How to organise an abseiling day

An abseiling day needs more than a booked location and climbing gear. Start with the site, certified guides, insurance and permissions, then confirm who is attending and collect consent forms and emergency contacts. After that, build the timetable, divide participants into groups and prepare the safety and evacuation plan. The day before, check the forecast, inspect every item of equipment and pack food, communications and first aid materials so the morning is not spent searching for missing supplies.

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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
Reserve the abseiling location
2
Confirm certified guides
2 people
3
Check insurance and permission
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect consent forms
2 people
7
Collect dietary requirements
8
Check participants and emergency contacts
2 people
9
Divide participants into groups
2 people
10
Check weather forecast and alternative
11
Work out the abseil program and times
2 people
12
Prepare the emergency and evacuation plan
2 people
13
Send parking and route information
14
Inventory abseiling equipment
2 people
15
Check equipment for safety
3 people
16
Reserve missing supplies
17
Do the shopping
3 people
18
Prepare food and drinks
3 people
19
Charge radios and phones
20
Check the first aid kit
21
Pack materials per group
4 people
22
Inspect the venue and access route
3 people
23
Check secure rappelling points
3 people
24
Set up tables and tents
4 people
25
Prepare the rappelling equipment
4 people
26
Set up the registration and briefing area
2 people
27
Set up the food and drink area
3 people
28
Mark off the route and safety zone
4 people

Event

29
Welcome and register participants
3 people
30
Give the safety briefing
4 people
31
Try on and check equipment
5 people
32
Guide the abseiling groups
8 people
33
Refill drinks
2 people
34
Serve dinner
4 people
35
Support the evening program
4 people
36
Supervise the final rappel round
6 people
37
Check participants out safely
3 people

Aftercare

38
Gather abseiling equipment
5 people
39
Check materials for damage
3 people
40
Hand over the venue clean and empty
6 people
41
Clean the dishes and kitchen equipment
3 people
42
Collect and take away waste
3 people
43
Return borrowed materials
2 people
44
Store leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Benchesqty 6
Chairsqty 36
Registration folding table

Sports equipment

Climbing harnessesqty 35
Climbing helmetsqty 35
Abseiling descendersqty 8
Climbing ropesqty 4
Safety linesqty 8
Carabinersqty 40
Anchor strapsqty 12
Rope bagsqty 4
Abseiling glovesqty 35
Fall protection matsqty 4
Barrier conesqty 20

Safety

First aid kitqty 2
Emergency blanketqty 6
Safety vestsqty 8
Flashlightsqty 8
Whistlesqty 8

Equipment

Walkie-talkiesqty 8
Power banksqty 4
Charging cablesqty 8
Gas burnersqty 2

Kitchen

Large cooking potsqty 2
Ladlesqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Coolersqty 4

Tableware

Reusable cupsqty 45
Reusable platesqty 45
Cutlery setsqty 45
Soup bowlsqty 40
Pitcherqty 4

Lighting

LED work lightsqty 4
Extension cordsqty 4

Cleaning

Dishpanqty 2
Hand broomsqty 2

Catering

Groceries

Tips

Book the location and certified guides before sending invitations. Confirm the insurance requirements, permission to use the site and the number of safe rappelling points before accepting registrations.
Set a firm registration deadline and collect one consent form and emergency contact per participant. Use the final list to create groups, check dietary requirements and identify anyone who needs specific support.
Build the programme around group rotations rather than one large start time. Allow time for registration, harness and helmet checks, safety briefings, descents, regrouping and delays between groups.
Check the weather forecast at least 48 hours before the event and define the cancellation or alternative plan in advance. Send the final parking and route instructions once access, meeting points and arrival times are confirmed.
Inspect ropes, harnesses, helmets, descenders, carabiners, anchor straps and safety lines before packing them by group. Charge radios and phones, check the first aid kit and keep power banks, emergency blankets and torches accessible rather than buried in a vehicle.

Frequently asked questions

How far in advance should I book an abseiling location?: Book the location and certified guides as soon as you have a target date, ideally at least 6 to 8 weeks ahead. This gives you time to confirm permissions, insurance, group capacity and a weather alternative before inviting people.
How many participants should be in each abseiling group?: Use the guide-to-participant ratio required by your qualified guides and the site; do not set groups by convenience alone. Finalise the groups after registrations close, usually 5 to 7 days before the event, when you also have consent forms and emergency contacts.
When should participants submit consent forms?: Set the deadline 7 days before the abseiling day. Anyone without a completed form, emergency contact and required medical information should be followed up before you finalise group lists and equipment allocations.
What should I do if the weather forecast changes?: Check the forecast 48 hours before the event and again on the morning itself. Make the go or no-go decision using the guide’s safety criteria, and send the cancellation or alternative-location message as soon as the decision is confirmed.

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.