Obstacle race checklist: from course planning to race day

An obstacle race needs more than a course and a start line. You have to secure the venue, permits and insurance first, then build a safe route, arrange obstacles, recruit volunteers and manage registrations. This checklist puts the work in a practical order, including details that are easy to leave until the final week. Use it to coordinate suppliers, participant information, safety cover, race numbers, medals and race-day setup without relying on last-minute decisions.

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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

Reserve the venue
Apply for a permit
Arrange liability insurance
Set out the course temporarily
2 people
Select obstacles
2 people
Reserve suppliers
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign starter groups
2 people
Send participant information
Check the route one last time
3 people
Prepare safety plan
2 people
Arrange first aid staffing
Assign volunteer posts
2 people
Order race numbers
Check medal stock
Print race rules
Check the weather forecast
Order groceries
2 people
Collect materials
3 people
Pick up groceries
2 people
Assemble starter packs
3 people
Prepare weather measures
2 people
Inspect the site
3 people
Clear obstacles
4 people
Set up the start and finish arch
3 people
Set up obstacles
8 people
Mark off the course
4 people
Secure obstacles
4 people
Set up the start and finish area
4 people
Set up registration desk
2 people
Set up the first aid station
2 people
Set up catering point
3 people
Chill drinks
2 people
Prepare snacks
3 people
Test sound system
2 people
Brief volunteers
3 people
Check Route Safety
4 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Register volunteers
2 people
Lead the warm-up
2 people
Call up the start groups
2 people
Monitor the obstacles
10 people
Get participants started
3 people
Record times
3 people
Receive finishers
4 people
Handle medal ceremony
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Staff the photo booth
2 people
Provide music
Register lost property
Guide the last participants
4 people
Publish final results
2 people
See participants off
3 people

Aftercare

Take down obstacles
8 people
Remove course markings
4 people
Clean up catering
3 people
Clean the grounds
6 people
Dispose of waste
3 people
Load materials
5 people
Return borrowed items
2 people
Wash dishes
3 people
Store leftover stock
2 people
Share participant photos
Send out results
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 3
Beer tablesqty 8
Folding chairsqty 40
Bar stoolsqty 8
Clothes racksqty 2
Cratesqty 20

Sports equipment

Climbing netsqty 2
Crawl tunnelsqty 3
Bales of strawqty 20
Wooden climbing wallsqty 2
Mud pitsqty 3
Water tubsqty 4
Balance beamsqty 4
Tiresqty 40
Conesqty 60
Marker polesqty 40
Crowd control barriersqty 30
Ribbonsqty 10
Bib numbersqty 150
Safety pinsqty 300
Stopwatchesqty 6
Megaphonesqty 3
Medalsqty 150
Stage blocksqty 3

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Laptopsqty 2
Camera

Lighting

Work lightsqty 6
String lightsqty 8

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 20
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 8
Pliersqty 6
Ice packsqty 30

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Decorations

Bannersqty 8
Buntingqty 10
Directional signsqty 20
Notice boardsqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Vestsqty 30
Flashlightsqty 8
Walkie-talkiesqty 12

Catering

Groceries

Tips

Set the course out temporarily before race day and walk it at least once with the safety plan in hand. This reveals problems with obstacle spacing, muddy sections, access routes and places where crowd-control barriers are needed.
Give registration a clear closing point before the race. After processing entries, collect dietary requirements, assign starter groups and send participant information early enough for people to prepare properly.
Do not wait until race morning to count race supplies. Check bib numbers, safety pins, medals, printed race rules and stopwatches against the expected participant and starter-group totals.
Assign every volunteer post before the final route check. Posts around water tubs, mud pits, climbing obstacles and the finish area need named people, a briefing time and a way to communicate, such as a megaphone or wireless microphone.
Check power and shelter as part of the site plan, not as an afterthought. Party tents, registration tables, the sound system, extension cords and power strips should be placed where they do not obstruct participants, vehicles or emergency access.

Frequently asked questions

How far in advance should I organise an obstacle race?: Start venue booking, permits and liability insurance several months before the race, because approval and supplier availability can take time. Begin registrations only after the course concept, key safety arrangements and event date are realistic.
How many volunteers do I need for an obstacle race?: There is no fixed number without knowing the course and participant count, but assign at least one named volunteer to every obstacle or high-risk section, plus separate people for registration, the start and the finish. Finalise posts after the last route check, not on race morning.
When should I send obstacle race participant information?: Send it after registrations and starter groups are processed, with enough time for participants to read the race rules and prepare for the course. A practical deadline is at least 7 days before the event; resend any route or weather changes as soon as they are confirmed.
What should I check the day before an obstacle race?: Check the weather forecast, walk the route, confirm first-aid staffing and volunteer posts, and verify obstacles, barriers and communication equipment. Also count bib numbers, safety pins and medals, and collect groceries and remaining materials before setup begins.

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.