Equipment and supplies checklist

This is a guide. You're responsible for managing risks and maintaining safety. Read our safety guidance

Having the right equipment and supplies can make the difference between a smooth, safe challenge and a stressful scramble. This comprehensive checklist helps you gather everything you need without breaking the bank or overcomplicting your preparations.

Essential safety equipment

First aid supplies

Every group needs basic medical supplies:

  • Basic first aid kit: Bandages, plasters, antiseptic wipes, pain relief tablets
  • Emergency supplies: Emergency blanket, instant cold packs, thermometer
  • Specific medications: Inhaler (if anyone has asthma), antihistamines for allergic reactions
  • Contact details: Laminated card with emergency numbers and nearest hospital directions
  • Documentation: Incident report forms, participant medical information sheets

Communication equipment

Stay connected throughout the challenge:

  • Mobile phones: Fully charged phones for each leader, with backup power banks
  • Emergency whistle: For attracting attention in loud environments or emergencies
  • Two-way radios: If your group is large or spread over distance (optional but useful)
  • Emergency contact list: Printed copy in waterproof covering

Weather protection

Be prepared for British weather:

  • Emergency shelter: Pop-up gazebo or large tarpaulin for sudden weather changes
  • Spare waterproof clothing: Extra jackets, overtrousers, emergency ponchos
  • Thermal supplies: Emergency blankets, hand warmers, thermal flasks for hot drinks

Finding your way

Don’t rely solely on smartphones:

  • Physical maps: Ordnance Survey maps of your trek area in waterproof cases
  • Compass: Basic compass as backup to digital navigation
  • Route cards: Laminated cards with key directions and landmark photos
  • Emergency contact information: Venue phone numbers, transport company details

Marking and identification

Help participants stay together:

  • High-visibility items: Bright scarves or arm bands for group identification
  • Boundary markers: Cones or flags if creating your own obstacles
  • Signage: Waterproof signs for meeting points or route directions

Challenge-specific equipment

For the gathering

Essential items for the overnight stay:

  • Prayer mats: Extras for participants who forget theirs
  • Water containers: For wudu and general hydration needs
  • Bin bags: Heavy-duty bags for waterproofing participants’ spare clothes
  • Torch/flashlight: For early morning movement and emergency lighting
  • Basic cleaning supplies: Kitchen roll, wet wipes, hand sanitiser

For the trek

Items to support the walking portion:

  • Water supplies: Extra water bottles or hydration systems
  • Walking aids: Spare walking sticks for participants who need support
  • Snacks: Emergency energy bars (even if fasting, some participants may need them)
  • Waste bags: For collecting litter and maintaining environmental responsibility

For assault course

Equipment to enhance the obstacle experience:

  • Towels: For drying hands or face between obstacles
  • Grip gloves: Extra pairs for participants with slippery hands
  • Spare shoes: Emergency footwear if someone loses a shoe in mud
  • Waterproof camera: For capturing memories without damaging equipment

Comfort and welfare items

Participant comfort

Small items that make a big difference:

  • Tissues: For runny noses, tears, or general cleanup
  • Hair ties: Extra elastics for securing hijabs or loose hair
  • Safety pins: For emergency clothing repairs or hijab adjustments
  • Wet wipes: For quick cleanup of faces and hands
  • Lip balm: Protection against wind and cold

Group management

Items to help organize and support your group:

  • Clipboard with pens: For checking attendance, notes, and incident reports
  • Participant list: With medical information and emergency contacts
  • Name tags: If participants don’t know each other well
  • Small prizes: Certificates or tokens to celebrate achievements
  • Thank you cards: For venue staff, transport drivers, or helpers

Food and drink supplies

Hydration management

Keeping everyone properly hydrated:

  • Extra water: Beyond what participants bring, especially for emergencies
  • Electrolyte drinks: For participants who become dehydrated
  • Cups: Disposable cups for sharing drinks or medications
  • Thermos flasks: Hot drinks for cold weather or warming after water obstacles

Emergency food

Even with fasting, some participants may need sustenance:

  • Energy bars: Quick energy for anyone feeling faint or unwell
  • Glucose tablets: Fast-acting sugar for diabetic emergencies
  • Simple snacks: Biscuits or crackers for settling nervous stomachs
  • Emergency meal: Basic food if transport delays extend the day significantly

Transport and logistics

Vehicle supplies

Items for cars, minibuses, or meeting transport:

  • Blankets: For warmth during transport or emergency shelter
  • Plastic sheets: To protect vehicle seats from muddy participants
  • Spare car chargers: For keeping phones charged during travel
  • Maps and directions: Physical backup to GPS navigation
  • Vehicle emergency kit: Jump leads, emergency triangle, basic tools

Venue essentials

Items for different locations throughout the day:

  • Extension leads: If you need to charge multiple devices
  • Rubbish bags: For cleanup at each venue
  • Cleaning supplies: Basic materials to leave venues clean
  • Door stops/wedges: To secure doors during overnight stays

Budget-friendly sourcing

Free or low-cost options

Get equipment without spending a fortune:

  • Borrow from participants: Ask if anyone has items like gazebos, first aid supplies, or walking sticks
  • Community resources: Check if your madrasah or community centre has equipment to lend
  • Pound shops: Basic supplies like whistles, torches, and waterproof bags
  • Online marketplaces: Second-hand equipment from Facebook Marketplace or Gumtree
  • Bulk buying: Share costs with other organisers or buy supplies for future events

What to prioritise

If budget is tight, focus on:

  1. Safety items: First aid kit, communication devices, emergency shelter
  2. Navigation tools: Maps, compass, emergency contact information
  3. Weather protection: Basic waterproofs and warming supplies
  4. Group management: Participant lists, contact information, basic stationery

Packing and organisation

Kit distribution

Organise equipment efficiently:

  • Leader kits: Each leader carries specific equipment (first aid, communications, etc.)
  • Central supplies: One person carries shared items like maps and emergency food
  • Participant responsibility: Clear list of what each participant should bring themselves
  • Backup locations: Store some supplies in vehicles or with non-participating supporters

Waterproofing essentials

Protect important items from British weather:

  • Waterproof bags: For electronics, papers, and medical supplies
  • Sealed containers: For items that must stay completely dry
  • Double-bagging: Critical documents and electronic equipment
  • Quick access: Keep frequently used items easily accessible despite waterproofing

Pre-event equipment check

One week before

Final equipment preparation:

  • Inventory check: Verify you have everything on your list
  • Battery testing: Check all electronic equipment works and is charged
  • Expiry dates: Ensure first aid supplies and medications are current
  • Weather forecast: Add or remove items based on predicted conditions

Day before event

Last-minute preparations:

  • Final charging: All electronic devices fully charged
  • Weather additions: Extra items if forecast has changed
  • Emergency cash: Small amount of cash for unexpected expenses
  • Contact confirmation: Verify all phone numbers and venue details are current

Post-event equipment management

Immediate cleanup

After your challenge:

  • Equipment drying: Lay out wet items to dry properly before storage
  • Damage assessment: Check for any equipment that needs repair or replacement
  • Restocking: Note what supplies were used and need replenishing
  • Return process: Get borrowed items back to their owners promptly

Future preparation

Building your equipment base:

  • Storage system: Organise equipment for easy access next time
  • Replacement planning: Budget for replacing worn or damaged items
  • Upgrade opportunities: Note what equipment could be improved for future events
  • Community sharing: Consider pooling resources with other event organisers

Emergency equipment priorities

If you can only afford basics

Absolute minimum safety requirements:

  • Basic first aid kit with bandages and pain relief
  • One fully charged mobile phone with emergency contacts
  • Simple shelter (even a large tarpaulin) for weather emergencies
  • Physical map and compass for navigation backup
  • Emergency water and basic snacks

Growing your equipment base

Add items gradually as budget allows:

  • Year 1: Focus on safety essentials and basic navigation
  • Year 2: Add comfort items and better weather protection
  • Year 3: Include nice-to-have items like professional cameras and enhanced communication systems

Remember that you don’t need professional-grade equipment for a meaningful challenge. Most items can be borrowed, bought cheaply, or improvised. The most important equipment is your preparation, knowledge, and calm leadership. Everything else is just helpful tools to support the experience you’re creating for your participants.

Guidance last updated: