How to organise a survival run

Start by fixing the date, route and start-finish location before opening registration. Then confirm permits, insurance and safety arrangements, because route changes late in the process affect signs, volunteers and participant information. Build the run around checked obstacles, clear starter groups and enough trained volunteers at key points. In the final week, inspect the course again, prepare race materials, charge communication equipment and brief everyone before participants arrive.

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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
Check permits and notifications
2 people
3
Reserve start and finish location
4
Record insurance details
5
Send invitations
2 people
6
Open registration form
7
Recruit volunteers
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Assign starter groups
2 people
11
Send participant information
12
Create volunteer schedule
2 people
13
Inspect obstacles and route
3 people
14
Record risks per obstacle
3 people
15
Check the weather forecast
16
Order course marking
17
Make race numbers and wristbands
3 people
18
Prepare route signs
2 people
19
Print medical contact list
20
Prepare the volunteers briefing
2 people
21
Do the shopping
3 people
22
Check materials
3 people
23
Charge batteries
24
Fill coolers
2 people
25
Sort starter packs
4 people
26
Mark off the start and finish area
4 people
27
Set out the course
6 people
28
Check obstacles
4 people
29
Set up water stations
4 people
30
Set up registration tables
3 people
31
Set up tents and furniture
6 people
32
Set up the sound system
2 people
33
Set up the first aid station
2 people
34
Set up finish arch
3 people
35
Place route and safety signs
4 people
36
Lay out bib numbers
2 people
37
Welcome volunteers
3 people
38
Brief volunteers
3 people
39
Staff obstacle posts
12 people
40
Staff water stations
6 people

Event

41
Register participants
5 people
42
Hand out starter packs
4 people
43
Collect luggage
3 people
44
Lead the warm-up
2 people
45
Explain the starting procedure
2 people
46
Send off the start groups
4 people
47
Guide obstacles
12 people
48
Guide participants along the route
4 people
49
Hand out water
6 people
50
Refill drinks
2 people
51
Record split times
3 people
52
Check off finishers
3 people
53
Handle medal distribution
3 people
54
Staff the finish area
4 people
55
Provide finishers with recovery food
4 people
56
Handle first aid requests
3 people
57
Check for missing participants
3 people
58
Bring in the last participants
4 people
59
Check results
2 people
60
Handle prize ceremony
4 people
61
Inform participants about departure
2 people
62
Collect lost property
2 people

Aftercare

63
Remove course materials
6 people
64
Safely dismantle obstacles
6 people
65
Take down tents and tables
6 people
66
Collect waste
5 people
67
Clean the venue
5 people
68
Inventory supplies
3 people
69
Clean tableware and coolers
3 people
70
Publish results
71
Send a thank-you gift to participants
72
Register lost and found items
73
Return rental items
3 people
74
Clean up leftovers
3 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Folding chairsqty 30
Registration tablesqty 3
Crowd control barriersqty 30
Conesqty 40

Sports equipment

Bib numbersqty 180
Wristbandsqty 180
Finisher medalsqty 180
Barrier tapeqty 20
Route arrowsqty 40
Route signsqty 15
Obstacle signsqty 20
Ropeqty 200
Climbing netsqty 4
Wooden beamsqty 12
Wooden palletsqty 20
Wooden planksqty 20
Water tubsqty 4
Mud matsqty 12
Guy ropesqty 12
Herringqty 60
Rubber matsqty 20
Starting ribbon
Finish arch

Equipment

Time registration system
Stopwatchesqty 6
Walkie-talkiesqty 12
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Coolersqty 8
Handheld megaphonesqty 3

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180

Catering

Water jugsqty 12
Drink dispensersqty 6
Thermos flasksqty 6
Serving traysqty 6
Ice packsqty 30
Groceries

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 25
Work glovesqty 30
Emergency lightsqty 8
Flashlightsqty 12
Fire extinguishersqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Cookie tinsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 6

Lighting

LED work lightsqty 8
String lightsqty 6

Tips

Set the route before promoting the event. Mark every obstacle and record its specific risks, access needs and volunteer position; a late route change can require new signs and a revised safety plan.
Open registration only after the start groups and participant information are workable. Set a closing date several days before the run so you can process entries, collect dietary requirements and send final instructions.
Recruit volunteers for more than registration and the finish. Assign people to obstacle points, route crossings, first aid or medical communication, starter groups and course checks, then publish the schedule before event day.
Inspect obstacles twice: once during preparation and again after the final weather check. Check ropes, nets, beams, pallets, planks, water tubs, mud mats and rubber mats for movement, damage or unsafe surfaces.
Prepare the event-day flow in separate batches. Sort race numbers, wristbands and starter packs, print the medical contact list, charge walkie-talkies and timing equipment, and set up registration tables before the first group arrives.

Frequently asked questions

How far in advance should I organise a survival run?: Start at least 8 to 12 weeks before the event. Use the first weeks for the date, route, permits, location, insurance and volunteer recruitment, then leave the final 7 days for inspections, materials and briefings.
How many volunteers do I need for a survival run?: Plan at least one volunteer for registration, each staffed obstacle or crossing, the start, the finish and course support. Make a full station list first; for a small run, this commonly means 10 to 20 volunteers, depending on route length and obstacle count.
When should registration close for a survival run?: Close registration 5 to 7 days before the run if you need to assign starter groups and prepare race numbers or wristbands. This gives you time to check entries, collect dietary requirements and send participant information.
What should I check the day before a survival run?: Recheck the weather, route markings, obstacle stability, barriers and medical contacts the day before. Also charge batteries, test walkie-talkies and timing equipment, fill coolers and prepare starter packs before the briefing.

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.