration. Place directional signs, cones and barrier tape where runners need them, then walk or cycle the route once to check that every turn is obvious.
Prepare refreshments and power-dependent equipment before runners arrive. Chill the drinks, fill thermos flasks, test the portable speaker and wireless microphone, and keep extension cords away from wet or busy areas.

Frequently asked questions

How far in advance should I organise a couples run?: Start planning at least 8 to 12 weeks before the event. Secure the route permit, starting location and toilets first, then allow time for registration, volunteer assignments and ordering supplies.
How many volunteers do I need for a couples run?: Plan for at least one person at registration, one at the start and finish, and one at every crossing or route point that needs supervision. Add a coordinator and a backup, then increase the total when the route has several turns or a large participant list.
When should registration close for a couples run?: Close registration 5 to 7 days before the run if you need personalised bib numbers and wristbands. This gives you time to check names, dietary requirements, volunteer coverage and quantities for drinks and catering.
What should I prepare the day before a couples run?: Sort bib numbers and wristbands, check the weather forecast, chill the drinks and pack the route equipment the day before. Leave only the outdoor setup, coffee and tea station, buffet and final sound check for event morning.

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.