Obstacle Course Run Checklist

Use this checklist to organise an obstacle course run from the first site check to the final equipment count. It covers route planning, obstacle safety, permits, participant details, volunteer shifts, water, toilets, and event-day setup. Start with the venue and risk assessment, then work through registrations and logistics before confirming quantities. The final week is mainly about weather, shopping, collecting equipment, and making sure every station has a responsible person.

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

Confirm date and location
2 people
Reserve the venue
Mark out the route and obstacles
3 people
Check safety risks
2 people
Arrange permits and notifications
Check insurance coverage
Create a participant form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Assign starter groups
2 people
Schedule volunteers
2 people
Reserve obstacles
Reserve toilets
Calculate catering quantities
2 people
Make bib numbers
2 people
Print route maps
Send participant information
Check the weather forecast
Do the shopping
3 people
Collect obstacles
3 people
Sort materials
3 people
Fill coolers
2 people
Mark the start and finish area
4 people
Set up obstacles
8 people
Cover the landing zones
4 people
Set up water stations
3 people
Set up registration tables
2 people
Build the catering buffet
4 people
Connect the sound system
2 people
Test power supply
2 people
Put up route signs
3 people
Set out first aid supplies
2 people
Brief volunteers
3 people

Event

Open participant registration
4 people
Hand out race numbers
3 people
Collect luggage
2 people
Guide participants to the starting pen
3 people
Give safety instructions
2 people
Send off the start groups
4 people
Staff the obstacles
12 people
Guide participants
6 people
Manage water stations
4 people
Provide first aid
2 people
Register finishers
2 people
Hand out medals
2 people
Return luggage
2 people
Refill drinks
2 people
Serve snacks and sandwiches
4 people
Empty trash bins
2 people
Provide music
Support awards ceremony
3 people
Turn on evening lighting
2 people
See off the last participants
3 people

Aftercare

Cord off the finish area
3 people
Dismantle obstacles
8 people
Collect materials
5 people
Disconnect the sound system
2 people
Dismantle lighting
2 people
Clean up catering
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the grounds
5 people
Clean the restrooms
2 people
Hand over the site
2 people
Return borrowed materials
3 people
Return obstacles
3 people
Clean coolers
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 8
Start deskqty 2
Luggage racksqty 6

Sports equipment

Obstacle fencesqty 8
Climbing netsqty 3
Rope laddersqty 3
Climbing ropesqty 4
Tiresqty 30
Wooden beamsqty 12
Crawl tunnelsqty 3
Mud pitsqty 4
Sandbagsqty 20
Water tubsqty 4
Crash matsqty 12
Traffic conesqty 40
Crowd control barriersqty 30
Starting ribbonsqty 4
Stopwatchesqty 6
Walkie-talkiesqty 12
Whistlesqty 15
Medal ribbonsqty 120
Race bib beltsqty 120
Bib holdersqty 120
Water jerry cansqty 8
Drinking water dispensersqty 8
Mop setsqty 4
Scoopsqty 6
Rakesqty 4
Wheelbarrowsqty 3
Rubber malletsqty 6
Ratchet strapsqty 20
Cable tiesqty 200
Duct tapeqty 8
Work glovesqty 20
Reflective vestsqty 25
Course signsqty 20
Directional signsqty 30
Whiteboardsqty 3
Markersqty 12
Clipboardsqty 8
Pensqty 50
Race number sheetsqty 140
Route mapsqty 140
Prize trophiesqty 6
First aid kitsqty 3
Emergency blanketsqty 20
Ice packsqty 20
Stretcher
Handwashing stationsqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 180
Coffee cupsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 6
Chef’s platesqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Ice packsqty 30

Equipment

Battery lampsqty 8
Speakersqty 2
Microphone
Mixer
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10

Lighting

Light Stripsqty 8
Work lightsqty 6
Headlampsqty 12

Decorations

Buntingqty 12
Start arch
Finish arch
Stage blocksqty 3

Cleaning

Waste binsqty 15
Waste binsqty 4
Broom setsqty 5
Floor squeegeesqty 4
Bucketsqty 8
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm the date, venue, route, and obstacle layout before opening registration. Allow at least 4–6 weeks for permits, insurance checks, supplier bookings, and participant communication.
Walk the full course with the safety lead and mark hazards before placing equipment. Check every climbing net, rope ladder, tire, beam, tunnel, mud pit, and water section, and keep crash mats at impact points.
Close registration at least 7 days before the run so you can assign starter groups, print bibs and route maps, collect emergency contacts, and calculate catering and water quantities.
Schedule volunteers by station rather than using one general list. Give each obstacle team a radio or whistle, a clear shift time, and instructions for stopping participants if a section becomes unsafe.
Do the final weather check 24–48 hours before the event. Fill coolers, place water dispensers, set up the start desk and barriers, and keep mops, scoops, and spare materials available for wet or muddy areas.

Frequently asked questions

How far in advance should I organise an obstacle course run?: Start planning at least 6–8 weeks ahead. That gives you time to reserve the venue and obstacles, check insurance, arrange permits or notifications, open registration, and schedule volunteers.
How many volunteers do I need for an obstacle course run?: Plan for at least one volunteer at every obstacle or safety-critical section, plus people at registration, the start and finish, water points, and first aid. For a small course, begin with roughly 10–15 volunteers and increase that number for a longer route or multiple starter groups.
When should participants receive the event information?: Send the main participant information 5–7 days before the run, after registrations close. Include the arrival time, starter group, route map, clothing guidance, parking or access details, emergency instructions, and what to do if the weather changes.
How much water should I provide for an obstacle course run?: Calculate water for the full participant count, volunteers, and spectators who may use the stations. As a practical starting point, allow 0.5–1 litre per participant for the event, with extra water for hot weather and a separate supply for cleaning muddy equipment.

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.