Survival run checklist: what to arrange and when

A survival run needs more than obstacles and a start line. You have to secure the route, check permits and insurance, organise registration, brief volunteers and prepare safety information before race day. This checklist covers the full sequence, from choosing the route to sorting starter packs and checking batteries. Use it to keep participant communication, course marking and the finish area from becoming last-minute jobs.

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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
Check permits and notifications
2 people
Reserve start and finish location
Record insurance details
Send invitations
2 people
Open registration form
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Send participant information
Create volunteer schedule
2 people
Inspect obstacles and route
3 people
Record risks per obstacle
3 people
Check the weather forecast
Order course marking
Make race numbers and wristbands
3 people
Prepare route signs
2 people
Print medical contact list
Prepare the volunteers briefing
2 people
Do the shopping
3 people
Check materials
3 people
Charge batteries
Fill coolers
2 people
Sort starter packs
4 people
Mark off the start and finish area
4 people
Set out the course
6 people
Check obstacles
4 people
Set up water stations
4 people
Set up registration tables
3 people
Set up tents and furniture
6 people
Set up the sound system
2 people
Set up the first aid station
2 people
Set up finish arch
3 people
Place route and safety signs
4 people
Lay out bib numbers
2 people
Welcome volunteers
3 people
Brief volunteers
3 people
Staff obstacle posts
12 people
Staff water stations
6 people

Event

Register participants
5 people
Hand out starter packs
4 people
Collect luggage
3 people
Lead the warm-up
2 people
Explain the starting procedure
2 people
Send off the start groups
4 people
Guide obstacles
12 people
Guide participants along the route
4 people
Hand out water
6 people
Refill drinks
2 people
Record split times
3 people
Check off finishers
3 people
Handle medal distribution
3 people
Staff the finish area
4 people
Provide finishers with recovery food
4 people
Handle first aid requests
3 people
Check for missing participants
3 people
Bring in the last participants
4 people
Check results
2 people
Handle prize ceremony
4 people
Inform participants about departure
2 people
Collect lost property
2 people

Aftercare

Remove course materials
6 people
Safely dismantle obstacles
6 people
Take down tents and tables
6 people
Collect waste
5 people
Clean the venue
5 people
Inventory supplies
3 people
Clean tableware and coolers
3 people
Publish results
Send a thank-you gift to participants
Register lost and found items
Return rental items
3 people
Clean up leftovers
3 people

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Folding chairsqty 30
Registration tablesqty 3
Crowd control barriersqty 30
Conesqty 40

Sports equipment

Bib numbersqty 180
Wristbandsqty 180
Finisher medalsqty 180
Barrier tapeqty 20
Route arrowsqty 40
Route signsqty 15
Obstacle signsqty 20
Ropeqty 200
Climbing netsqty 4
Wooden beamsqty 12
Wooden palletsqty 20
Wooden planksqty 20
Water tubsqty 4
Mud matsqty 12
Guy ropesqty 12
Herringqty 60
Rubber matsqty 20
Starting ribbon
Finish arch

Equipment

Time registration system
Stopwatchesqty 6
Walkie-talkiesqty 12
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Coolersqty 8
Handheld megaphonesqty 3

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180

Catering

Water jugsqty 12
Drink dispensersqty 6
Thermos flasksqty 6
Serving traysqty 6
Ice packsqty 30
Groceries

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 25
Work glovesqty 30
Emergency lightsqty 8
Flashlightsqty 12
Fire extinguishersqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Cookie tinsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 6

Lighting

LED work lightsqty 8
String lightsqty 6

Tips

Set the route and confirm the start and finish locations before opening registration. You need the final course details to describe the run accurately and identify where signs, barriers and volunteers will go.
Check permits, notifications and insurance details early, then keep the records together. Allow at least 4 weeks for approvals if you are unsure how long the local process takes.
Close registrations early enough to assign starter groups and prepare bib numbers, wristbands and starter packs. A practical deadline is 5 to 7 days before the run, especially if dietary requirements must be collected.
Inspect every obstacle and record its risks before the event. Recheck ropes, climbing nets, beams, pallets, planks, water tubs and mats after setup, not only when they are stored.
Brief volunteers with a written schedule and a medical contact list. Give each marshal a clear position, route information and a way to communicate, such as a charged walkie-talkie, before participants arrive.

Frequently asked questions

How far in advance should I organise a survival run?: Start planning at least 8 to 12 weeks before the event. Set the route, check permits and reserve the start and finish locations first; volunteer recruitment and registration can follow once those details are firm.
When should survival run registration close?: Close registration around 5 to 7 days before race day. That gives you time to process entries, collect dietary requirements, assign starter groups and prepare race numbers, wristbands and starter packs.
How many volunteers do I need for a survival run?: The number depends on the route and obstacle count, but plan one responsible volunteer for each high-risk obstacle or important crossing, plus staff for registration, the start and the finish. Finalise the volunteer schedule at least 3 days before the run.
When should I check the survival run route and obstacles?: Inspect the route and each obstacle several days before the event, then complete a final safety check on setup day. Check the weather forecast again within 24 hours and secure signs, mats, barriers and temporary structures accordingly.

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.