Obstacle Run Checklist for a Safe, Well-Run Event

An obstacle run involves more than choosing a few challenges and sending out invitations. You need to inspect the course, confirm insurance and safety cover, manage start groups, brief volunteers and prepare equipment for changing weather. This checklist puts the work in a practical order, from fixing the date and route to setting up registration, tents and barriers on the day. Use it to spot details that are often left until the final week, such as bib numbers, first-aid positions and participant instructions.

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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
Inspect the course
3 people
Select obstacles
2 people
Prepare safety plan
2 people
Make reservations
Check insurance
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Send participant information
Schedule volunteers
2 people
Arrange first aid staffing
Check the weather forecast
Communicate the weather scenario
Do the shopping
3 people
Check materials
3 people
Sort bib numbers
2 people
Assemble volunteer packs
2 people
Prepare catering
3 people
Remove Obstacles
4 people
Cordon off the area
4 people
Build party tents
4 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Set out the course
5 people
Build the obstacles
6 people
Secure obstacles
4 people
Set up water stations
3 people
Set up the first aid station
2 people
Set up the finish area
3 people
Test audio and microphone
2 people
Set up signage
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Brief volunteers
3 people
Conduct a safety check
4 people

Event

Open registration
4 people
Hand out race numbers
3 people
Collect luggage
2 people
Welcome participants
2 people
Give the safety briefing
2 people
Lead the warm-up
2 people
Call up the start groups
2 people
Supervise starts
3 people
Staff the obstacles
12 people
Encourage participants
4 people
Hand out water
3 people
Monitor Safety on the Course
4 people
Keep time records
3 people
Provide first aid
2 people
Register finishers
3 people
Hand out medals
2 people
Hand out clean clothes
2 people
Open the buffet
3 people
Serve snacks and food
4 people
Refill drinks
2 people
Handle prize ceremony
3 people
Provide music
Announce the final round
Return luggage
2 people
See participants off
2 people

Aftercare

Securely close off the course
4 people
Dismantle obstacles
6 people
Clear the venue
5 people
Collect waste
4 people
Wash dishes
3 people
Empty the coolers
2 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Sort lost property
Lost and found messages
Publish results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 6
Coat racksqty 2
Clothing binsqty 12

Sports equipment

Mud pitsqty 3
Climbing netsqty 2
Wooden obstaclesqty 4
Crawl tunnelsqty 3
Tiresqty 30
Hay balesqty 20
Ropesqty 12
Water tubsqty 4
Conesqty 40
Ribbonsqty 10
Bib numbersqty 120
Medal ribbonsqty 120
Finish timersqty 2
Stopwatchesqty 6
Megaphonesqty 3
Towelsqty 120

Safety

First aid kitsqty 2
Cold packsqty 20
Emergency blanketsqty 10
Safety vestsqty 20
Work glovesqty 20
Crowd control barriersqty 20
Barrier tapeqty 10
Flashlightsqty 8
Fire extinguishersqty 2

Equipment

Speakersqty 2
Microphoneqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Directional signsqty 20
Start arch
Buntingqty 8
Stage blocksqty 2

Tableware

Reusable cupsqty 150
Platesqty 130
Cutlery setsqty 130
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 8
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Food warmersqty 6
Gas barbecuesqty 3
Gas cylindersqty 3
Aluminum foilqty 4

Cleaning

Mop setsqty 3
Bucketsqty 6
Broom setsqty 4
Waste binsqty 12
Hand soap dispensersqty 6
Toilet paper holdersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Inspect the full course before selecting obstacles. Check surfaces, access routes and possible hazards, then decide where water obstacles, climbing nets, tunnels and wooden challenges can be placed safely.
Set the safety plan before invitations go out. Confirm first-aid cover, emergency access, volunteer positions and the weather procedure at least 2–3 weeks before the run.
Send participant information no later than 7 days before the event. Include the start group, arrival time, registration process, clothing guidance and what happens if the weather changes.
Prepare one clearly labelled volunteer pack for each team. Include a safety vest, megaphone or stopwatch where needed, a route briefing and the contact details for the event coordinator.
Allow a full setup period on event day rather than arriving just before registration. Obstacles, party tents, barriers, registration tables and participant flow should be checked before the first start group arrives.

Frequently asked questions

How far in advance should I organize an obstacle run?: Start planning at least 8–12 weeks ahead for a small run, and earlier if you need a location, insurance, catering or many volunteers. Finalize the route and safety plan at least 3 weeks before the event.
How many volunteers do I need for an obstacle run?: Plan one marshal for each high-risk or confusing section, plus separate people for registration, first aid, start groups and the finish. For a small course, begin with roughly 1 volunteer per 10–15 participants at busy points and adjust after the route inspection.
What equipment is needed for an obstacle run?: Typical equipment includes obstacles such as climbing nets, tunnels, tires, ropes, hay bales and water or mud containers, along with cones, barriers and tape. Add bib numbers, timers, megaphones, towels and first-aid supplies before confirming the final equipment list.
When should I send obstacle run information to participants?: Send the practical information at least 7 days before the event, then issue a short weather update 24 hours beforehand if conditions may affect the course. Confirm start groups, arrival times, parking or access details and required clothing in the first message.

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.