How to organise a breakdance battle

A breakdance battle needs more than a dance floor and a DJ. Start by fixing the date and venue, then choose the battle format before opening registration. Your format determines the number of dancers, judging setup, timetable and equipment needed. Book the DJ, host, judges, photographer, sound and lighting early, and leave enough time to publish clear rules and process registrations. The final week is for confirming dancers, preparing the start list and testing the room layout.

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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

1
Confirm date and location
2 people
2
Check permits and notifications
3
Determine the battle format
2 people
4
Approach jury members
5
Confirm the DJ
6
Book host
7
Book photographer
8
Reserve sound and lighting equipment
9
Reserve the dance floor
10
Check insurance
11
Draw up house rules
2 people
12
Draw up competition rules
2 people
13
Publish registration form
14
Send invitations
2 people
15
Post promotion on social media
16
Distribute posters
3 people
17
Process registrations
18
Collect dietary requirements
19
Confirm participants
20
Compile start list
2 people
21
Prepare jury briefing
22
Print the run sheet
23
Lay out wristbands and armbands
24
Order prizes and certificates
25
Check the shopping list
2 people
26
Do the shopping
3 people
27
Set up non-perishable supplies
2 people
28
Fill coolers
2 people

Event

29
Open venue
2 people
30
Inspect the floor and entrance
2 people
31
Lay the dance floor
4 people
32
Set up jury table
2 people
33
Set up tables
3 people
34
Set up chairs
3 people
35
Set up the cloakroom
2 people
36
Set up the registration desk
2 people
37
Set up sound equipment
3 people
38
Test microphones
2 people
39
Set up lighting equipment
2 people
40
Tape down power cables securely
2 people
41
Hang decorations
3 people
42
Set up banners and signage
2 people
43
Set up the catering table
3 people
44
Prepare snacks
3 people
45
Chill drinks
2 people
46
Set out coffee and tea
2 people
47
Staff the registration desk
2 people
48
Register participants
3 people
49
Welcome the judges
50
Give participant briefing
2 people
51
Welcome the audience
3 people
52
Present the opening program
2 people
53
Guide the preliminary round
5 people
54
Collect judging forms
2 people
55
Process results
2 people
56
Provide the break program
3 people
57
Refill drinks
2 people
58
Refill snacks
2 people
59
Empty trash bins
2 people
60
Guide the semifinals
5 people
61
Announce finalists
2 people
62
Lead the final
5 people
63
Handle prize ceremony
3 people
64
Take group photo
2 people
65
Announce the closing
66
Guide the audience to the exit
3 people

Aftercare

67
Turn off the sound equipment
2 people
68
Clean up catering
3 people
69
Dismantle furniture
4 people
70
Remove the dance floor
4 people
71
Remove decorations
3 people
72
Collect waste
4 people
73
Clean the venue
4 people
74
Collect lost and found items
2 people
75
Lock up the venue
2 people
76
Return equipment
3 people
77
Return materials
2 people
78
Archive invoices and receipts
79
Publish photos and results
80
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

Choose the battle format before inviting dancers. A 1-on-1, crew battle or open-format event needs different registration details, round timings and numbers of bibs or wristbands.
Book the DJ, host and jury before publishing the registration form, ideally at least 6 weeks ahead. Dancers need to know the format, judging criteria, venue and registration deadline before they commit.
Check permits, notifications and insurance as soon as the venue is confirmed. Do this at least 8 weeks before the battle, because sound levels, public access and event capacity can affect the plan.
Treat the floor and sound system as one setup. Reserve the breakdance floor, underlay mats, active speakers, subwoofers, mixer, microphones and cables, then schedule a sound and floor check before doors open.
Prepare the running order and jury briefing no later than 2 days before the event. Print the run sheet, start list and competition rules, and set out wristbands, armbands and bib numbers before participants arrive.

Frequently asked questions

How early should I start organising a breakdance battle?: Start at least 8 to 12 weeks before the event. Use the first two weeks to secure the date, venue, format and permissions, then book the DJ, host, judges and technical equipment before promotion begins.
How many judges do you need for a breakdance battle?: For a small battle, plan for 3 judges so the decision does not rest on one person. Larger or multi-round events may need 5 judges; confirm the jury before publishing the rules and registration form.
When should registration close for a breakdance battle?: Close registration 7 to 10 days before the battle if you need a fixed start list and bracket. That gives you time to confirm participants, check dietary requirements, print materials and send the final schedule.
What equipment is easy to forget for a breakdance battle?: Cable reels, extension cords, power strips, speaker cables, microphone stands and work lights are often missed. Check every connection at least 2 hours before doors open, and keep cable ties available to secure walkways.

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