Climbing day checklist and planning guide
A climbing day needs more than a booked wall and a list of participants. You need instructors, consent forms, emergency contacts, transport details and the right equipment ready before anyone arrives. This checklist takes you from venue booking and registration through the climbing programme, food preparation and on-site setup. Use it to keep safety checks, participant information and practical jobs from being left until the last minute.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve climbing venue
Arrange climbing instructors
2 people
Create participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect consent forms
2 people
Check emergency contacts
Coordinate transportation
2 people
Set up the climbing program
2 people
Check the weather forecast
Check material stock
2 people
Reserve climbing equipment
Check the shopping list
2 people
Do the shopping
2 people
Pick up the climbing equipment
2 people
Send participant confirmation
Share the route and parking spot
Chill drinks
2 people
Prepare lunch packs
3 people
Prepare snacks
2 people
Sort climbing gear
3 people
Check the venue
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Mark off the climbing area
3 people
Conduct a safety check
2 people
Event
Receive participants
3 people
Register attendance
2 people
Hand out wristbands
2 people
Explain the climbing rules
2 people
Hand out climbing gear
4 people
Check Harnesses
3 people
Demonstrate knot-tying technique
2 people
Assign climbing groups
2 people
Supervise climbing rounds
5 people
Monitor the queue
2 people
Refill drinks
2 people
Serve break snacks
3 people
Supervise the lunch break
3 people
Serve the hot meal
4 people
Guide the evening climbing round
5 people
Collect climbing equipment
4 people
Check materials for completeness
3 people
See participants off
2 people
Aftercare
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Dismantle climbing zone
4 people
Clean the venue
3 people
Let climbing gear dry
2 people
Return climbing equipment
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 36
- Benchesqty 4
- Party tentqty 2
- Registration desk
Sports equipment
- Climbing harnessesqty 30
- Climbing helmetsqty 30
- Climbing ropesqty 8
- Climbing carabinersqty 30
- Safety equipmentqty 12
- Climbing matsqty 6
- Climbing bagsqty 12
- Climbing chalkqty 12
- Barrier tapeqty 4
- Conesqty 12
- Practice cardsqty 20
- Scoreboardsqty 4
- Stopwatchesqty 4
- Course markersqty 20
Tableware
- Reusable cupsqty 45
- Platesqty 45
- Cutlery setsqty 45
- Serving spoonsqty 6
- Thermos flasksqty 4
Kitchen
- Coolersqty 4
- Cutting boardsqty 3
- Kitchen knivesqty 4
- Serving plattersqty 8
- Kettlesqty 2
- Food warmersqty 3
Equipment
- Portable speaker
- Extension cordsqty 3
- First aid kit
- Mobile phonesqty 3
- Power banksqty 3
Lighting
- LED lampsqty 6
- Flashlightsqty 6
Cleaning
- Waste binsqty 4
- Cleaning bucketsqty 3
- Mopsqty 3
- Cleaning spongesqty 6
- Towelsqty 8
- Hand soap dispensersqty 3
Decorations
- Name badgesqty 40
- Wristbandsqty 40
- Directional signsqty 8
- Markersqty 12
- Tapeqty 6
- Ropeqty 2
Catering
- Groceries
Tips
- Book the venue and instructors before sending invitations. Once you know the available climbing times and supervision capacity, you can set a realistic participant limit and give people a clear registration deadline.
- Collect consent forms, dietary requirements and emergency contacts during registration, not on the day itself. Set a deadline at least 7 days before the climbing day so you can follow up missing information and prepare accurate records.
- Send the final confirmation and travel details 2–3 days beforehand. Include the meeting time, route, parking spot, what participants should bring and the contact number for anyone delayed in transit.
- Check equipment stock at least 7 days before the event, then pick up or reserve missing climbing gear before the final week. Count harnesses, helmets, ropes, carabiners, mats and safety equipment against the confirmed participant list and instructor requirements.
- Prepare lunch packs, snacks and chilled drinks the day before where possible. Plan at least one drink per person for every 2 hours, and keep food, reusable cups and serving items separate from the climbing gear at the registration area.
Frequently asked questions
- How far in advance should I plan a climbing day?
- Start booking the venue and instructors 6–8 weeks ahead, especially if you need a specific date or several climbing groups. Begin registrations once capacity and supervision are confirmed.
- When should climbing day registrations close?
- Close registrations about 7 days before the event. That gives you time to confirm the participant list, collect consent forms and emergency contacts, check dietary requirements and match equipment to attendance.
- How many climbing instructors do I need?
- Use the venue’s required supervision ratio rather than estimating from the total group size. Confirm the ratio when booking, then divide participants into groups that each have an instructor and enough suitable equipment.
- What should I send participants before a climbing day?
- Send the final route, parking spot, meeting time and programme 2–3 days before the event. Include clothing and footwear guidance, transport information, what to bring and a contact number for late arrivals.
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.
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