Climbing training checklist

A climbing training session needs more than a booked wall and a set of harnesses. You need time to process registrations, collect declarations and dietary requirements, assign instructors and groups, and prepare the training programme. On the day, allow enough time for attendance, equipment handout, the safety briefing and a proper warm-up before climbing starts. This checklist puts the preparation in a workable order, including the small jobs that are often left until the last hour.

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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

Reserve climbing venue
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Assign instructors
Develop training program
2 people
Collect participant declarations
Reserve rental equipment
Check climbing equipment
2 people
Restock the first aid kit
Do the shopping
2 people
Print safety instructions
Assign participant groups
Transport materials
3 people
Set out training equipment
3 people
Set up tables and chairs
3 people
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Conduct a safety check
2 people

Event

Receive participants
2 people
Register attendance
Hand out climbing gear
3 people
Give the safety briefing
2 people
Lead the warm-up
2 people
Demonstrate climbing techniques
2 people
Supervise climbing rounds
4 people
Serve drinks and snacks
2 people
Refill drinks
Guide the final climbing round
3 people
Collect equipment
3 people
See participants off
2 people

Aftercare

Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean climbing equipment
2 people
Clean the room
3 people
Dry and store climbing equipment
2 people
Return rental equipment

What to bring

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

Sports equipment

Climbing harnessesqty 22
Climbing helmetsqty 22
Climbing shoesqty 22
Lime bagsqty 22
Climbing chalkqty 4
Dynamic climbing ropesqty 6
Safety Devicesqty 12
Safety carabinersqty 24
Band slingsqty 12
Climbing setsqty 24
Marker discsqty 12
Resistance bandsqty 10
Training matsqty 12
Stopwatchesqty 2
Clipboardsqty 3
Pensqty 12

Safety

First aid kit
Emergency blanketsqty 4
Disposable glovesqty 2

Furniture

Tablesqty 3
Chairsqty 25
Storage binsqty 6

Catering

Reusable cupsqty 30
Thermos flasksqty 3
Coolersqty 3
Serving traysqty 3
Reusable platesqty 25
Reusable cutleryqty 25
Groceries

Cleaning

Dishpanqty 2
Microfiber clothsqty 12
Towelsqty 6

Tips

Set a registration deadline at least 7 days before training. Use the final list to assign participant groups, instructors and equipment sizes, and to follow up on missing declarations.
Send participant information 3–5 days before the session. Include the arrival time, clothing guidance, venue details, what to bring and when the safety briefing starts.
Check ropes, harnesses, helmets, carabiners, safety devices and climbing sets at least 24 hours beforehand. Remove damaged equipment from use rather than trying to inspect everything while participants are waiting.
Prepare the first aid kit, emergency blankets and disposable gloves before transporting the equipment. A quick restock on the morning itself is easy to forget when the group is arriving.
Plan a 30-minute arrival period before the first climbing exercise. Use it for attendance, handing out gear, assigning groups and the safety briefing; chill drinks and prepare snacks before participants enter the training area.

Frequently asked questions

How far in advance should I organise climbing training?: Reserve the climbing venue and assign instructors at least 4–6 weeks ahead, especially for a larger group. Set the registration deadline about 7 days before the session so you have time to process participants, collect declarations and assign groups.
When should I check climbing equipment before training?: Complete the equipment check at least 24 hours before the session. Check harnesses, helmets, ropes, climbing sets, safety devices and carabiners, and reserve rental equipment before the final participant numbers are confirmed.
What should participants receive before climbing training?: Send the participant information 3–5 days beforehand. Include the arrival time, venue instructions, clothing and footwear guidance, any required declarations, and a reminder that the safety briefing takes place before climbing.
How much time should I allow for arrival and the safety briefing?: Allow at least 30 minutes between the stated arrival time and the first exercise. That gives you time to register attendance, hand out climbing gear, assign groups, give the safety briefing and lead the warm-up without rushing.

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.