Obstacle Course Run Checklist

An obstacle course run needs more than obstacles and a start line. You need time to measure the course, secure permits and insurance, plan traffic and first aid, and give volunteers clear jobs. Registration and participant information should be ready before race week, while bibs, starter groups and race packages need a final check close to the event. Use this checklist to work through the planning in the right order and avoid last-minute gaps in safety, staffing or equipment.

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

Set the event date
2 people
Record the course location
2 people
Apply for permits
2 people
Check insurance
Measure the course
3 people
Select obstacles
3 people
Prepare safety plan
3 people
Recruit volunteers
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve suppliers
2 people
Arrange first aid staffing
2 people
Develop the traffic plan
2 people
Assign starter groups
2 people
Assign volunteers
2 people
Create briefing document
Send participant information
2 people
Check the weather forecast
Check stock
2 people
Finalize shopping list
2 people
Prepare race numbers
3 people
Assemble packages
4 people
Do the shopping
2 people
Chill drinks
2 people
Check obstacles
4 people

Event

Mark out the route
4 people
Build the start and finish area
6 people
Build the obstacles
10 people
Place safety mats
6 people
Set up registration tables
3 people
Set up catering point
4 people
Set up the first aid station
3 people
Test the PA equipment
2 people
Brief volunteers
4 people
Lay out bib numbers
3 people
Register participants
6 people
Give starting instructions
2 people
Guide the start groups
6 people
Guard obstacles
18 people
Staff water stations
6 people
Welcome participants
4 people
Process time records
3 people
Refill drinks
3 people
Serve snacks
4 people
Award finisher medals
3 people
Incident reporting
2 people
Guide the last participants
4 people
Officially close the finish line
2 people

Aftercare

Take down obstacles
10 people
Leave the site clean
8 people
Clean up catering
4 people
Collect waste
6 people
Load materials
6 people
Return borrowed materials
3 people
Clean reusable materials
4 people
Publish results
2 people
Send participant email
2 people
Check for damage and missing items
2 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 12
Folding chairsqty 20
Beer tablesqty 8
Registration tablesqty 4
Waste binsqty 12

Sports equipment

Obstacle fencesqty 8
Climbing netsqty 4
Balance beamsqty 6
Crawl tunnelsqty 4
Wooden polesqty 30
Ropesqty 12
Plastic containersqty 20
Hay balesqty 30
Rubber tilesqty 60
Traffic conesqty 80
Crowd control barriersqty 30
Starting ribbonsqty 6
Medal ribbonsqty 220
Finisher medalsqty 220
Bib numbersqty 250
Start number bandsqty 250
Stopwatchesqty 6
Whistlesqty 20
Water jerry cansqty 12
Drinking water tapsqty 6
Spons tubsqty 8
Towelsqty 40

Equipment

Walkie-talkiesqty 20
Megaphonesqty 4
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Laptopsqty 3
Barcode scannersqty 4

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250

Kitchen

Coolersqty 10
Thermos flasksqty 8
Serving jugsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Serving plattersqty 12
Coffee machinesqty 2
Kettlesqty 2

Cleaning

Broom setsqty 6
Floor squeegeesqty 4
Bucketsqty 8
Spongesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 8
Hand sanitizer pumpsqty 10
First aid kitsqty 4
Emergency blanketsqty 20
Nitrile glovesqty 200

Lighting

LED construction lightsqty 12
Light Stripsqty 6

Decorations

Route signsqty 30
Directional signsqty 20
Start arch
Finish arch
Buntingqty 12

Catering

Groceries

Tips

Start with the course and permissions. Set the date, record the location, measure the route, choose the obstacles and submit permit applications early enough to allow for revisions.
Build the safety plan before recruiting volunteers. Cover obstacle supervision, first aid staffing, traffic control and how walkie-talkies, whistles and a megaphone will be used during the run.
Plan participant flow, not just the race itself. Separate registration tables from the starting area, use barriers and cones to guide arrivals, and assign starter groups before sending final participant information.
Check water and recovery points by estimating demand for the full field. Place drinking water taps or jerry cans where runners finish and keep towels, waste bins and shelter available for people waiting or cooling down.
Reserve and inspect equipment before race week. Count fences, nets, beams, tunnels, ropes, tiles, medals, bib numbers and start number bands, then assemble race packages and complete the shopping list after checking current stock.

Frequently asked questions

How far in advance should I organize an obstacle course run?: Start planning at least 8 to 12 weeks before the event. Use the first weeks for the date, location, permits, insurance, course measurement and obstacle selection; open registration only after the basic route and safety plan are workable.
How many volunteers do I need for an obstacle course run?: Plan at least one responsible volunteer at every obstacle or safety-critical section, plus separate people for registration, starting groups, finishers and traffic control. Add a coordinator for roughly every 10 to 15 volunteers so instructions and changes can be passed on quickly.
When should I send participant information for an obstacle course run?: Send the main information 7 to 10 days before the run, including arrival time, location, starter group, clothing guidance and safety rules. Send a short weather and last-minute update 24 hours before the start.
What should I check the day before an obstacle course run?: Recheck the weather, course access, obstacle stability, first aid staffing, water, bibs, medals, radios and volunteer assignments. Finish race packages and place a printed briefing document with the registration and start teams before the event morning.

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.