How to organise an obstacle course run

Start by fixing the date, venue and course length before booking obstacles or inviting participants. Walk the route in person, mark every obstacle and check how runners, volunteers and emergency services will move through the site. Build the plan around safety, registration and staffing, then work backwards from the start time for deliveries, setup and briefings. The details people most often leave too late are permits, insurance, toilets, emergency contacts and enough drinking water.

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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
Confirm date and location
2 people
2
Reserve the venue
3
Mark out the route and obstacles
3 people
4
Check safety risks
2 people
5
Arrange permits and notifications
6
Check insurance coverage
7
Create a participant 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
Schedule volunteers
2 people
14
Reserve obstacles
15
Reserve toilets
16
Calculate catering quantities
2 people
17
Make bib numbers
2 people
18
Print route maps
19
Send participant information
20
Check the weather forecast
21
Do the shopping
3 people
22
Collect obstacles
3 people
23
Sort materials
3 people
24
Fill coolers
2 people
25
Mark the start and finish area
4 people
26
Set up obstacles
8 people
27
Cover the landing zones
4 people
28
Set up water stations
3 people
29
Set up registration tables
2 people
30
Build the catering buffet
4 people
31
Connect the sound system
2 people
32
Test power supply
2 people
33
Put up route signs
3 people
34
Set out first aid supplies
2 people
35
Brief volunteers
3 people

Event

36
Open participant registration
4 people
37
Hand out race numbers
3 people
38
Collect luggage
2 people
39
Guide participants to the starting pen
3 people
40
Give safety instructions
2 people
41
Send off the start groups
4 people
42
Staff the obstacles
12 people
43
Guide participants
6 people
44
Manage water stations
4 people
45
Provide first aid
2 people
46
Register finishers
2 people
47
Hand out medals
2 people
48
Return luggage
2 people
49
Refill drinks
2 people
50
Serve snacks and sandwiches
4 people
51
Empty trash bins
2 people
52
Provide music
53
Support awards ceremony
3 people
54
Turn on evening lighting
2 people
55
See off the last participants
3 people

Aftercare

56
Cord off the finish area
3 people
57
Dismantle obstacles
8 people
58
Collect materials
5 people
59
Disconnect the sound system
2 people
60
Dismantle lighting
2 people
61
Clean up catering
4 people
62
Wash dishes
3 people
63
Sort waste
3 people
64
Clean the grounds
5 people
65
Clean the restrooms
2 people
66
Hand over the site
2 people
67
Return borrowed materials
3 people
68
Return obstacles
3 people
69
Clean coolers
2 people
70
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 8
Start deskqty 2
Luggage racksqty 6

Sports equipment

Obstacle fencesqty 8
Climbing netsqty 3
Rope laddersqty 3
Climbing ropesqty 4
Tiresqty 30
Wooden beamsqty 12
Crawl tunnelsqty 3
Mud pitsqty 4
Sandbagsqty 20
Water tubsqty 4
Crash matsqty 12
Traffic conesqty 40
Crowd control barriersqty 30
Starting ribbonsqty 4
Stopwatchesqty 6
Walkie-talkiesqty 12
Whistlesqty 15
Medal ribbonsqty 120
Race bib beltsqty 120
Bib holdersqty 120
Water jerry cansqty 8
Drinking water dispensersqty 8
Mop setsqty 4
Scoopsqty 6
Rakesqty 4
Wheelbarrowsqty 3
Rubber malletsqty 6
Ratchet strapsqty 20
Cable tiesqty 200
Duct tapeqty 8
Work glovesqty 20
Reflective vestsqty 25
Course signsqty 20
Directional signsqty 30
Whiteboardsqty 3
Markersqty 12
Clipboardsqty 8
Pensqty 50
Race number sheetsqty 140
Route mapsqty 140
Prize trophiesqty 6
First aid kitsqty 3
Emergency blanketsqty 20
Ice packsqty 20
Stretcher
Handwashing stationsqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 180
Coffee cupsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 6
Chef’s platesqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Ice packsqty 30

Equipment

Battery lampsqty 8
Speakersqty 2
Microphone
Mixer
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10

Lighting

Light Stripsqty 8
Work lightsqty 6
Headlampsqty 12

Decorations

Buntingqty 12
Start arch
Finish arch
Stage blocksqty 3

Cleaning

Waste binsqty 15
Waste binsqty 4
Broom setsqty 5
Floor squeegeesqty 4
Bucketsqty 8
Cleaning glovesqty 12

Catering

Groceries

Tips

Walk and measure the full route at least 4–6 weeks before the run. Mark the start, finish, crossings and each obstacle, then remove hazards or add barriers where spectators could enter the course.
Complete permits, notifications and insurance checks before opening registration. Allow at least 4 weeks for approvals, especially if the route uses public roads, parks or shared access points.
Collect an emergency contact and dietary information from every participant during registration. Close changes 3–5 days before the event so starter groups, bibs and catering quantities can be finalised.
Staff every obstacle and key crossing with a named volunteer, using walkie-talkies for the start, finish and safety leads. Schedule volunteers in shifts of about 2 hours so stations remain covered throughout the run.
Plan event-day setup backwards from the first start group. Leave 2–3 hours to position obstacles, crash mats, barriers, route signs, toilets, water stations and registration equipment, then check the weather forecast the day before.

Frequently asked questions

How long does it take to organise an obstacle course run?: Allow 8–12 weeks for a small private run and longer if you need permits, public-space access or hired obstacles. Fix the venue and route first, then allow at least 4 weeks for registrations and volunteer scheduling.
How much water do you need for an obstacle course run?: Plan at least 0.5–1 litre of drinking water per participant, plus extra for volunteers and hot weather. Put water at registration, on the course where needed and at the finish, and buy or collect it 1–2 days before the event.
How many volunteers do you need for an obstacle course run?: Use at least one volunteer per obstacle or high-risk crossing, plus people for registration, first aid coordination, start, finish and course support. For a course with 10 obstacles, a practical starting point is about 15–20 volunteers, scheduled in shifts.
When should you send obstacle course run information to participants?: Send the main information 7–10 days before the run, including arrival time, parking, course rules, clothing, emergency arrangements and what to bring. Send a short weather and last-minute logistics update 24 hours before the start.

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.