How to organise an obstacle run from start to finish

Organising an obstacle run starts with the course, not the decorations. Set the date and location, choose realistic distances and obstacles, then check every safety risk before opening registration. After that, handle permissions, insurance, participant information and start groups in that order. On race day, volunteers, first aid, route signs and equipment checks keep the event moving. This plan gives you a practical sequence for building the course, preparing participants and avoiding the details that are often left until the last week.

Organize this event for free with Lizzt

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
Determine the course and distances
3 people
3
Select obstacles
3 people
4
Identify safety risks
3 people
5
Request permission for the course
6
Confirm venue reservation
7
Check insurance details
8
Create registration form
9
Draft participant terms and conditions
2 people
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign starter groups
2 people
14
Print participant list
15
Prepare race numbers
2 people
16
Design route signs
17
Mark out the course on the map
2 people
18
Brief volunteers
3 people
19
Arrange first aid staffing
2 people
20
Check the weather forecast
21
Do the shopping
3 people
22
Check materials
3 people
23
Sort bib numbers
2 people
24
Chill drinks
2 people
25
Stock first aid kits
2 people

Event

26
Transport obstacles
6 people
27
Inspect the grounds
3 people
28
Set out the course
6 people
29
Build the obstacles
8 people
30
Secure the landing zones
4 people
31
Set up the start and finish arch
4 people
32
Place route signs
4 people
33
Place barrier tape along the route
4 people
34
Set up tables and tents
4 people
35
Set up registration desk
2 people
36
Set up water stations
3 people
37
Set up the first aid station
2 people
38
Test sound system
2 people
39
Register volunteers
2 people
40
Receive participants
4 people
41
Hand out race numbers
4 people
42
Give starting instructions
2 people
43
Guide the start groups
6 people
44
Guard obstacles
12 people
45
Encourage participants
6 people
46
Record split times
3 people
47
Refill drinks
3 people
48
Restock fruit and snacks
2 people
49
Empty trash bins
2 people
50
Check wet obstacles
3 people
51
Register finishers
3 people
52
Handle medal distribution
2 people
53
Provide music and announcements
2 people
54
Guide the last participants
6 people
55
Close off the finish area
3 people

Aftercare

56
Take down obstacles
8 people
57
Remove barrier material
4 people
58
Take down tables and tents
4 people
59
Clean equipment
4 people
60
Clear litter from the grounds
6 people
61
Wash dishes and cups
2 people
62
Pack leftovers safely
2 people
63
Dispose of waste separately
2 people
64
Return borrowed materials
3 people
65
Send results to participants
66
Process lost and found items
67
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 24
Changing room tentsqty 2

Sports equipment

Obstacle fencesqty 6
Climbing netsqty 3
Crawl tunnelsqty 4
Tiresqty 40
Wooden beamsqty 12
Balance blocksqty 10
Rope laddersqty 4
Climbing ropesqty 4
Soft landing matsqty 12
Foam blocksqty 30
Water tubsqty 4
Plastic rampsqty 4
Sandbagsqty 20
Conesqty 40
Bib numbersqty 180
Finish medalsqty 180
Stopwatchesqty 6
Whistlesqty 15
Caps for volunteersqty 25
Safety vestsqty 30
Work glovesqty 20
Rubber bootsqty 12
Start and finish arch
Route signsqty 24
Directional signsqty 16
Crowd control barriersqty 20
Bollardsqty 40
Barrier tapeqty 12
Ground anchorsqty 40
Ratchet strapsqty 30
Ropesqty 10
Herringqty 60
Rubber tilesqty 30
Plastic protective filmqty 4
Megaphonesqty 2
Walkie-talkiesqty 10
Clipboardsqty 8
Pensqty 40
Waterproof markersqty 12
Tapeqty 10
Duct tapeqty 8
Scissorsqty 6
Measuring tapesqty 4
Waterproof storage binsqty 10
First aid kitsqty 3
Emergency blanketsqty 20
Ice packsqty 20
Nitrile glovesqty 100
Stretcher with support

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Flashlightsqty 8

Tableware

Reusable drinking cupsqty 250
Platesqty 180
Cutlery setsqty 180

Kitchen

Coolersqty 6
Water jugsqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Knivesqty 6
Thermos flasksqty 6
Coolersqty 4

Cleaning

Waste binsqty 12
Litter pickersqty 6
Bucketsqty 8
Broomsqty 6
Floor squeegeesqty 4
Spongesqty 12

Catering

Groceries

Tips

Plan the full route on a map before ordering or placing obstacles. Mark the start, finish, water tubs, first-aid points, access for helpers and any section where participants may queue.
Review each obstacle for falls, slips, collisions and overcrowding. Soft landing mats, foam blocks and clear spacing are easy to overlook when you focus mainly on the challenge itself.
Apply for route permission and confirm insurance before sending invitations. Allow at least several weeks for approvals, and keep the written details with the event plan.
Close registration early enough to create start groups, print the participant list and sort bib numbers. A practical deadline is 3 to 5 days before the run, rather than the evening before.
Do a complete equipment check before race day, including barriers, signs, whistles, stopwatches, safety vests and first-aid kits. Recheck the course on the morning itself, especially after rain or strong wind.

Frequently asked questions

How long does it take to organise an obstacle run?: Allow at least 8 to 12 weeks for a small community obstacle run. That gives you time to secure the location, arrange permission and insurance, open registration, recruit volunteers and test the course safely.
How many obstacles should an obstacle run have?: For a short recreational run, plan roughly 8 to 12 obstacles over a 3 to 5 kilometre course. Leave enough space between them for participants to recover and for volunteers to supervise safely.
When should I close registration for an obstacle run?: Close registration 3 to 5 days before the event if possible. You then have time to assign start groups, print the participant list, prepare bib numbers and collect any final dietary or medical information.
How many first-aid volunteers do I need for an obstacle run?: Plan at least one first-aid point with two trained people for a small event, plus a clear way to reach every course section. For larger groups or difficult obstacles, add coverage based on the risk assessment rather than relying on one finish-line kit.

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.