How to organise an obstacle race from start to finish

An obstacle race needs more than a course and a few challenges. Start by confirming the date, location and permissions, then measure the route and match each obstacle to the space and safety plan. Registrations, starter groups and participant information should be settled before race week. In the final days, focus on course checks, race numbers, signs, volunteers, drinks and the weather plan so the event can run without last-minute decisions.

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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
Measure the course
2 people
3
Inventory obstacles
2 people
4
Prepare safety plan
2 people
5
Make reservations
6
Arrange course permission
7
Book obstacle suppliers
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign starter groups
2 people
12
Send participant information
13
Recruit volunteers
2 people
14
Divide posts and tasks
2 people
15
Check the weather forecast
16
Print participant list
17
Prepare race numbers
2 people
18
Make route signs
2 people
19
Check obstacles
2 people
20
Do the shopping
3 people
21
Collect materials
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Assemble starter packs
3 people
25
Announce the weather plan
26
Inspect the site
3 people
27
Set up the tents
5 people
28
Set up tables and chairs
4 people
29
Set out the course
5 people
30
Set up obstacles
8 people
31
Secure the landing zones
4 people
32
Set up the start and finish arch
3 people
33
Put up route signs
3 people
34
Set up registration desk
2 people
35
Set up the catering buffet
3 people
36
Test music and announcements
2 people
37
Set out first aid supplies
2 people
38
Check toilets
2 people
39
Brief volunteers
2 people
40
Conduct a safety check
4 people

Event

41
Hand out race numbers
4 people
42
Register participants
4 people
43
Collect luggage
2 people
44
Give the opening briefing
2 people
45
Lead the warm-up
2 people
46
Guide the start groups
4 people
47
Staff the obstacles
12 people
48
Keep time records
3 people
49
Staff water stations
4 people
50
Staff the first aid station
2 people
51
Encourage participants
4 people
52
Refill drinks
2 people
53
Serve snacks
3 people
54
Empty trash bins
2 people
55
Keep track of finish times
3 people
56
Assist with the medal ceremony
3 people
57
Announce the winners
2 people
58
Restock the buffet
3 people
59
Operate barbecue
3 people
60
Provide music
61
Support the evening program
2 people
62
Check toilets periodically
2 people
63
Announce the final round
64
Guide guests to the exit
3 people

Aftercare

65
Gather supplies
3 people
66
Take down obstacles
8 people
67
Take down tents and furniture
5 people
68
Gather course materials
4 people
69
Sort waste
3 people
70
Clean the grounds
5 people
71
Wash dishes
3 people
72
Empty the coolers
2 people
73
Collect lost and found items
2 people
74
Store materials dry
3 people
75
Return borrowed items
2 people
76
Store leftovers safely
2 people
77
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 8
Coat racksqty 2
Luggage binsqty 6

Sports equipment

Baffle balesqty 20
Climbing netsqty 3
Climbing ropesqty 4
Crawl tunnelsqty 4
Wooden hurdle barsqty 12
Hoopsqty 30
Traffic conesqty 60
Spongesqty 40
Water tubsqty 6
Rubber matsqty 20
Skipping ropesqty 15
Sandbagsqty 20
Medal ribbonsqty 160
Stopwatchesqty 6
Bib numbersqty 180
Conesqty 40
Barrier tapeqty 12
Herringqty 80
Ratchet strapsqty 20
Protective panelsqty 12
Key setsqty 4
Hammerqty 4
Work glovesqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 8
Mobile chargersqty 4
Walkie-talkiesqty 12
First aid kitsqty 2
Fever thermometersqty 2
Fire extinguishersqty 2

Lighting

LED lampsqty 10
String lightsqty 6
Flashlightsqty 8

Decorations

Start arch
Finish arch
Route signsqty 18
Information boardsqty 8
Buntingqty 10
Stage ribbonsqty 6

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Serving spoonsqty 12
Pitchersqty 8

Kitchen

Barbecuesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Cooling traysqty 4
Thermos flasksqty 6
Kettlesqty 3

Cleaning

Waste binsqty 12
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Spongesqty 12
Washing-up basinsqty 4

Catering

Groceries

Tips

Measure the full course before booking obstacles. Mark the start, finish, crossings and recovery points, then check that climbing nets, crawl tunnels, hurdles and water obstacles fit without creating unsafe bottlenecks.
Complete the safety plan before opening registrations. Include obstacle checks, protective panels or rubber mats where needed, access for helpers and a clear procedure for changing or closing a section.
Give participants practical information at least 3 to 5 days before the race. Include their starter group, arrival time, clothing guidance, luggage arrangements and what happens if the weather changes.
Assign volunteers to specific posts instead of asking for general help on race day. Provide each post with its task, communication method and any equipment needed, such as cones, barrier tape, stopwatches or work gloves.
Finish the race-day setup in a fixed order: place signs and barriers, check every obstacle, set out bib numbers and starter packs, then chill drinks and prepare snacks. Keep the participant list and key sets together at registration so they are not misplaced during setup.

Frequently asked questions

How far in advance should I organise an obstacle race?: Start planning at least 8 to 12 weeks ahead. Secure the date, location permission and obstacle suppliers first, then allow the remaining weeks for registrations, volunteers, safety checks and participant information.
How do I plan the layout of an obstacle race course?: Measure the course before placing obstacles and leave clear space around every challenge. Plan the start, finish and approximately 3 to 5 recovery or water points according to the route length and participant flow.
When should I send obstacle race participant information?: Send the main information 3 to 5 days before the race, after starter groups have been assigned. Send any final weather decision as soon as the forecast gives you enough certainty, preferably no later than the day before.
How many volunteers do I need for an obstacle race?: Use at least 1 volunteer for each busy or safety-critical obstacle, plus separate people for registration, the start and finish. For a course with 8 obstacles, plan for roughly 10 to 14 volunteers so posts can be covered without leaving gaps.

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.