Climbing challenge checklist

A climbing challenge needs more than walls and routes. You need a clear safety plan, confirmed participants, starter groups, route maps, scoring materials and enough trained support on the day. Start with the venue, permits and insurance, then open registration and arrange equipment, guides, catering and prizes. Use the checklist below to keep planning in the right order and avoid last-minute gaps at check-in or on the climbing floor.

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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

Confirm date and location
2 people
Determine climbing routes and zones
3 people
Prepare safety plan
2 people
Check permits
Check insurance
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Assign starter groups
2 people
Schedule climbing guides
2 people
Make reservations
Order catering
2 people
Order prizes and medals
Create route maps
2 people
Print score sheets
Send participant information
Check the weather forecast
Inventory supplies
2 people
Do the shopping
3 people
Check climbing equipment
3 people
Laminate route maps
2 people
Sort bib numbers
2 people
Open venue
2 people
Conduct a safety check
3 people
Check climbing walls
3 people
Lay crash mats
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Hang up route maps
2 people
Lay out bib numbers
2 people
Set up catering
3 people
Chill drinks
2 people
Test sound system
2 people
Prepare first aid supplies
2 people
Give briefing to supervisors
3 people
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Explain the climbing rules
2 people
Lead the warm-up
3 people
Issue climbing gear
3 people
Supervise climbing rounds
8 people
Record scores
3 people
Monitor route safety
5 people
Refill drinks
2 people
Serve snacks
3 people
Maintain the break area
2 people
Check out climbing equipment
3 people
Announce finalists
2 people
Lead the final
6 people
Process final scores
2 people
Honor the winners
3 people
See participants off
3 people

Aftercare

Collect climbing equipment
4 people
Collect used dishes
3 people
Sort waste
3 people
Clean the venue
4 people
Put furniture back
4 people
Switch off equipment
2 people
Clean climbing equipment
3 people
Put climbing equipment back
3 people
Wash dishes
3 people
Check stock
2 people
Remove empty packaging
2 people
Return borrowed items
2 people
Store lost and found items
Thank participants
2 people

What to bring

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

Furniture

Registration tablesqty 3
Foldable tablesqty 8
Chairsqty 70
Party tentsqty 3
Waste binsqty 8
Dressing room racksqty 6

Sports equipment

Climbing wallsqty 4
Boulder blocksqty 12
Crash matsqty 12
Climbing ropesqty 16
Climbing harnessesqty 30
Climbing helmetsqty 30
Carabinersqty 40
circuit breakersqty 20
Climbing bagsqty 20
Top-rope climbing ropesqty 8
Climbing route setqty 4
Route map standsqty 8
Bib numbersqty 70
Scoreboardsqty 8
Stopwatchesqty 8
Conesqty 30
Barrier tapeqty 6
Training matsqty 10
Resistance bandsqty 12
Prize trophiesqty 6
Medalsqty 30
Certificatesqty 70

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 8

Catering

Thermos flasksqty 6
Drink dispensersqty 4
Coolersqty 8
Coolersqty 4
Groceries

Equipment

Speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 6
Laptop
Printer
Walkie-talkiesqty 10
Charging stationsqty 3
Power banksqty 6

Lighting

LED lampsqty 12
String lightsqty 6
Headlampsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Cookie tinsqty 6

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
Toilet paper holdersqty 6
Trash bag holdersqty 8

First aid

First aid kitsqty 2
Ice packsqty 12
Emergency blanketsqty 6
Stretcher

Decorations

Directional signsqty 20
Directional signsqty 12
Welcome banner
Sponsor bannersqty 12
Chalkboardsqty 6

Tips

Set the date and venue before opening registration. Confirm permits, insurance, climbing zones and available walls early enough to change the format if a route or area is unavailable.
Build the safety plan around the actual climbing setup. Check ropes, harnesses, helmets, carabiners, crash mats, circuit breakers and top-rope equipment before participants arrive, not during check-in.
Close registration with enough time to process entries and dietary requirements. Send final participant information, assign starter groups and sort bib numbers before event day so the registration tables do not become a bottleneck.
Prepare one route map and one scoring process for every climbing zone. Laminate the maps, place them on stands, and print score sheets before opening the venue; replacing unclear instructions mid-challenge is difficult.
Plan the first and last hour separately. Have guides and check-in staff ready before opening, then keep medals, trophies, certificates, scoreboards and catering organised so results and refreshments do not compete for the same volunteers.

Frequently asked questions

How far in advance should I plan a climbing challenge?: Start at least 8 to 12 weeks ahead. That gives you time to confirm the venue, permits and insurance, open registration, schedule guides, order equipment or prizes, and send final participant information.
How many climbing routes should a challenge have?: Plan at least 3 to 5 routes or zones for a small challenge, with difficulty levels matched to the registered participants. Finalise the route set before printing maps and score sheets, ideally 1 to 2 weeks before the event.
When should I check the climbing equipment?: Carry out a full inventory and safety check 3 to 7 days before the challenge, then do a quick inspection again before opening. Check every rope, harness, helmet, carabiner, crash mat and circuit breaker that will be used.
When should I send information to climbing challenge participants?: Send the main participant information 5 to 7 days before the event. Include arrival time, starter group, venue details, what to bring, the registration process and any relevant safety or food information.

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.