How to organise an obstacle course run

An obstacle course run needs more than a set of obstacles and a start line. Begin with the course location, date and permissions, then build the route, safety plan and staffing around the number of runners you expect. Registration, starter groups and participant information should be ready before race week. The most common delays come from late safety checks, unclear volunteer positions and missing water, signage or communication equipment on the day.

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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 event date
2 people
2
Record the course location
2 people
3
Apply for permits
2 people
4
Check insurance
5
Measure the course
3 people
6
Select obstacles
3 people
7
Prepare safety plan
3 people
8
Recruit volunteers
2 people
9
Open registration form
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Reserve suppliers
2 people
14
Arrange first aid staffing
2 people
15
Develop the traffic plan
2 people
16
Assign starter groups
2 people
17
Assign volunteers
2 people
18
Create briefing document
19
Send participant information
2 people
20
Check the weather forecast
21
Check stock
2 people
22
Finalize shopping list
2 people
23
Prepare race numbers
3 people
24
Assemble packages
4 people
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Check obstacles
4 people

Event

28
Mark out the route
4 people
29
Build the start and finish area
6 people
30
Build the obstacles
10 people
31
Place safety mats
6 people
32
Set up registration tables
3 people
33
Set up catering point
4 people
34
Set up the first aid station
3 people
35
Test the PA equipment
2 people
36
Brief volunteers
4 people
37
Lay out bib numbers
3 people
38
Register participants
6 people
39
Give starting instructions
2 people
40
Guide the start groups
6 people
41
Guard obstacles
18 people
42
Staff water stations
6 people
43
Welcome participants
4 people
44
Process time records
3 people
45
Refill drinks
3 people
46
Serve snacks
4 people
47
Award finisher medals
3 people
48
Incident reporting
2 people
49
Guide the last participants
4 people
50
Officially close the finish line
2 people

Aftercare

51
Take down obstacles
10 people
52
Leave the site clean
8 people
53
Clean up catering
4 people
54
Collect waste
6 people
55
Load materials
6 people
56
Return borrowed materials
3 people
57
Clean reusable materials
4 people
58
Publish results
2 people
59
Send participant email
2 people
60
Check for damage and missing items
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 12
Folding chairsqty 20
Beer tablesqty 8
Registration tablesqty 4
Waste binsqty 12

Sports equipment

Obstacle fencesqty 8
Climbing netsqty 4
Balance beamsqty 6
Crawl tunnelsqty 4
Wooden polesqty 30
Ropesqty 12
Plastic containersqty 20
Hay balesqty 30
Rubber tilesqty 60
Traffic conesqty 80
Crowd control barriersqty 30
Starting ribbonsqty 6
Medal ribbonsqty 220
Finisher medalsqty 220
Bib numbersqty 250
Start number bandsqty 250
Stopwatchesqty 6
Whistlesqty 20
Water jerry cansqty 12
Drinking water tapsqty 6
Spons tubsqty 8
Towelsqty 40

Equipment

Walkie-talkiesqty 20
Megaphonesqty 4
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Laptopsqty 3
Barcode scannersqty 4

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250

Kitchen

Coolersqty 10
Thermos flasksqty 8
Serving jugsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Serving plattersqty 12
Coffee machinesqty 2
Kettlesqty 2

Cleaning

Broom setsqty 6
Floor squeegeesqty 4
Bucketsqty 8
Spongesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 8
Hand sanitizer pumpsqty 10
First aid kitsqty 4
Emergency blanketsqty 20
Nitrile glovesqty 200

Lighting

LED construction lightsqty 12
Light Stripsqty 6

Decorations

Route signsqty 30
Directional signsqty 20
Start arch
Finish arch
Buntingqty 12

Catering

Groceries

Tips

Measure the course before choosing obstacles. Mark the start, finish and access routes, then leave enough space around climbing nets, balance beams, crawl tunnels and hay bales for safe entry and exit.
Set a deadline for permits, insurance and first-aid arrangements at least 6 to 8 weeks before the run. Your safety plan should show obstacle risks, emergency access and who can stop the course.
Close registration 7 to 10 days before the event if possible. Use the final list to assign starter groups, prepare bib numbers and start number bands, and collect dietary requirements for any food service.
Give each volunteer a written position and a backup contact. Schedule the volunteer briefing 60 to 90 minutes before the first start, with walkie-talkies, whistles and a megaphone available for course communication.
Complete the final stock and weather check 24 to 48 hours beforehand. Confirm water jerry cans, drinking water taps, towels, waste bins, barriers and tents before suppliers or helpers arrive.

Frequently asked questions

How far in advance should I organise an obstacle course run?: Start planning at least 8 to 12 weeks ahead. Allow 6 to 8 weeks for permits, insurance, suppliers and first-aid staffing, then use the final 2 weeks for registration, briefings and race-day assignments.
How many volunteers do I need for an obstacle course run?: Plan at least one volunteer at each obstacle or risk point, plus people for registration, the start, the finish and course support. For a small course, begin with roughly 1 volunteer per 10 to 15 participants at busy obstacles and add a coordinator for every 10 volunteers.
When should I send participant information?: Send the main participant information 7 to 10 days before the run, after starter groups and the traffic plan are set. Include arrival time, parking, what to bring, course conditions, safety rules and the location of registration.
How much water do I need for an obstacle course run?: Estimate at least 0.5 litres per participant for a short run, then add extra for hot weather, staff and waiting areas. Confirm the supply 24 to 48 hours before the event and place drinking water at registration, the finish and any long exposed section.

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.