How to organise an obstacle race
Organising an obstacle race starts with the route, not the start line. Secure the venue and permits first, then design a course that matches your space, equipment and safety capacity. After that, open registration, recruit volunteers and give participants clear instructions about groups, rules and what to bring. The final week is mainly about checking the route, staffing first aid, preparing race numbers and making sure food, drinks and event equipment arrive on time.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Reserve the venue
- 2
Apply for a permit
- 3
Arrange liability insurance
- 4
Set out the course temporarily
2 people
- 5
Select obstacles
2 people
- 6
Reserve suppliers
- 7
Publish registration form
- 8
Send invitations
2 people
- 9
Approach sponsors
2 people
- 10
Process registrations
2 people
- 11
Collect dietary requirements
- 12
Recruit volunteers
2 people
- 13
Assign starter groups
2 people
- 14
Send participant information
- 15
Check the route one last time
3 people
- 16
Prepare safety plan
2 people
- 17
Arrange first aid staffing
- 18
Assign volunteer posts
2 people
- 19
Order race numbers
- 20
Check medal stock
- 21
Print race rules
- 22
Check the weather forecast
- 23
Order groceries
2 people
- 24
Collect materials
3 people
- 25
Pick up groceries
2 people
- 26
Assemble starter packs
3 people
- 27
Prepare weather measures
2 people
- 28
Inspect the site
3 people
- 29
Clear obstacles
4 people
- 30
Set up the start and finish arch
3 people
- 31
Set up obstacles
8 people
- 32
Mark off the course
4 people
- 33
Secure obstacles
4 people
- 34
Set up the start and finish area
4 people
- 35
Set up registration desk
2 people
- 36
Set up the first aid station
2 people
- 37
Set up catering point
3 people
- 38
Chill drinks
2 people
- 39
Prepare snacks
3 people
- 40
Test sound system
2 people
- 41
Brief volunteers
3 people
- 42
Check Route Safety
4 people
Event
- 43
Receive participants
4 people
- 44
Hand out race numbers
3 people
- 45
Register volunteers
2 people
- 46
Lead the warm-up
2 people
- 47
Call up the start groups
2 people
- 48
Monitor the obstacles
10 people
- 49
Get participants started
3 people
- 50
Record times
3 people
- 51
Receive finishers
4 people
- 52
Handle medal ceremony
3 people
- 53
Refill drinks
2 people
- 54
Refill snacks
2 people
- 55
Empty trash bins
2 people
- 56
Staff the photo booth
2 people
- 57
Provide music
- 58
Register lost property
- 59
Guide the last participants
4 people
- 60
Publish final results
2 people
- 61
See participants off
3 people
Aftercare
- 62
Take down obstacles
8 people
- 63
Remove course markings
4 people
- 64
Clean up catering
3 people
- 65
Clean the grounds
6 people
- 66
Dispose of waste
3 people
- 67
Load materials
5 people
- 68
Return borrowed items
2 people
- 69
Wash dishes
3 people
- 70
Store leftover stock
2 people
- 71
Share participant photos
- 72
Send out results
- 73
Handle lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Registration tablesqty 3
- Beer tablesqty 8
- Folding chairsqty 40
- Bar stoolsqty 8
- Clothes racksqty 2
- Cratesqty 20
Sports equipment
- Climbing netsqty 2
- Crawl tunnelsqty 3
- Bales of strawqty 20
- Wooden climbing wallsqty 2
- Mud pitsqty 3
- Water tubsqty 4
- Balance beamsqty 4
- Tiresqty 40
- Conesqty 60
- Marker polesqty 40
- Crowd control barriersqty 30
- Ribbonsqty 10
- Bib numbersqty 150
- Safety pinsqty 300
- Stopwatchesqty 6
- Megaphonesqty 3
- Medalsqty 150
- Stage blocksqty 3
Equipment
- Sound system
- Wireless microphonesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Coolersqty 6
- Kettlesqty 2
- Coffee machinesqty 2
- Laptopsqty 2
- Camera
Lighting
- Work lightsqty 6
- String lightsqty 8
Tableware
- Reusable cupsqty 250
- Platesqty 180
- Cutlery setsqty 180
- Coffee cupsqty 80
- Serving plattersqty 20
- Thermos flasksqty 6
Kitchen
- Cutting boardsqty 4
- Chef and serving knivesqty 8
- Pliersqty 6
- Ice packsqty 30
Cleaning
- Bucketsqty 6
- Broom setsqty 4
- Mopsqty 4
- Hand soap dispensersqty 6
- Hand sanitizer pumpsqty 8
Decorations
- Bannersqty 8
- Buntingqty 10
- Directional signsqty 20
- Notice boardsqty 4
Safety
- First aid kitsqty 3
- Emergency blanketsqty 20
- Vestsqty 30
- Flashlightsqty 8
- Walkie-talkiesqty 12
Catering
- Groceries
Tips
- Reserve the venue and apply for the permit before publishing registration. Leave at least 6 to 8 weeks for approvals, insurance and any required safety documents.
- Build the course temporarily before race day and test every obstacle in sequence. Mark turns and restricted areas with cones, marker poles, ribbons and crowd-control barriers so the route is easy to follow.
- Plan volunteer posts from the course map, not from the number of people available. Assign one person to each high-risk obstacle, plus separate staff for registration, starter groups and first aid.
- Send participant information at least 7 days before the race. Include the start-group time, race rules, parking or arrival instructions, dietary requirements deadline and what happens if the weather changes.
- Complete the final route and weather check the day before, then collect groceries and materials early on race day. Keep bib numbers, safety pins, stopwatches, megaphones and medals together at registration so they do not get scattered across the site.
Frequently asked questions
- How long does it take to organise an obstacle race?
- Allow at least 8 to 12 weeks for a small obstacle race, and longer if you need permits, insurance or external suppliers. Venue approval, course planning and volunteer recruitment are usually the first items that create delays.
- How many volunteers do I need for an obstacle race?
- Plan at least one volunteer at every obstacle where participants could fall, get stuck or need instructions. Add separate people for registration, start groups, first aid, route checks and the finish area; a compact race commonly needs 10 to 20 volunteers.
- When should I open registration for an obstacle race?
- Open registration once the venue, date, permit process and basic course format are confirmed, normally 4 to 8 weeks before the race. Close or review entries at least 7 days before the event so you can assign starter groups and collect dietary requirements.
- What should I do the day before an obstacle race?
- Check the full route, confirm volunteer posts and first-aid staffing, review the weather forecast and prepare the race rules and participant materials. Put obstacles and barriers in position only when the site is secure, and keep groceries, bibs, medals and equipment ready for collection or delivery.
Start this plan in Lizzt
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