Obstacle Race Checklist

An obstacle race needs more than obstacles and a start line. This checklist takes you from confirming the date and location to preparing race numbers, starter packs, route signs and the weather plan. It also covers permissions, suppliers, safety checks, volunteers and participant information. Use the tasks in order so you can spot missing equipment, unclear responsibilities and late arrangements before race day.

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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

Confirm date and location
2 people
Measure the course
2 people
Inventory obstacles
2 people
Prepare safety plan
2 people
Make reservations
Arrange course permission
Book obstacle suppliers
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Send participant information
Recruit volunteers
2 people
Divide posts and tasks
2 people
Check the weather forecast
Print participant list
Prepare race numbers
2 people
Make route signs
2 people
Check obstacles
2 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Prepare snacks
3 people
Assemble starter packs
3 people
Announce the weather plan
Inspect the site
3 people
Set up the tents
5 people
Set up tables and chairs
4 people
Set out the course
5 people
Set up obstacles
8 people
Secure the landing zones
4 people
Set up the start and finish arch
3 people
Put up route signs
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Test music and announcements
2 people
Set out first aid supplies
2 people
Check toilets
2 people
Brief volunteers
2 people
Conduct a safety check
4 people

Event

Hand out race numbers
4 people
Register participants
4 people
Collect luggage
2 people
Give the opening briefing
2 people
Lead the warm-up
2 people
Guide the start groups
4 people
Staff the obstacles
12 people
Keep time records
3 people
Staff water stations
4 people
Staff the first aid station
2 people
Encourage participants
4 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Keep track of finish times
3 people
Assist with the medal ceremony
3 people
Announce the winners
2 people
Restock the buffet
3 people
Operate barbecue
3 people
Provide music
Support the evening program
2 people
Check toilets periodically
2 people
Announce the final round
Guide guests to the exit
3 people

Aftercare

Gather supplies
3 people
Take down obstacles
8 people
Take down tents and furniture
5 people
Gather course materials
4 people
Sort waste
3 people
Clean the grounds
5 people
Wash dishes
3 people
Empty the coolers
2 people
Collect lost and found items
2 people
Store materials dry
3 people
Return borrowed items
2 people
Store leftovers safely
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 8
Coat racksqty 2
Luggage binsqty 6

Sports equipment

Baffle balesqty 20
Climbing netsqty 3
Climbing ropesqty 4
Crawl tunnelsqty 4
Wooden hurdle barsqty 12
Hoopsqty 30
Traffic conesqty 60
Spongesqty 40
Water tubsqty 6
Rubber matsqty 20
Skipping ropesqty 15
Sandbagsqty 20
Medal ribbonsqty 160
Stopwatchesqty 6
Bib numbersqty 180
Conesqty 40
Barrier tapeqty 12
Herringqty 80
Ratchet strapsqty 20
Protective panelsqty 12
Key setsqty 4
Hammerqty 4
Work glovesqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 8
Mobile chargersqty 4
Walkie-talkiesqty 12
First aid kitsqty 2
Fever thermometersqty 2
Fire extinguishersqty 2

Lighting

LED lampsqty 10
String lightsqty 6
Flashlightsqty 8

Decorations

Start arch
Finish arch
Route signsqty 18
Information boardsqty 8
Buntingqty 10
Stage ribbonsqty 6

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Serving spoonsqty 12
Pitchersqty 8

Kitchen

Barbecuesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Cooling traysqty 4
Thermos flasksqty 6
Kettlesqty 3

Cleaning

Waste binsqty 12
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Spongesqty 12
Washing-up basinsqty 4

Catering

Groceries

Tips

Measure the full course before booking equipment. Mark the start, finish and each obstacle so you know how many cones, signs, mats and barrier sections are needed.
Write the safety plan before the course is built. Include obstacle checks, water points, first-aid arrangements, volunteer posts and the procedure for stopping the race.
Give suppliers and volunteers firm deadlines. Book obstacles and course equipment several weeks ahead, then confirm delivery, collection and access details again before the event.
Send participant information before assigning starter groups. Include arrival time, clothing guidance, race format, dietary information deadlines and what happens if the weather changes.
Prepare race-day materials in separate labelled boxes. Keep bib numbers, printed participant lists, route signs, starter packs, stopwatches, keys and tools together so setup does not depend on one person.

Frequently asked questions

How far in advance should I plan an obstacle race?: Start planning at least 8 to 12 weeks before the race. Confirm the date, location, permissions and obstacle suppliers first, then allow time for registrations, volunteers, safety checks and participant information.
When should I check the obstacle race course?: Measure the course during the planning stage and inspect every obstacle again on race day. Complete the final safety check before participants arrive, with volunteers briefed at least 60 minutes before the first start group.
How many volunteers do I need for an obstacle race?: Assign at least one volunteer to every staffed obstacle or post, plus a small setup and course-support team. Final numbers depend on the course length and risk level, so make the post-and-task division before printing the participant list.
What should I do if the weather changes on race day?: Check the forecast the day before and again on the morning of the race. Announce the weather plan before participants arrive, including any course changes, delays, cancellations or instructions for using tents, mats and water stations.

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.