How to organise a two-person race

A two-person race needs more than a start line and a stopwatch. Begin by confirming the route, permissions and separate start and finish locations, then open registration early enough to collect participant details and dietary requirements. In the final week, prepare bib numbers, wristbands, signs and refreshments. On race day, allow time for course marking, registration, the changing area, catering and a volunteer briefing before the first pair starts.

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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
Check the route and permit
2 people
2
Set start and finish locations
2 people
3
Make reservations
4
Publish registration form
5
Send invitations
2 people
6
Publish route information
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign start numbers
2 people
10
Print participant list
11
Sort bib numbers and wristbands
2 people
12
Do the shopping
2 people
13
Check materials
2 people
14
Prepare route signs
2 people
15
Chill drinks
2 people
16
Set out the course
6 people
17
Build the start and finish arch
4 people
18
Set up tables and chairs
4 people
19
Set up the registration table
2 people
20
Set up catering point
3 people
21
Test music and microphone
2 people
22
Brief volunteers
2 people

Event

23
Hand out race numbers
3 people
24
Register participants
3 people
25
Designate a changing area
26
Lead the warm-up
2 people
27
Give the start briefing
2 people
28
Provide the starting signal
2 people
29
Staff traffic points
8 people
30
Keep time records
2 people
31
Staff the water station
3 people
32
Receive finishers
4 people
33
Hand out medals and water
3 people
34
Refill drinks
2 people
35
Serve snacks
3 people
36
Process results
2 people
37
Handle prize ceremony
3 people
38
Inform participants about the results
39
Handle the final drinks round
2 people

Aftercare

40
Remove course markings
4 people
41
Collect materials
4 people
42
Collect waste
4 people
43
Wash dishes
2 people
44
Clean the venue
4 people
45
Switch off equipment
2 people
46
Return borrowed materials
2 people
47
Store leftover stock
2 people
48
Send results and photos

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 30
Bar stoolsqty 4
Dressing room racksqty 4
Clothes hangersqty 60

Sports equipment

Bib numbersqty 150
Safety pinsqty 300
Finisher medalsqty 150
Conesqty 40
Barrier tapeqty 8
Route arrowsqty 30
Kilometer markersqty 10
Disposable cupsqty 500
Sports watchesqty 3
Stopwatchesqty 4
First aid kitsqty 2
Coolersqty 4
Water jugsqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 3
Power stripsqty 4
Power banksqty 4

Tableware

Reusable cupsqty 180
Platesqty 180
Cutlery setsqty 180

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving traysqty 8
Serving tongsqty 6

Decorations

Start-finish arch
Buntingqty 8
Tableclothsqty 8
Stage ribbonsqty 3

Lighting

String lightsqty 6
LED lanternsqty 8

Cleaning

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

Catering

Groceries

Tips

Confirm the route and any permit requirements before publishing invitations. Set the start and finish points at the same time, including where participants will register, change and collect medals.
Open registration at least two weeks before race day if possible. Use the form to collect names, contact details and dietary requirements, then print the participant list and assign bib numbers before setup begins.
Prepare route signs, cones, barrier tape and kilometre markers in separate labelled bundles. Put them out in route order so volunteers can mark the course without stopping to sort equipment.
Allow at least 90 minutes before the first start for tables, chairs, tents, the registration point, catering and the start-finish arch. Chill drinks in coolers and fill water jugs before participants arrive.
Brief volunteers 30 minutes before registration opens. Cover bib handout, course turns, timing, first aid, refreshments and what to do if a participant is missing or takes the wrong route.

Frequently asked questions

How far in advance should I organise a two-person race?: Start planning at least four weeks ahead if you need to check a route, request a permit or make reservations. Open registration around two weeks before the race and close it early enough to print the participant list and sort bib numbers.
How long before the race should participants arrive?: Ask participants to arrive 45 to 60 minutes before their start time. This gives them time to register, collect race numbers, use the changing area and listen to final route instructions.
How much water and how many drinks do I need for a two-person race?: Plan at least 500 ml of water per participant for the event, plus extra for warm weather and volunteers. For post-race refreshments, allow two to three drinks per person during the first hour and keep them chilled before registration opens.
When should I set up the race course?: Set out cones, arrows, barrier tape and kilometre markers 60 to 90 minutes before the first start. Walk or cycle the full route once after marking it, checking every turn and removing signs after the final participant has finished.

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.