Obstacle Race Checklist

An obstacle race needs more than a route and a set of challenges. You need time to secure permits, check insurance, reserve equipment, open registration and brief enough volunteers for every section. Work through the plan in order: confirm the site and course first, then handle participants, suppliers and staffing. In the final week, re-inspect the route, check the weather, prepare first aid supplies and test announcements 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

Set the date and route
2 people
Check site and route
2 people
Check permits
Check insurance
Select obstacles
2 people
Reserve obstacles
Set up the start and finish area
2 people
Open participant registration
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Send participant information
Recruit volunteers
2 people
Assign volunteers
2 people
Make reservations
Check the weather forecast
Re-inspect route
3 people
Do the shopping
2 people
Check materials
3 people
Sort bib numbers
2 people
Test music and announcements
2 people
Prepare first aid supplies
2 people
Chill drinks
2 people
Clear obstacles
4 people
Build the start and finish arch
4 people
Set out the course
6 people
Set up obstacles
8 people
Check obstacle safety
4 people
Set up tables and tents
4 people
Set up registration desk
3 people
Designate changing room
2 people
Check toilets
2 people
Lay out race bibs and wristbands
2 people
Set up water stations
3 people
Set up the first aid station
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Fill the start area
3 people
Give welcome instructions
2 people
Guide the start groups
4 people
Staff the obstacles
12 people
Help participants at water stations
4 people
Mark off the course
4 people
Record times
3 people
Handle first aid requests
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Register finishers
3 people
Handle medal distribution
2 people
Staff the photo booth
2 people
Check results
2 people
Present prizes
3 people
Serve participants' meal
5 people
Refill drinks during the meal
2 people
Provide music
2 people
Turn on lighting
2 people
See off the last participants
2 people

Aftercare

Take down obstacles
8 people
Gather course materials
5 people
Take down tables and tents
4 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty coolers
2 people
Switch off equipment
2 people
Collect lost and found items
2 people
Return materials
3 people
Return rental items
2 people
Store leftovers
2 people
Publish results
Thank participants
Check invoices

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Beer tablesqty 8
Chairsqty 40
Changing room screensqty 6
Waste binsqty 12

Sports equipment

Obstacle barriersqty 2
Crawl tunnelsqty 2
Bales of strawqty 20
Climbing netsqty 2
Mud pitsqty 2
Wooden beamsqty 12
Ropesqty 8
Water tubsqty 4
Rubber matsqty 30
Spongesqty 100
Conesqty 80
Ribbonsqty 300
Bib numbersqty 250
Safety vestsqty 30
Finisher medalsqty 220
Stopwatchesqty 6
Measuring tapesqty 3
Prizesqty 12

Equipment

Mobile sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 8
Flashlightsqty 8
Mobile phonesqty 6
Power banksqty 6
Cameraqty 2
Laptopqty 2
Printer
Walkie-talkiesqty 10

Tableware

Reusable drinking cupsqty 300
Reusable platesqty 250
Reusable cutleryqty 250

Kitchen

Water jugsqty 12
Thermos flasksqty 6
Scissorsqty 8
Cutting boardsqty 6
Knivesqty 12
Storage binsqty 20
Serving spoonsqty 10

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Water extractorsqty 2
First aid kitsqty 3
Fire extinguishersqty 2

Decorations

Start/finish arch
Buntingqty 12
Direction signsqty 25
Information boardsqty 8
Directional signsqty 20

Lighting

LED lampsqty 10
String lightsqty 6
Batteriesqty 40

Catering

Groceries

Tips

Set the date and route before reserving obstacles or opening registration. Confirm access, parking, changing areas and the start and finish layout at the same time.
Build the course around safety and supervision. Assign volunteers to mud pits, climbing sections, water tubs and other obstacles, and give them clear instructions before participants arrive.
Send participant information at least 7 days before the race. Include arrival time, what to wear, registration details, dietary requirements and any route or safety instructions.
Allow extra time for setup and inspection. Put out barriers, cones, mats and safety vests before checking every obstacle from start to finish, rather than relying on a last-minute walk-through.
Prepare the finish area separately from the race route. Sort bib numbers, medals and prizes in advance, chill drinks, and test the sound system, microphones and extension cords before the first start.

Frequently asked questions

How far in advance should I plan an obstacle race?: Start planning at least 8 to 12 weeks before race day. This gives you time to confirm the route, check permits and insurance, reserve obstacles, recruit volunteers and process registrations.
How many volunteers do I need for an obstacle race?: Plan at least 1 volunteer for each obstacle or supervised hazard, plus people for registration, the start and finish area, first aid support and course checks. For a course with 10 obstacles, a practical starting point is 15 to 20 volunteers.
When should I send obstacle race participant information?: Send the main information 7 to 10 days before the event, then send a short final reminder 24 to 48 hours before the start. Include arrival instructions, bib collection, clothing advice and any weather-related changes.
When should I check the obstacle race route again?: Re-inspect the route 1 to 2 days before the race and again on the morning of the event. Look for standing water, loose materials, damaged barriers and changes that affect access or participant safety.

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.