How to organize a survival competition
Start by fixing the competition format, participant limit, date and location before booking equipment or opening registration. Then inspect the entire route, test every obstacle and record the risks for each section. Safety, permits, insurance and emergency communication need decisions early, not during setup. Once the course works, publish clear rules, assign volunteers, build teams and prepare scoring so competitors know exactly what happens from check-in to the final result.
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
Define the competition format
2 people
- 3
Set participant limit
- 4
Check permits
- 5
Check insurance
- 6
Prepare safety plan
2 people
- 7
Inspect the route and grounds
3 people
- 8
Record risks per section
2 people
- 9
Locate the first aid station
2 people
- 10
Compile emergency numbers
- 11
Send invitations
2 people
- 12
Open registrations
- 13
Recruit volunteers
2 people
- 14
Write out the competition rules
2 people
- 15
Record scoring
2 people
- 16
Collect dietary requirements
- 17
Process registrations
2 people
- 18
Assemble teams
2 people
- 19
Send out team assignments
- 20
Reserve materials
- 21
Reserve toilet facilities
- 22
Reserve power supply
- 23
Apply for permits
- 24
Mark out the route
3 people
- 25
Test obstacles and challenges
4 people
- 26
Check the weather forecast
- 27
Send participant information
- 28
Create volunteer schedule
2 people
- 29
Collect materials
3 people
- 30
Do the shopping
3 people
- 31
Chill drinks
2 people
- 32
Prepare team cards
2 people
- 33
Prepare score sheets
2 people
- 34
Sort route arrows
2 people
- 35
Carry out a weather check
- 36
Inspect the site again
3 people
- 37
Build party tents
4 people
- 38
Set up tables and chairs
4 people
- 39
Set up the start and finish arch
3 people
- 40
Set up the competition trials
8 people
- 41
Mark route
4 people
- 42
Set up the first aid station
2 people
- 43
Set up the registration table
2 people
- 44
Set up the catering buffet
3 people
- 45
Test sound system
2 people
- 46
Give the jury briefing
2 people
- 47
Give volunteer briefing
2 people
Event
- 48
Receive participants
4 people
- 49
Register participants
3 people
- 50
Hand out race numbers
2 people
- 51
Explain the competition rules
2 people
- 52
Give safety instructions
2 people
- 53
Guide teams to the start
4 people
- 54
Give the start signal
2 people
- 55
Staff tasting stations
10 people
- 56
Track score sheets
3 people
- 57
Escort participants along the route
4 people
- 58
Provide first aid
2 people
- 59
Refill drinks
2 people
- 60
Restock fruit and snacks
2 people
- 61
Serve the hot meal
4 people
- 62
Register finishers
3 people
- 63
Check final scores
3 people
- 64
Announce the winners
2 people
- 65
Present prizes
2 people
- 66
See participants off
3 people
Aftercare
- 67
Gather competition materials
6 people
- 68
Remove route arrows
4 people
- 69
Collect waste
4 people
- 70
Wash dishes
3 people
- 71
Clear tables and chairs
4 people
- 72
Take down party tents
4 people
- 73
Clean the grounds
5 people
- 74
Switch off equipment
2 people
- 75
Chill leftover food
2 people
- 76
Lock up the venue
2 people
- 77
Let materials dry
3 people
- 78
Check materials
2 people
- 79
Return borrowed equipment
3 people
- 80
Handle deposits and waste
- 81
Send participants' photos
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 10
- Folding chairsqty 40
- Registration desk
- Jury tablesqty 3
- Waste binsqty 8
Equipment
- Walkie-talkiesqty 12
- Sound system
- Megaphoneqty 2
- Extension cordsqty 6
- Power stripsqty 4
- Power banksqty 6
- Stopwatchesqty 8
- Speaker standsqty 2
Sports equipment
- Rope laddersqty 4
- Climbing ropesqty 6
- Tug-of-war ropesqty 4
- Cable reelsqty 3
- Wooden beamsqty 8
- Hay balesqty 20
- Plastic cratesqty 30
- Water tubsqty 6
- Conesqty 40
- Marker conesqty 30
- Hoopsqty 12
- Sandbagsqty 20
- Bucketsqty 20
- Tennis ballsqty 30
- Wooden polesqty 30
- Navigation compassesqty 20
- Waterproof card sleevesqty 20
- Marker tapeqty 10
- Competition flagsqty 12
- Bib numbersqty 100
- Medal ribbonsqty 30
- Medalsqty 30
- Prizesqty 3
- Chalkboardsqty 6
- Scoreboardsqty 6
- Score sheetsqty 150
- Pensqty 40
- Route arrowsqty 60
- Barrier tapeqty 10
- Herringqty 100
- Rubber malletsqty 8
- Work glovesqty 30
- Safety helmetsqty 20
- Safety vestsqty 20
- Rain ponchosqty 30
- Thermal labelsqty 20
- Water jerry cansqty 6
- Coolersqty 6
- Ice cubesqty 20
- Flashlightsqty 20
- Headlampsqty 20
- Batteriesqty 40
- Cable tiesqty 200
- Duct tapeqty 8
- Measuring tapesqty 6
- Tarpaulinsqty 8
- Cone Bagsqty 8
Kitchen
- Food warmersqty 4
- Soup kettlesqty 2
- Serving spoonsqty 6
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Scissorsqty 4
- Pliersqty 6
Tableware
- Reusable cupsqty 150
- Reusable platesqty 120
- Reusable cutleryqty 150
- Coffee potsqty 4
- Soup ladlesqty 4
- Serving traysqty 8
Lighting
- LED light garlandsqty 8
- LED construction lightsqty 6
- Lanternsqty 10
Cleaning
- Broom setsqty 4
- Litter pickersqty 4
- Buckets for cleaningqty 4
- Mopsqty 4
- Hand sanitizer pumpsqty 8
- First aid kitsqty 2
- Fire extinguishersqty 2
Catering
- Groceries
Tips
- Test every obstacle with the intended equipment before event day, including rope ladders, climbing ropes, water tubs, hay bales and wooden beams. Leave enough time to remove or redesign any challenge that creates an avoidable risk.
- Walk the route section by section and record one named risk and control measure for each area. Mark the course with cones or marker cones, and place the first aid station where volunteers can reach every section quickly.
- Set a registration deadline at least 7 days before the competition. Use the final participant list to collect dietary requirements, assemble teams and send team assignments before competitors arrive.
- Give each volunteer a specific post, contact method and start time. Use walkie-talkies for course staff, keep emergency numbers together and designate one person to coordinate incidents rather than leaving decisions to the nearest marshal.
- Write the scoring rules before opening registration and test the timing process with stopwatches. Explain penalties, tie-breaks, obstacle attempts and the final result procedure in one briefing so the jury applies the same standard to every team.
Frequently asked questions
- How far in advance should I plan a survival competition?
- Start at least 8 to 12 weeks ahead. Use the first weeks for the date, location, format, permits, insurance and safety plan, then open registration only after the course and rules are workable.
- How many volunteers do I need for a survival competition?
- Plan at least one responsible volunteer for registration, one for scoring and one for each active obstacle or route section. Add a coordinator and a first-aid contact, then confirm the final number after the route inspection.
- When should I test the survival competition obstacles?
- Test them at least 7 days before the event, using the same ropes, beams, crates, water tubs and other equipment planned for the competition. Repeat a short safety check on the morning of the event before participants enter the course.
- What should competitors receive before a survival competition?
- Send team assignments, rules, arrival time, registration instructions, clothing guidance and safety information at least 3 days before the event. Include the scoring method and explain where dietary requirements should be reported.
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