Climbing course checklist: organise the day step by step

A climbing course needs more than a route and a start time. You must secure permissions, inspect the course, prepare safety cover and make sure participants, volunteers and traffic controllers know where to be. This checklist takes you from choosing the date and route through registration, equipment checks and race-day setup. Use it to leave enough time for printed race numbers, starter packs, refreshments, communications and first aid—items that are often arranged too late.

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

Set the date and route
2 people
Arrange permits and notifications
2 people
Reserve start and finish location
Apply for traffic measures
2 people
Draw up competition rules
2 people
Check insurance
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign traffic controllers
2 people
Arrange first aid staffing
Design race numbers
Print race numbers
2 people
Check participant list
2 people
Inspect the course
3 people
Distribute traffic plan
Check materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort route signs
2 people
Assemble starter packs
3 people
Check the weather forecast
Clear the course
6 people
Set up the start and finish arch
4 people
Set up crowd-control barriers
6 people
Set up course barriers
8 people
Hang route signs
4 people
Mark the corners
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up catering point
3 people
Connect the sound system
2 people
Set up timing
3 people
Set up the first aid station
2 people
Brief volunteers
3 people
Check course safety
4 people

Event

Register participants
4 people
Hand out race numbers
3 people
Inspect bicycles
2 people
Fill the start area
3 people
Carry out the start procedure
4 people
Staff traffic posts
12 people
Guide the race
6 people
Record timing
3 people
Register finishers
3 people
Distribute supplies
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Inform the audience
2 people
Incident reporting
2 people
Check results
2 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Guide the free bike activity
3 people
Guide the audience to the exit
3 people

Aftercare

Dismantle traffic posts
8 people
Disable timekeeping
2 people
Remove course signs
6 people
Take down the barriers
6 people
Clean up catering
3 people
Collect waste
5 people
Wash dishes
3 people
Clean the venue
5 people
Inventory materials
2 people
Publish results
Thank participants
Return rental equipment
3 people
Handle lost property
Report damage and incidents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Tablecloth racksqty 2
Waste binsqty 12
Stage platformsqty 4

Sports equipment

Bib numbersqty 150
Bib holdersqty 150
Test race bikesqty 2
Bike pumpsqty 4
Bicycle standsqty 6
Spare inner tubesqty 20
First aid bike bagsqty 2
Finish ribbonqty 2
Prizes and medalsqty 20
Stage backdrop

Equipment

Start clock
Stopwatchesqty 6
Laptopqty 2
Tabletsqty 4
Walkie-talkiesqty 12
Mobile phonesqty 6
Mobile printer
Printer paperqty 5
Extension cordsqty 8
Power stripsqty 8
Power banksqty 8
Megaphoneqty 2
Speakersqty 2
Microphonesqty 2
Mixer
Power generator
Coolersqty 6
Hot drink urnsqty 4
Coffee machinesqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Pouring jugsqty 8
Serving traysqty 6

Traffic safety

Crowd barriersqty 80
Traffic conesqty 80
Barrier tapeqty 20
Route arrowsqty 35
Warning signsqty 20
Speed signsqty 8
Traffic marshal vestsqty 16
Whistlesqty 16
Flashlightsqty 8
Batteriesqty 32

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Disposable glovesqty 100
Fire extinguishersqty 3
Safety vestsqty 20

Decorations

Start and finish arch
Flagsqty 30
Bannersqty 8
Stage ribbon
Table décorqty 12

Cleaning

Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the route and date before opening registration. Allow at least 6–8 weeks for permits, traffic measures, insurance checks and confirming the start and finish locations.
Inspect the full course 7–10 days before the event, then check it again on the morning itself. Confirm route signs, traffic points, access for first aid and any changes since the first inspection.
Close registration 5–7 days before the course if possible. Use the final participant list to prepare race numbers, bib holders, starter packs and dietary information instead of making last-minute changes.
Give volunteers written assignments at least 3 days in advance. Traffic controllers, first aid staff and course marshals should each have a meeting point, shift time and a reliable way to communicate, such as walkie-talkies or mobile phones.
Test the practical setup the day before: start clock, stopwatches, tablets, mobile printer, power banks and extension cords. Chill drinks and prepare snacks only after you know the final participant and volunteer count.

Frequently asked questions

How far in advance should I organise a climbing course?: Start planning at least 6–8 weeks before the event. This gives you time to arrange permits and traffic measures, recruit volunteers, publish registration, inspect the route and order or prepare the required materials.
When should I inspect the climbing course route?: Carry out a detailed inspection 7–10 days before the event and a final check on the morning of the course. Verify route signs, traffic arrangements, start and finish access, first aid access and any hazards after weather changes.
When should registration close for a climbing course?: Close registration 5–7 days before the event when possible. You need the final numbers to check the participant list, prepare race numbers and starter packs, plan snacks and drinks, and assign volunteers accurately.
How many volunteers are needed for a climbing course?: The number depends on the route and traffic plan, so count one named person for every traffic-control point and each first-aid or registration role. Finalise assignments at least 3 days before the event and add 1–2 reserve volunteers for sickness or no-shows.

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.