Obstacle run checklist: everything to arrange

An obstacle run needs more than a route and a set of challenges. You need to secure the course, permits, insurance, medical cover, volunteers and equipment before registrations open. This checklist puts the work in a practical order, from choosing the date and start-finish area to inspecting obstacles, briefing volunteers and setting up water points. It also helps prevent common last-minute problems, such as missing start numbers, unstable obstacles or too few people at safety posts.

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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
Apply for permits
Check insurance
Reserve start and finish location
Reserve obstacles and equipment
2 people
Arrange first aid staffing
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Assign starter groups
2 people
Inspect route and obstacles
3 people
Check the weather forecast
Buy groceries
3 people
Check equipment
3 people
Sort bib numbers
2 people
Prepare the volunteers briefing

Event

Mark out the route
4 people
Remove Obstacles
6 people
Build the start and finish arch
4 people
Build the obstacles
8 people
Fill mud pits
4 people
Set up water station
3 people
Set up the check-in desk
3 people
Set up the cloakroom
2 people
Build the catering point
4 people
Set up the first aid station
2 people
Test sound and announcements
2 people
Check toilets
2 people
Brief volunteers
3 people
Lay out bib numbers
2 people
Receive participants
6 people
Hand out race numbers
4 people
Collect luggage
3 people
Check the start corral
3 people
Give the opening briefing
2 people
Guide the start groups
6 people
Guard obstacles
12 people
Assist participants at obstacles
8 people
Staff water stations
4 people
Refill drinks
3 people
Provide first aid
3 people
Keep the route clear
3 people
Record times
3 people
Register finishers
4 people
Hand out finish medals
3 people
Hand out towels
2 people
Serve snacks
4 people
Serve hot drinks
2 people
Keep catering tables clean
2 people
Empty trash bins
3 people
Provide music
Prepare awards ceremony
3 people
Support awards ceremony
3 people
Guide the last participants
4 people
Close off the finish area
3 people
Check out participants
3 people
Return luggage
3 people

Aftercare

Dismantle obstacles
8 people
Remove directional signs
4 people
Load equipment
6 people
Catering breakdown
4 people
Collect waste
4 people
Clean the grounds
5 people
Clean the restrooms
2 people
Return borrowed equipment
2 people
Clear away leftover groceries
2 people
Register lost and found items
Send participant email
Publish results
2 people
Announce the donation amount

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
High tablesqty 8
Coat racksqty 4
Storage cratesqty 30

Sports equipment

Start and finish arch
Obstacle barriersqty 4
Climbing netsqty 3
Rope laddersqty 4
Climbing ropesqty 6
Tiresqty 40
Wooden beamsqty 12
Mud pitsqty 3
Water tubsqty 4
Crawl tunnelsqty 3
Sandbagsqty 30
Burlap sacksqty 40
Traffic conesqty 60
Rubber matsqty 30
Stopwatchesqty 6
Whistlesqty 20
Bib numbersqty 350
Finish medalsqty 350
Wristbandsqty 350
Towelsqty 350
Ropeqty 4
Cable tiesqty 500
Herringqty 80
Rubber malletsqty 8
Scoopsqty 6
Wheelbarrowsqty 3
Water hosesqty 3

Equipment

Mobile sound system
Wireless microphonesqty 2
Megaphonesqty 3
Coolersqty 8
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 12
Walkie-talkiesqty 12

Tableware

Reusable cupsqty 500
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 150
Thermos flasksqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Pitcherqty 8
Coolersqty 4

Decorations

Bannersqty 12
Route arrowsqty 30
Sponsor bannersqty 20
Information boardsqty 10
Whiteboardsqty 3
Markersqty 12

Safety

First aid kitsqty 4
AED
Safety vestsqty 30
Crowd control barriersqty 30
Conesqty 40
Flashlightsqty 10

Cleaning

Waste binsqty 20
Broom setsqty 6
Floor squeegeesqty 4
Bucketsqty 8
Spongesqty 12
Cleaning clothsqty 30
Toilet brushesqty 4
Work glovesqty 20
Pressure washer

Catering

Groceries

Tips

Set the date and course before opening registration. Allow time to apply for permits, check insurance and inspect the start and finish locations before participants receive invitations.
Reserve obstacles and support equipment early, including climbing nets, rope ladders, tunnels, water or mud obstacles, cones, mats, tie-wraps, ropes and ground anchors. Check the quantities and condition again before delivery.
Assign volunteers by location, not only by general role. Every obstacle, water point, start group and finish area needs a named person, with a briefing covering safety, signals and what to do when someone stops.
Send participant information before race day with the start-group time, route details, what to bring and any relevant food or access information. Sort start numbers and wristbands by group so registration does not become a bottleneck.
Inspect the full route after the obstacles are built and again after heavy rain or strong wind. Test the start and finish setup, fill mud or water obstacles, secure tents and signs, and keep first-aid staff informed of the final layout.

Frequently asked questions

How far in advance should I organize an obstacle run?: Start planning at least 12 to 16 weeks ahead. Use the first weeks for the date, course, locations, permits, insurance and obstacle reservations; recruit volunteers and process registrations after those basics are secure.
How many volunteers do I need for an obstacle run?: Plan at least 1 volunteer at every active obstacle or safety point, plus separate people for registration, the start, the finish, water points and course support. Add a coordinator for roughly every 10 to 15 volunteers so questions and incidents are handled quickly.
When should I send obstacle run participant information?: Send the main participant information 7 to 10 days before the event, including the start group and practical instructions. Send a final weather and arrival update 24 to 48 hours before the first start.
What should I check on the obstacle run course before opening?: Complete a full inspection on the day of the event and allow at least 60 to 90 minutes for it. Check every obstacle for stability, confirm signs and cones are visible, test water points, remove hazards and verify that first-aid staff know the route.

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.