How to organise an obstacle course run

Start by fixing the date and route, then secure permission before booking obstacles or inviting participants. Build the event around safety: inspect every obstacle, plan first aid, confirm insurance and place trained volunteers where help may be needed. Registrations should capture emergency contacts and dietary requirements, while starter groups keep the course moving. In the final week, share arrival details, check the forecast and prepare the start, finish and route markings.

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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
Record date and route
2 people
2
Arrange course permission
2 people
3
Reserve obstacles and materials
2 people
4
Prepare safety plan
2 people
5
Arrange first aid staffing
6
Check insurance details
7
Create registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect emergency contacts
12
Assign starter groups
2 people
13
Recruit volunteers
2 people
14
Create volunteer instructions
15
Reserve parking spaces
16
Reserve restroom facilities
17
Check the weather forecast
18
Send participant information
19
Print race numbers
20
Do the shopping
2 people
21
Check materials
3 people
22
Sort the obstacles
3 people
23
Mark route
4 people
24
Mark out the start and finish area
4 people
25
Remove Obstacles
6 people
26
Build the obstacles
8 people
27
Secure obstacles
4 people
28
Check landing zones
3 people
29
Set up tents
4 people
30
Set up tables and benches
4 people
31
Set up registration desk
2 people
32
Set up water stations
3 people
33
Set up the first aid station
2 people
34
Set up coat check and baggage area
2 people
35
Test sound and walkie-talkies
2 people
36
Lay out bib numbers
2 people
37
Give volunteer briefing
3 people
38
Walk the course together
4 people

Event

39
Receive participants
4 people
40
Hand out race numbers
3 people
41
Collect luggage
2 people
42
Guide the start groups
3 people
43
Provide the start signal
2 people
44
Staff the obstacles
12 people
45
Assist participants at obstacles
6 people
46
Manage water stations
4 people
47
Check safety along the route
3 people
48
Provide first aid
2 people
49
Record split times
3 people
50
Register finishers
3 people
51
Hand out medals
2 people
52
Serve snacks
3 people
53
Refill drinks
3 people
54
Serve coffee and tea
2 people
55
Provide music
56
Present prizes
2 people
57
Return luggage
2 people
58
Guide the last participants
3 people
59
Close off the course
3 people

Aftercare

60
Take down obstacles
8 people
61
Reload materials
6 people
62
Collect waste
4 people
63
Clean the grounds
4 people
64
Take down tents and furniture
5 people
65
Clear away lighting and power
3 people
66
Check borrowed equipment
2 people
67
Return materials
3 people
68
Wash dishes
3 people
69
Empty and clean coolers
2 people
70
Process results
2 people
71
Send participants the results
72
Register lost property
73
Return lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Benchesqty 12
Folding chairsqty 20
Coat racksqty 4
Waste binsqty 10

Sports equipment

Obstacle fencesqty 6
Climbing netsqty 3
Rope laddersqty 4
Crawl tunnelsqty 4
Tiresqty 40
Wooden beamsqty 8
Ropesqty 12
Water tubsqty 4
Sandbagsqty 20
Crash matsqty 12
Obstacle flagsqty 30
Start arch
Finish arch
Stopwatchesqty 6
Medalsqty 120
Prizesqty 12

Equipment

Walkie-talkiesqty 16
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Batteriesqty 40

Lighting

LED lampsqty 12
String lightsqty 6

First aid

First aid kitsqty 3
Blanketsqty 6
Disposable glovesqty 100
Emergency blanketsqty 20
Stretcher

Safety

Crowd barriersqty 20
Barrier tapeqty 8
Traffic conesqty 30
Safety vestsqty 30
Work glovesqty 20

Registration

Bib holdersqty 120
Bib numbersqty 150
Pensqty 30
Clipboardsqty 12
Name stickersqty 150
Wristbandsqty 150

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Serving jugsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 6
Serving plattersqty 12

Cleaning

Bucketsqty 6
Broomsqty 4
Litter pickersqty 4
Spongesqty 12
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Get permission for the route before spending money on obstacles or printing race numbers. Allow at least four to six weeks for approvals, especially if the course crosses public land or roads.
Use a written safety plan for every obstacle, including climbing nets, rope ladders, crawl tunnels, tires, beams and water tubs. Decide who stops the run and where first aid staff will stand before setup day.
Set registration and starter-group deadlines separately. Close registrations at least seven days before the run so you can process emergency contacts, dietary requirements and race numbers without last-minute changes.
Brief volunteers with a simple station plan and give key team members walkie-talkies. Put extra coverage at obstacles involving height, water or slippery surfaces, rather than spreading volunteers evenly across the route.
Complete a full course walk-through on the morning of the event, then mark the route, start and finish clearly. Keep removal tools and a final checklist ready so every obstacle and temporary item is taken down after the last runner.

Frequently asked questions

How long does it take to organise an obstacle course run?: Allow at least six to eight weeks for a small run and longer if you need route permission or external equipment. Use the first two weeks for the date, route, permissions, insurance and safety plan.
How many volunteers do I need for an obstacle course run?: Plan at least one volunteer for registration and the start area, one for the finish, and one at each obstacle where runners could fall, slip or need assistance. Add a small reserve team—about 10% of your volunteer total—for breaks and unexpected problems.
When should I send participant information?: Send the main information seven to ten days before the run, including arrival time, parking, what to wear, the route format and emergency instructions. Send a short weather and final logistics update 24 to 48 hours before the start.
What should I check on event day before runners start?: Walk the entire route, test every obstacle, secure fences and flags, check crash mats, confirm first aid staffing and test the microphone and timing equipment. Finish this inspection at least 60 minutes before the first starter group.

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.