How to organise an obstacle run from start to finish

An obstacle run needs more than a set of challenges and a start line. Begin by fixing the date, course and start-finish location, then arrange permits, insurance, equipment and first-aid cover before inviting participants. As registrations come in, assign start groups and brief volunteers on safety, timing and their exact positions. The final week is for checking the route, confirming the weather, sorting race numbers and preparing the build team for obstacles, water points and mud areas.

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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 date and route
2 people
2
Apply for permits
3
Check insurance
4
Reserve start and finish location
5
Reserve obstacles and equipment
2 people
6
Arrange first aid staffing
7
Recruit volunteers
2 people
8
Assign volunteers
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Send participant information
2 people
13
Assign starter groups
2 people
14
Inspect route and obstacles
3 people
15
Check the weather forecast
16
Buy groceries
3 people
17
Check equipment
3 people
18
Sort bib numbers
2 people
19
Prepare the volunteers briefing

Event

20
Mark out the route
4 people
21
Remove Obstacles
6 people
22
Build the start and finish arch
4 people
23
Build the obstacles
8 people
24
Fill mud pits
4 people
25
Set up water station
3 people
26
Set up the check-in desk
3 people
27
Set up the cloakroom
2 people
28
Build the catering point
4 people
29
Set up the first aid station
2 people
30
Test sound and announcements
2 people
31
Check toilets
2 people
32
Brief volunteers
3 people
33
Lay out bib numbers
2 people
34
Receive participants
6 people
35
Hand out race numbers
4 people
36
Collect luggage
3 people
37
Check the start corral
3 people
38
Give the opening briefing
2 people
39
Guide the start groups
6 people
40
Guard obstacles
12 people
41
Assist participants at obstacles
8 people
42
Staff water stations
4 people
43
Refill drinks
3 people
44
Provide first aid
3 people
45
Keep the route clear
3 people
46
Record times
3 people
47
Register finishers
4 people
48
Hand out finish medals
3 people
49
Hand out towels
2 people
50
Serve snacks
4 people
51
Serve hot drinks
2 people
52
Keep catering tables clean
2 people
53
Empty trash bins
3 people
54
Provide music
55
Prepare awards ceremony
3 people
56
Support awards ceremony
3 people
57
Guide the last participants
4 people
58
Close off the finish area
3 people
59
Check out participants
3 people
60
Return luggage
3 people

Aftercare

61
Dismantle obstacles
8 people
62
Remove directional signs
4 people
63
Load equipment
6 people
64
Catering breakdown
4 people
65
Collect waste
4 people
66
Clean the grounds
5 people
67
Clean the restrooms
2 people
68
Return borrowed equipment
2 people
69
Clear away leftover groceries
2 people
70
Register lost and found items
71
Send participant email
72
Publish results
2 people
73
Announce the donation amount

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
High tablesqty 8
Coat racksqty 4
Storage cratesqty 30

Sports equipment

Start and finish arch
Obstacle barriersqty 4
Climbing netsqty 3
Rope laddersqty 4
Climbing ropesqty 6
Tiresqty 40
Wooden beamsqty 12
Mud pitsqty 3
Water tubsqty 4
Crawl tunnelsqty 3
Sandbagsqty 30
Burlap sacksqty 40
Traffic conesqty 60
Rubber matsqty 30
Stopwatchesqty 6
Whistlesqty 20
Bib numbersqty 350
Finish medalsqty 350
Wristbandsqty 350
Towelsqty 350
Ropeqty 4
Cable tiesqty 500
Herringqty 80
Rubber malletsqty 8
Scoopsqty 6
Wheelbarrowsqty 3
Water hosesqty 3

Equipment

Mobile sound system
Wireless microphonesqty 2
Megaphonesqty 3
Coolersqty 8
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 12
Walkie-talkiesqty 12

Tableware

Reusable cupsqty 500
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 150
Thermos flasksqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Pitcherqty 8
Coolersqty 4

Decorations

Bannersqty 12
Route arrowsqty 30
Sponsor bannersqty 20
Information boardsqty 10
Whiteboardsqty 3
Markersqty 12

Safety

First aid kitsqty 4
AED
Safety vestsqty 30
Crowd control barriersqty 30
Conesqty 40
Flashlightsqty 10

Cleaning

Waste binsqty 20
Broom setsqty 6
Floor squeegeesqty 4
Bucketsqty 8
Spongesqty 12
Cleaning clothsqty 30
Toilet brushesqty 4
Work glovesqty 20
Pressure washer

Catering

Groceries

Tips

Set the course before booking obstacles. Walk the full route and mark where walls, climbing nets, tunnels, tyres and mud pits will go, leaving enough space for overtaking and for first-aid access.
Start permit and insurance checks several weeks before race day. A course using public paths, traffic crossings or large structures may need approval before you can publish the route.
Give volunteers fixed posts and a short written briefing. Include their reporting time, the nearest first-aid point, how to stop a competitor safely and who carries the whistle or stopwatch.
Close registration early enough to create start groups and sort race numbers. Groups of 10 to 20 runners are easier to release safely than one large crowd at the start line.
Build in a weather and equipment check on the final day. Test every obstacle, secure tents and signage with suitable fixings, and place water, towels and clear route markers before participants arrive.

Frequently asked questions

How long does it take to organise an obstacle run?: Allow at least 8 to 12 weeks for a small obstacle run, and longer if you need permits or public-space approval. Use the first weeks for the course, safety arrangements and equipment; leave the final 7 days for confirmations and race-day preparation.
How many volunteers do I need for an obstacle run?: Plan for at least one volunteer at each major obstacle, plus separate people for registration, the start, finish, water points and first aid support. For a course with 10 obstacles, a practical starting point is around 15 to 25 volunteers, depending on its length and participant numbers.
How many participants should be in one obstacle run start group?: Start with groups of about 10 to 20 participants, released at intervals that prevent a queue at the first obstacle. If the course is narrow or several obstacles are close together, use smaller groups or longer gaps.
What should I check the day before an obstacle run?: Walk the entire route, test every obstacle, confirm the weather and check that first-aid cover and volunteers are still available. Also sort race numbers, inspect ropes and fixings, and confirm that the start and finish areas, water point and signage can be set up on time.

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