How to organise a climbing course

Start by fixing the date, route and start and finish locations before opening registration. Then handle permits, traffic measures, insurance and competition rules, because these can limit the route or timetable. Once the course is confirmed, recruit volunteers, assign safety roles and publish a registration form with a clear closing date. In the final week, inspect the route, check every item, prepare starter packs and make sure communication works across the course.

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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

1
Set the date and route
2 people
2
Arrange permits and notifications
2 people
3
Reserve start and finish location
4
Apply for traffic measures
2 people
5
Draw up competition rules
2 people
6
Check insurance
7
Publish registration form
8
Send invitations
2 people
9
Approach sponsors
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Assign traffic controllers
2 people
14
Arrange first aid staffing
15
Design race numbers
16
Print race numbers
2 people
17
Check participant list
2 people
18
Inspect the course
3 people
19
Distribute traffic plan
20
Check materials
3 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Sort route signs
2 people
25
Assemble starter packs
3 people
26
Check the weather forecast
27
Clear the course
6 people
28
Set up the start and finish arch
4 people
29
Set up crowd-control barriers
6 people
30
Set up course barriers
8 people
31
Hang route signs
4 people
32
Mark the corners
4 people
33
Set up tables and chairs
4 people
34
Set up registration desk
2 people
35
Set up catering point
3 people
36
Connect the sound system
2 people
37
Set up timing
3 people
38
Set up the first aid station
2 people
39
Brief volunteers
3 people
40
Check course safety
4 people

Event

41
Register participants
4 people
42
Hand out race numbers
3 people
43
Inspect bicycles
2 people
44
Fill the start area
3 people
45
Carry out the start procedure
4 people
46
Staff traffic posts
12 people
47
Guide the race
6 people
48
Record timing
3 people
49
Register finishers
3 people
50
Distribute supplies
4 people
51
Refill drinks
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
3 people
54
Inform the audience
2 people
55
Incident reporting
2 people
56
Check results
2 people
57
Prepare awards ceremony
3 people
58
Carry out award ceremony
4 people
59
Guide the free bike activity
3 people
60
Guide the audience to the exit
3 people

Aftercare

61
Dismantle traffic posts
8 people
62
Disable timekeeping
2 people
63
Remove course signs
6 people
64
Take down the barriers
6 people
65
Clean up catering
3 people
66
Collect waste
5 people
67
Wash dishes
3 people
68
Clean the venue
5 people
69
Inventory materials
2 people
70
Publish results
71
Thank participants
72
Return rental equipment
3 people
73
Handle lost property
74
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

Confirm the route and both locations before sending invitations. A route change after registration affects permits, traffic controllers, signage, start times and the participant information you have already published.
Set a registration deadline at least 7 days before the course. Use the final list to prepare race numbers, starter packs, dietary information, staffing and the right number of prizes or medals.
Give each volunteer one defined position and a backup contact. Traffic controllers, first-aid staff and course teams should have walkie-talkies or charged mobile phones and know exactly when to report in.
Inspect the full route during the week before the event, then check it again on the morning. Count route signs, test the start clock and stopwatches, and verify that pumps, spare inner tubes and first-aid bike bags are where they are needed.
Do the food, drinks and power check before setup day. Chill drinks in advance, prepare snacks, and test the laptop, tablets, mobile printer, extension cords, power strips and power banks before participants arrive.

Frequently asked questions

How far in advance should I organise a climbing course?: Start at least 8 to 12 weeks ahead if permits, traffic measures and volunteer recruitment are needed. Keep the final 7 days for the route inspection, participant-list check, shopping and equipment test.
When should climbing course registration close?: Close registration about 7 days before the event. That gives you time to print race numbers, assemble starter packs, collect dietary requirements and assign volunteers based on the final participant count.
How many volunteers do I need for a climbing course?: Count one person for every traffic-control point, plus dedicated first-aid staff and a small course or finish team. Make the assignment after the route inspection, because crossings, access points and the finish area determine the actual number.
What should I check the day before a climbing course?: Check the participant list, race numbers, starter packs, route signs, communication devices and first-aid supplies. Also confirm the start and finish setup, charge power banks, chill drinks and place stopwatches, the start clock and the megaphone with the event team.

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.