Obstacle run checklist for a safe, well-organised event

An obstacle run needs more than obstacles and a start line. You need a workable course, permission to use it, safety cover, clear participant information and enough people to manage each section. This checklist takes you from choosing the date and distances to setting out signs, briefing volunteers and checking equipment on the day. It also highlights details that are often left until the last minute, such as start groups, first-aid supplies, weather checks and cooled drinks.

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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
Determine the course and distances
3 people
Select obstacles
3 people
Identify safety risks
3 people
Request permission for the course
Confirm venue reservation
Check insurance details
Create registration form
Draft participant terms and conditions
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Print participant list
Prepare race numbers
2 people
Design route signs
Mark out the course on the map
2 people
Brief volunteers
3 people
Arrange first aid staffing
2 people
Check the weather forecast
Do the shopping
3 people
Check materials
3 people
Sort bib numbers
2 people
Chill drinks
2 people
Stock first aid kits
2 people

Event

Transport obstacles
6 people
Inspect the grounds
3 people
Set out the course
6 people
Build the obstacles
8 people
Secure the landing zones
4 people
Set up the start and finish arch
4 people
Place route signs
4 people
Place barrier tape along the route
4 people
Set up tables and tents
4 people
Set up registration desk
2 people
Set up water stations
3 people
Set up the first aid station
2 people
Test sound system
2 people
Register volunteers
2 people
Receive participants
4 people
Hand out race numbers
4 people
Give starting instructions
2 people
Guide the start groups
6 people
Guard obstacles
12 people
Encourage participants
6 people
Record split times
3 people
Refill drinks
3 people
Restock fruit and snacks
2 people
Empty trash bins
2 people
Check wet obstacles
3 people
Register finishers
3 people
Handle medal distribution
2 people
Provide music and announcements
2 people
Guide the last participants
6 people
Close off the finish area
3 people

Aftercare

Take down obstacles
8 people
Remove barrier material
4 people
Take down tables and tents
4 people
Clean equipment
4 people
Clear litter from the grounds
6 people
Wash dishes and cups
2 people
Pack leftovers safely
2 people
Dispose of waste separately
2 people
Return borrowed materials
3 people
Send results to participants
Process lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 24
Changing room tentsqty 2

Sports equipment

Obstacle fencesqty 6
Climbing netsqty 3
Crawl tunnelsqty 4
Tiresqty 40
Wooden beamsqty 12
Balance blocksqty 10
Rope laddersqty 4
Climbing ropesqty 4
Soft landing matsqty 12
Foam blocksqty 30
Water tubsqty 4
Plastic rampsqty 4
Sandbagsqty 20
Conesqty 40
Bib numbersqty 180
Finish medalsqty 180
Stopwatchesqty 6
Whistlesqty 15
Caps for volunteersqty 25
Safety vestsqty 30
Work glovesqty 20
Rubber bootsqty 12
Start and finish arch
Route signsqty 24
Directional signsqty 16
Crowd control barriersqty 20
Bollardsqty 40
Barrier tapeqty 12
Ground anchorsqty 40
Ratchet strapsqty 30
Ropesqty 10
Herringqty 60
Rubber tilesqty 30
Plastic protective filmqty 4
Megaphonesqty 2
Walkie-talkiesqty 10
Clipboardsqty 8
Pensqty 40
Waterproof markersqty 12
Tapeqty 10
Duct tapeqty 8
Scissorsqty 6
Measuring tapesqty 4
Waterproof storage binsqty 10
First aid kitsqty 3
Emergency blanketsqty 20
Ice packsqty 20
Nitrile glovesqty 100
Stretcher with support

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Flashlightsqty 8

Tableware

Reusable drinking cupsqty 250
Platesqty 180
Cutlery setsqty 180

Kitchen

Coolersqty 6
Water jugsqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Knivesqty 6
Thermos flasksqty 6
Coolersqty 4

Cleaning

Waste binsqty 12
Litter pickersqty 6
Bucketsqty 8
Broomsqty 6
Floor squeegeesqty 4
Spongesqty 12

Catering

Groceries

Tips

Set the course and distances before choosing obstacles. Mark the route on a map, then check that every obstacle fits the available space and can be reached safely by participants and first-aid staff.
Apply for course permission and confirm the location reservation early. Allow at least 4–6 weeks for approvals, insurance checks and any changes requested by the site owner or local authority.
Create start groups only after registrations have settled. Print the participant list and prepare start numbers at least 2 days before the run, so missing details can be corrected before event morning.
Give each volunteer a specific position and briefing. Include route marshals, obstacle supervisors and first-aid contacts, and provide safety vests, whistles and any protective equipment they need.
Do the final equipment and weather check on the day before the run. Confirm that mats, barriers, signs, water obstacles, first-aid kits and timing equipment are ready before participants arrive; chill drinks at least 4 hours in advance.

Frequently asked questions

How far in advance should I organise an obstacle run?: Start planning at least 8–12 weeks before the event. Secure the date and location first, then allow 4–6 weeks for permissions, insurance details, registrations and volunteer planning.
How many volunteers do I need for an obstacle run?: Plan at least 1 volunteer for each staffed obstacle or course section, plus separate people for registration, start and finish, and first aid. For a small run with 10 obstacles, a practical starting point is 12–16 volunteers.
When should I send obstacle run invitations?: Send invitations 4–6 weeks before the event and set a registration deadline about 7 days before the run. That gives you time to collect dietary information, divide start groups and print participant lists and numbers.
What should I check the day before an obstacle run?: Check the weather, course signs, barriers, obstacles, landing mats, water areas, stopwatches and first-aid kits 24 hours beforehand. Also confirm volunteer attendance and prepare chilled drinks at least 4 hours before the start.

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