Breakdance battle checklist: what to arrange and when

A breakdance battle needs more than a dance floor and a DJ. You need to lock in the venue, battle format, jury, host, sound setup, registrations, rules, and event-day running order early enough to avoid last-minute gaps. This checklist gives you a practical sequence for planning the battle, from permits and insurance to wristbands, start lists, prizes, and the final equipment check. Use it to keep the competition moving while judges, dancers, crew, and spectators know where to be.

Organize this event for free with Lizzt

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
Check permits and notifications
Determine the battle format
2 people
Approach jury members
Confirm the DJ
Book host
Book photographer
Reserve sound and lighting equipment
Reserve the dance floor
Check insurance
Draw up house rules
2 people
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
Collect dietary requirements
Confirm participants
Compile start list
2 people
Prepare jury briefing
Print the run sheet
Lay out wristbands and armbands
Order prizes and certificates
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Fill coolers
2 people

Event

Open venue
2 people
Inspect the floor and entrance
2 people
Lay the dance floor
4 people
Set up jury table
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the cloakroom
2 people
Set up the registration desk
2 people
Set up sound equipment
3 people
Test microphones
2 people
Set up lighting equipment
2 people
Tape down power cables securely
2 people
Hang decorations
3 people
Set up banners and signage
2 people
Set up the catering table
3 people
Prepare snacks
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Staff the registration desk
2 people
Register participants
3 people
Welcome the judges
Give participant briefing
2 people
Welcome the audience
3 people
Present the opening program
2 people
Guide the preliminary round
5 people
Collect judging forms
2 people
Process results
2 people
Provide the break program
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Guide the semifinals
5 people
Announce finalists
2 people
Lead the final
5 people
Handle prize ceremony
3 people
Take group photo
2 people
Announce the closing
Guide the audience to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
3 people
Dismantle furniture
4 people
Remove the dance floor
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the venue
4 people
Collect lost and found items
2 people
Lock up the venue
2 people
Return equipment
3 people
Return materials
2 people
Archive invoices and receipts
Publish photos and results
Send thank-you messages

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Foldable tablesqty 4
Judges' table
Coat racksqty 3
High tablesqty 6

Sports equipment

Breakdance floor
Floor underlay mats
Bib numbersqty 40
Participant wristbandsqty 50

Equipment

Active speakersqty 2
Subwoofersqty 2
Audio mixer
DJ controller
Wireless microphonesqty 2
Microphone standsqty 2
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3

Lighting

LED spotlightsqty 6
Light standsqty 2
Work lightsqty 4
Battery lampsqty 6

Decorations

Event bannersqty 4
Directional signsqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative fabricqty 4
Cable tiesqty 100
Gaffer tapeqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving utensilsqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Pitcherqty 4
Bottle openersqty 4
Napkin holdersqty 8
Food containersqty 12
Aluminum foilqty 4
First aid kit
Cooling matsqty 12

Catering

Water dispensersqty 2
Coffee machinesqty 2
Waste binsqty 8
Menusqty 8
Trophiesqty 3
Certificatesqty 40
Jury formsqty 100
Clipboardsqty 6
Pensqty 30
Cash register
Payment terminal
Cash box
Visitor wristbandsqty 250
Groceries

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Glovesqty 20
Microfiber clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4

Tips

Set the battle format before opening registration. The format determines how many dancers you can accept, how long the programme will run, how many rounds the DJ must prepare for, and how many jury members you need.
Confirm the venue’s power, access, floor area, and noise restrictions at least 4–6 weeks ahead. Check where the breakdance floor, judges’ table, sound system, lighting, coat racks, and spectator seating will go before booking equipment.
Treat the registration deadline as a real production deadline. Close entries early enough to confirm participants, collect dietary requirements, create the start list, and print bib numbers, wristbands, and the run sheet.
Brief the jury, DJ, and host separately before doors open. Give the jury the competition rules and scoring expectations, the DJ the battle format and timing, and the host the names, pronunciation notes, sponsor or prize information, and schedule changes.
Do a full sound and cable check before the audience arrives. Test the mixer, DJ controller, microphones, active speakers, subwoofers, power strips, extension cords, cable reels, and work lights, then secure cables so dancers and crew cannot trip over them.

Frequently asked questions

How far in advance should I organise a breakdance battle?: Start planning at least 8–12 weeks before the event. Confirm the date and location first, then arrange permits, insurance, the format, jury, DJ, host, equipment, promotion, and registration deadlines.
How many judges do I need for a breakdance battle?: For a small battle, plan for at least 3 judges so decisions do not depend on one person. Add more judges only when the format, number of categories, or expected participant volume justifies the extra briefing and coordination.
When should breakdance battle registration close?: Close registration at least 7–10 days before the battle. That gives you time to process entries, confirm participants, compile the start list, prepare bib numbers and wristbands, and print the final run sheet.
What equipment do I need for a breakdance battle?: Plan for a proper breakdance floor with underlay mats, active speakers, subwoofers, an audio mixer, a DJ controller, microphones, stands, speaker cables, extension cords, and cable reels. Add LED spotlights, work lights, and battery lamps after checking the venue’s power and lighting.

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.