Survival competition checklist: what to arrange and when

A survival competition needs more than a set of obstacles and a start time. You need a tested route, clear rules, trained volunteers, reliable communication and a safety plan that works under pressure. Start with the date, location and competition format, then work through permits, registrations, equipment and team assignments in that order. This checklist helps you spot the details that are often left until the final week, including power, toilets, dietary requirements and emergency contacts.

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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
Define the competition format
2 people
Set participant limit
Check permits
Check insurance
Prepare safety plan
2 people
Inspect the route and grounds
3 people
Record risks per section
2 people
Locate the first aid station
2 people
Compile emergency numbers
Send invitations
2 people
Open registrations
Recruit volunteers
2 people
Write out the competition rules
2 people
Record scoring
2 people
Collect dietary requirements
Process registrations
2 people
Assemble teams
2 people
Send out team assignments
Reserve materials
Reserve toilet facilities
Reserve power supply
Apply for permits
Mark out the route
3 people
Test obstacles and challenges
4 people
Check the weather forecast
Send participant information
Create volunteer schedule
2 people
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Prepare team cards
2 people
Prepare score sheets
2 people
Sort route arrows
2 people
Carry out a weather check
Inspect the site again
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the start and finish arch
3 people
Set up the competition trials
8 people
Mark route
4 people
Set up the first aid station
2 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Test sound system
2 people
Give the jury briefing
2 people
Give volunteer briefing
2 people

Event

Receive participants
4 people
Register participants
3 people
Hand out race numbers
2 people
Explain the competition rules
2 people
Give safety instructions
2 people
Guide teams to the start
4 people
Give the start signal
2 people
Staff tasting stations
10 people
Track score sheets
3 people
Escort participants along the route
4 people
Provide first aid
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Serve the hot meal
4 people
Register finishers
3 people
Check final scores
3 people
Announce the winners
2 people
Present prizes
2 people
See participants off
3 people

Aftercare

Gather competition materials
6 people
Remove route arrows
4 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
5 people
Switch off equipment
2 people
Chill leftover food
2 people
Lock up the venue
2 people
Let materials dry
3 people
Check materials
2 people
Return borrowed equipment
3 people
Handle deposits and waste
Send participants' photos

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Registration desk
Jury tablesqty 3
Waste binsqty 8

Equipment

Walkie-talkiesqty 12
Sound system
Megaphoneqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 6
Stopwatchesqty 8
Speaker standsqty 2

Sports equipment

Rope laddersqty 4
Climbing ropesqty 6
Tug-of-war ropesqty 4
Cable reelsqty 3
Wooden beamsqty 8
Hay balesqty 20
Plastic cratesqty 30
Water tubsqty 6
Conesqty 40
Marker conesqty 30
Hoopsqty 12
Sandbagsqty 20
Bucketsqty 20
Tennis ballsqty 30
Wooden polesqty 30
Navigation compassesqty 20
Waterproof card sleevesqty 20
Marker tapeqty 10
Competition flagsqty 12
Bib numbersqty 100
Medal ribbonsqty 30
Medalsqty 30
Prizesqty 3
Chalkboardsqty 6
Scoreboardsqty 6
Score sheetsqty 150
Pensqty 40
Route arrowsqty 60
Barrier tapeqty 10
Herringqty 100
Rubber malletsqty 8
Work glovesqty 30
Safety helmetsqty 20
Safety vestsqty 20
Rain ponchosqty 30
Thermal labelsqty 20
Water jerry cansqty 6
Coolersqty 6
Ice cubesqty 20
Flashlightsqty 20
Headlampsqty 20
Batteriesqty 40
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 6
Tarpaulinsqty 8
Cone Bagsqty 8

Kitchen

Food warmersqty 4
Soup kettlesqty 2
Serving spoonsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 4
Pliersqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee potsqty 4
Soup ladlesqty 4
Serving traysqty 8

Lighting

LED light garlandsqty 8
LED construction lightsqty 6
Lanternsqty 10

Cleaning

Broom setsqty 4
Litter pickersqty 4
Buckets for cleaningqty 4
Mopsqty 4
Hand sanitizer pumpsqty 8
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries

Tips

Test every obstacle and challenge before opening registration, then record the risks for each route section. Allow enough time to remove, reposition or reinforce anything that is unsafe.
Set a firm participant limit before registrations open. Build teams only after registrations and dietary requirements are processed, then send team assignments early enough for participants to check them.
Arrange permits, insurance and toilet facilities before promoting the event. Permit applications can take several weeks, so do not leave them until the route and equipment are already booked.
Give volunteers specific positions and communication methods. A registration desk, jury tables, first aid station and route marshals need walkie-talkies or another agreed system, with emergency numbers available at every control point.
Test the practical setup on site, not just on paper. Check that the power supply reaches the sound system and timing points, and keep extension cords, power banks and cable reels clear of wet or busy areas.

Frequently asked questions

How far in advance should I plan a survival competition?: Start planning at least 8 to 12 weeks before the event. Confirm the date, location, format, participant limit, insurance and permits first, because these decisions affect registrations, volunteers and equipment.
How many volunteers do I need for a survival competition?: Plan for at least one responsible volunteer at registration, each scoring point, the first aid station and every high-risk obstacle. Add one route coordinator and one reserve per 5 to 10 active positions so breaks and absences are covered.
When should I test the survival competition obstacles?: Test the full route at least 2 to 3 weeks before the event, then inspect it again on the day. Record risks by section and check ropes, ladders, beams, hay bales, water tubs and other equipment after setup.
When should I send team assignments to participants?: Send team assignments at least 5 to 7 days before the competition. This gives participants time to correct registration details, report dietary requirements and ask questions about the rules or start procedure.

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.