How to organise a climbing challenge

A climbing challenge needs more than climbing routes and a start time. Set the date and venue first, then confirm the climbing zones, safety plan, permits and insurance before opening registration. Once entries are coming in, group participants, schedule guides and prepare route maps, bib numbers and score sheets. The final checks focus on weather, equipment, signage, catering and a controlled venue opening so climbers know where to go and staff know what to do.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Determine climbing routes and zones
3 people
3
Prepare safety plan
2 people
4
Check permits
5
Check insurance
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm participants
2 people
11
Assign starter groups
2 people
12
Schedule climbing guides
2 people
13
Make reservations
14
Order catering
2 people
15
Order prizes and medals
16
Create route maps
2 people
17
Print score sheets
18
Send participant information
19
Check the weather forecast
20
Inventory supplies
2 people
21
Do the shopping
3 people
22
Check climbing equipment
3 people
23
Laminate route maps
2 people
24
Sort bib numbers
2 people
25
Open venue
2 people
26
Conduct a safety check
3 people
27
Check climbing walls
3 people
28
Lay crash mats
4 people
29
Set up tables and chairs
4 people
30
Set up registration desk
2 people
31
Hang up route maps
2 people
32
Lay out bib numbers
2 people
33
Set up catering
3 people
34
Chill drinks
2 people
35
Test sound system
2 people
36
Prepare first aid supplies
2 people
37
Give briefing to supervisors
3 people
38
Brief volunteers
2 people

Event

39
Receive participants
4 people
40
Hand out race numbers
3 people
41
Explain the climbing rules
2 people
42
Lead the warm-up
3 people
43
Issue climbing gear
3 people
44
Supervise climbing rounds
8 people
45
Record scores
3 people
46
Monitor route safety
5 people
47
Refill drinks
2 people
48
Serve snacks
3 people
49
Maintain the break area
2 people
50
Check out climbing equipment
3 people
51
Announce finalists
2 people
52
Lead the final
6 people
53
Process final scores
2 people
54
Honor the winners
3 people
55
See participants off
3 people

Aftercare

56
Collect climbing equipment
4 people
57
Collect used dishes
3 people
58
Sort waste
3 people
59
Clean the venue
4 people
60
Put furniture back
4 people
61
Switch off equipment
2 people
62
Clean climbing equipment
3 people
63
Put climbing equipment back
3 people
64
Wash dishes
3 people
65
Check stock
2 people
66
Remove empty packaging
2 people
67
Return borrowed items
2 people
68
Store lost and found items
69
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 route format before inviting people. Decide which climbing walls, boulder blocks or top-rope routes are included, how attempts are scored and how long each starter group gets; otherwise your score sheets and route maps may need to be redone.
Close registration early enough to build starter groups and assign guides. Allow at least 3–5 days to confirm participants, collect dietary requirements and send the final schedule and equipment instructions.
Treat the safety plan as an operational document, not paperwork. Check the climbing ropes, harnesses, helmets, carabiners, crash mats and circuit breakers before opening, and mark restricted areas with barrier tape and cones.
Prepare the scoring system before event day. Laminate route maps, sort bib numbers, print score sheets and place route map stands and scoreboards where groups can reach them without blocking climbing zones.
Keep the last hour before opening for setup and inspection rather than shopping. Put registration tables, chairs, changing racks, waste bins and catering in position, check the weather forecast and walk every route once before participants arrive.

Frequently asked questions

How far in advance should I organise a climbing challenge?: Start at least 6–8 weeks ahead if you need a venue, guides, permits, insurance and catering. Open registration only after the routes, safety arrangements and capacity are confirmed.
How many climbing routes do I need for a challenge?: Plan the route count around your participant number and session length rather than choosing a fixed total. For a small event, 6–10 scored routes can work; add routes or stagger groups when climbers would otherwise queue for more than 10 minutes.
When should I send the participant information?: Send the main information 5–7 days before the challenge, including arrival time, starter group, clothing and equipment instructions, scoring rules and venue details. Send a short weather or schedule update again 24 hours before opening.
What should I check on the morning of a climbing challenge?: Allow at least 90 minutes before participant arrival for venue setup and inspection. Check every rope, harness, helmet, carabiner, crash mat, route map, bib number and score sheet, then brief guides and registration staff before doors open.

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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