Climbing clinic checklist: what to arrange and when

A climbing clinic needs more coordination than simply booking a wall. You need the participant list, climbing levels, instructor, safety paperwork and gear confirmed before anyone arrives. Dinner, transport details and dietary requirements also need decisions early, especially when the group is large. Use this checklist to work through registrations, equipment, food and venue setup in order, so the clinic starts on time and no one is waiting for missing information or gear.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Reserve climbing venue
Book a climbing instructor
Confirm dinner venue
Share transportation information
Ask participants' climbing level
Safety rules received
Coordinate climbing gear
Decide on the dinner and drink menu
2 people
Check the shopping list
Print climbing declarations
Confirm participants and times
Do the shopping
2 people
Keep fresh produce cool
Collect climbing equipment
2 people
Collect tableware and kitchen equipment
Charge phones and power banks

Event

Bring materials to the venue
2 people
Set up tables and chairs
2 people
Set up registration desk
Lay out climbing gear
2 people
Chill drinks
Receive participants
2 people
Have the climbing declarations signed
Try on climbing gear
2 people
Give the safety briefing
2 people
Lead the climbing clinic
3 people
Hand out break drinks
Take group photo
Collect climbing equipment
2 people
Prepare snacks and dinner
3 people
Set up buffet
2 people
Serve dinner
2 people
Refill drinks
Serve coffee and tea
Clear away dishes
2 people
Guide the final round and departure
2 people

Aftercare

Clear away food and drinks
2 people
Collect waste
2 people
Take down tables and chairs
2 people
Wash dishes
2 people
Clean the venue
2 people
Return climbing equipment
2 people
Store leftover materials
Return rented items
Share participant photos

What to bring

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

Furniture

Buffet tablesqty 2
Folding chairsqty 16
Clothing rack

Tableware

Reusable platesqty 16
Reusable bowlsqty 16
Cutlery setsqty 16
Drinking glassesqty 24
Coffee cupsqty 16
Serving plattersqty 6
Serving utensilsqty 6

Sports equipment

Climbing helmetsqty 14
Climbing harnessesqty 14
Climbing shoesqty 14
Chalk bagsqty 14
Liquid climbing chalkqty 3
Climbing ropesqty 4
Security devicesqty 6
Carabinersqty 12
Climbing matsqty 4

Equipment

Portable speaker
Phone tripod
Power banksqty 2
Extension cordsqty 2
Coolersqty 2

Kitchen

Chef's knifeqty 2
Cutting boardsqty 3
Bottle openersqty 2
Thermos flasksqty 2

Safety

First aid kit

Paper goods

Climbing declarationsqty 20
Pensqty 6

Cleaning

Waste binsqty 3
Towelsqty 8

Catering

Groceries

Tips

Collect climbing levels, registrations and dietary requirements at least 10 days before the clinic. This gives you time to adjust groups, brief the instructor and confirm the dinner menu.
Reserve the climbing venue and instructor before sending invitations. Ask for the safety rules and required equipment at the same time, then share the rules with participants at least 3 days before the event.
Print one climbing declaration for every participant, plus a small number of spares, and place them at the registration table. Check signatures before participants receive climbing gear.
Confirm arrival times, transport information and the dinner venue 48 hours in advance. Include when registration opens, where participants should meet and whether they need to bring specific clothing or shoes.
Pack climbing equipment separately from catering supplies and check every item before leaving: helmets, harnesses, climbing shoes, ropes, safety devices, carabiners, mats and chalk. Charge phones and power banks the evening before, then set out the gear before registration begins.

Frequently asked questions

How far in advance should I organise a climbing clinic?: Start at least 4 to 6 weeks ahead, because both the climbing venue and instructor may need separate bookings. Finalise registrations, climbing levels and dietary requirements around 10 days before the clinic.
When should participants receive the climbing safety rules?: Send the rules and transport information at least 3 days before the clinic. Confirm the final meeting time and participant list again 48 hours before arrival.
How many climbing declarations should I print?: Print one signed declaration per participant and add 2 to 3 spare copies. Keep them at the registration table and check them before handing out helmets and harnesses.
When should I prepare the climbing gear and food?: Check and collect the climbing gear the day before, including ropes, safety devices and mats. Buy food as late as practical, keep fresh produce cool, and put drinks in coolers several hours before serving.

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