Obstacle run checklist: what to arrange and when

An obstacle run needs more than obstacles and a start line. You have to secure the course, check permits and insurance, build a safety plan, and arrange enough people to manage participants and hazards. This checklist takes you from choosing the date and location to setting up the start and finish zones. It also covers the details that are easy to leave too late, such as weather checks, briefing volunteers, sorting race numbers and checking first-aid supplies.

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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
Reserve venue
Check permits
Check insurance
Prepare safety plan
2 people
Conduct a risk assessment
2 people
Plan the course
2 people
Select obstacles
2 people
Register support staff
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Send participant information
Send the volunteer briefing
Check the weather forecast
Check material orders
2 people
Sort bib numbers
2 people
Do the shopping
2 people
Chill drinks
2 people
Check first aid supplies
2 people
Prepare route signs
2 people

Event

Block off start and finish area
4 people
Remove Obstacles
6 people
Set out the course
6 people
Build the obstacles
8 people
Secure obstacles safely
4 people
Build the start and finish arch
3 people
Set up tables and tents
4 people
Set up the first aid station
2 people
Set up water stations
3 people
Set up registration desk
3 people
Test sound and music
2 people
Welcome volunteers
2 people
Brief volunteers
3 people
Staff the stations
12 people
Register participants
4 people
Hand out race numbers
3 people
Collect luggage
2 people
Give the start briefing
2 people
Send off the start groups
3 people
Keep time records
3 people
Guide participants
12 people
Serve drinks
3 people
Refill drinks
2 people
Hand out fruit and snacks
2 people
Register finishers
3 people
Handle medal distribution
2 people
Provide first aid
2 people
Check sanitary facilities
Empty trash bins
2 people
Guide the last participants
4 people
Handle prize ceremony
3 people
Manage music and lighting
2 people
Check out participants
2 people
Return luggage
2 people
Final round of site checks
2 people

Aftercare

Safely dismantle obstacles
8 people
Collect materials
6 people
Clean up waste
4 people
Clean the grounds
4 people
Take down tents and tables
4 people
Collect lost and found items
2 people
Store materials dry
3 people
Check rental equipment
2 people
Return rental items
2 people
Set aside damaged materials
2 people
Publish results
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 10
Folding chairsqty 30
Beer tablesqty 6
Tableclothsqty 10

Sports equipment

Obstacle setsqty 12
Climbing netsqty 3
Rope laddersqty 3
Crawl tunnelsqty 4
Mud pitsqty 3
Bales of strawqty 30
Wooden beamsqty 12
Traffic conesqty 40
Race bib beltsqty 250
Finish tokensqty 250
Medalsqty 250
Time-tracking chipsqty 250
Stopwatchesqty 6
Whistlesqty 15
Training bibsqty 20
Conesqty 60
Skipping ropesqty 10
Rubber matsqty 20
Crash matsqty 12
Hand trucksqty 3

Equipment

Portable sound system
Microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable walkie-talkiesqty 12
Power banksqty 6
Laptopsqty 2
Printersqty 2
Light polesqty 4

Lighting

LED lampsqty 12
Work lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 300
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20

Kitchen

Coolersqty 8
Water jugsqty 12
Thermos flasksqty 6
Pouring tongsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Giveaway binsqty 12
Handwash sinksqty 4
Ice packsqty 40

Decorations

Start and finish arch
Directional signsqty 30
Directional signsqty 20
Directional signsqty 12
Barrier tapeqty 10
Bannersqty 6
Cable tiesqty 300
Herringqty 80
Ground pegsqty 60

Cleaning

Waste binsqty 20
Trash bag holdersqty 10
Broom setsqty 6
Litter pickersqty 4
Bucketsqty 8
Mopsqty 6
Cleaning spongesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet paper rollsqty 48
First aid kitsqty 3
Emergency blanketsqty 20
Cooling packsqty 30
Nitrile glovesqty 10

Catering

Groceries

Tips

Reserve the location and check permits, insurance and access requirements before promoting the run. Allow at least 6 to 8 weeks for approvals if the course uses public space or affects traffic.
Complete the risk assessment before choosing the final obstacle layout. Check every obstacle for falls, crossings, wet surfaces and bottlenecks, then place suitable mats and clear route markers where needed.
Set a volunteer headcount by station, not just for the whole event. Assign people to obstacles, registration, start groups, the finish area and first aid, and send the briefing several days before the run.
Close registration early enough to create start groups and prepare start-number belts, timing chips and finish tokens. Send participant information at least 3 days before the event, including arrival time, course details and what to bring.
Do the final equipment and weather check 24 hours before the start. Confirm obstacle sets, sound equipment, cables, first-aid materials, drinks, route signs and barriers, and have a clear response if conditions make an obstacle unsafe.

Frequently asked questions

How far in advance should I plan an obstacle run?: Start planning at least 8 to 12 weeks ahead. That gives you time to reserve the location, check permits and insurance, recruit volunteers, open registration and confirm the course and equipment.
How many volunteers do I need for an obstacle run?: Plan at least 1 volunteer per active obstacle, plus people for registration, the start and finish zones, course direction, refreshments and first aid. For a course with 10 obstacles, a practical starting point is around 18 to 25 volunteers, depending on the layout and participant numbers.
When should I send obstacle run participant information?: Send the final information at least 3 days before the event. Include the arrival time, start group, parking or access instructions, clothing guidance, course expectations and any changes caused by the weather.
What should I check the day before an obstacle run?: Check the weather, material deliveries, obstacle placement, first-aid supplies, route signs, barriers, start numbers, timing equipment and cooled drinks 24 hours beforehand. Test the microphones, speakers, extension cables and power points before participants arrive.

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.