Obstacle Course Run Checklist

An obstacle course run needs more than obstacles and a start line. You’ll need permission for the route, a safety plan, first aid cover, registration details, volunteers and a clear setup schedule. This checklist puts the work in a sensible order, from recording the date and route to removing the equipment afterwards. Pay particular attention to emergency contacts, starter groups, parking, restrooms and weather updates: these are easy to leave until the final week.

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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

Record date and route
2 people
Arrange course permission
2 people
Reserve obstacles and materials
2 people
Prepare safety plan
2 people
Arrange first aid staffing
Check insurance details
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
Assign starter groups
2 people
Recruit volunteers
2 people
Create volunteer instructions
Reserve parking spaces
Reserve restroom facilities
Check the weather forecast
Send participant information
Print race numbers
Do the shopping
2 people
Check materials
3 people
Sort the obstacles
3 people
Mark route
4 people
Mark out the start and finish area
4 people
Remove Obstacles
6 people
Build the obstacles
8 people
Secure obstacles
4 people
Check landing zones
3 people
Set up tents
4 people
Set up tables and benches
4 people
Set up registration desk
2 people
Set up water stations
3 people
Set up the first aid station
2 people
Set up coat check and baggage area
2 people
Test sound and walkie-talkies
2 people
Lay out bib numbers
2 people
Give volunteer briefing
3 people
Walk the course together
4 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Collect luggage
2 people
Guide the start groups
3 people
Provide the start signal
2 people
Staff the obstacles
12 people
Assist participants at obstacles
6 people
Manage water stations
4 people
Check safety along the route
3 people
Provide first aid
2 people
Record split times
3 people
Register finishers
3 people
Hand out medals
2 people
Serve snacks
3 people
Refill drinks
3 people
Serve coffee and tea
2 people
Provide music
Present prizes
2 people
Return luggage
2 people
Guide the last participants
3 people
Close off the course
3 people

Aftercare

Take down obstacles
8 people
Reload materials
6 people
Collect waste
4 people
Clean the grounds
4 people
Take down tents and furniture
5 people
Clear away lighting and power
3 people
Check borrowed equipment
2 people
Return materials
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Process results
2 people
Send participants the results
Register lost property
Return lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Benchesqty 12
Folding chairsqty 20
Coat racksqty 4
Waste binsqty 10

Sports equipment

Obstacle fencesqty 6
Climbing netsqty 3
Rope laddersqty 4
Crawl tunnelsqty 4
Tiresqty 40
Wooden beamsqty 8
Ropesqty 12
Water tubsqty 4
Sandbagsqty 20
Crash matsqty 12
Obstacle flagsqty 30
Start arch
Finish arch
Stopwatchesqty 6
Medalsqty 120
Prizesqty 12

Equipment

Walkie-talkiesqty 16
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Batteriesqty 40

Lighting

LED lampsqty 12
String lightsqty 6

First aid

First aid kitsqty 3
Blanketsqty 6
Disposable glovesqty 100
Emergency blanketsqty 20
Stretcher

Safety

Crowd barriersqty 20
Barrier tapeqty 8
Traffic conesqty 30
Safety vestsqty 30
Work glovesqty 20

Registration

Bib holdersqty 120
Bib numbersqty 150
Pensqty 30
Clipboardsqty 12
Name stickersqty 150
Wristbandsqty 150

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Serving jugsqty 8

Kitchen

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

Cleaning

Bucketsqty 6
Broomsqty 4
Litter pickersqty 4
Spongesqty 12
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the date, route and course permission before booking obstacles or sending invitations. Allow at least 6–8 weeks for approvals, supplier availability and participant registration.
Build the safety plan around every obstacle, including climbing nets, rope ladders, crawl tunnels, tires, water tubs and crash mats. Assign first aid staff and make sure volunteers know who to contact by walkie-talkie.
Collect emergency contacts and dietary requirements during registration, not on race day. Send participant information at least 7 days before the run, including arrival time, parking, clothing and what happens in bad weather.
Set up the course in a fixed order: mark the route first, then the start and finish areas, then position obstacles, flags and safety materials. Check every obstacle before participants arrive and keep extension cords and power strips away from wet areas.
Prepare the finish area as carefully as the start: arrange medals and prizes, test the microphone and mobile sound system, place waste bins, and plan when volunteers will remove obstacles after the final group finishes.

Frequently asked questions

How far in advance should I plan an obstacle course run?: Start planning at least 6–8 weeks before the event. Use the first two weeks for the date, route permission, insurance and supplier bookings, then open registration and recruit volunteers.
How many volunteers do I need for an obstacle course run?: Plan at least 1 course volunteer per active obstacle, plus staff for registration, parking, the start and finish areas, and first aid. For 10 obstacles, a practical starting point is around 15–20 volunteers, depending on the course length and participant groups.
When should I send obstacle course run information to participants?: Send the main participant information at least 7 days before the event, then send a weather and final-arrival update 24–48 hours beforehand. Include parking, restroom locations, starter groups, emergency arrangements and recommended clothing.
What should I do the day before an obstacle course run?: Check the weather forecast, confirm volunteers and first aid staffing, print race numbers, check all materials and sort the obstacles. If possible, mark the route and start and finish areas the day before so setup on race morning is limited to final safety checks.

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.