How to organise a kickboxing gala

A kickboxing gala needs more than a ring and a fight card. Start with the date, venue, permits and insurance, then build the sporting programme around confirmed boxers, rules, referees and judges. Medical support, security, sound and lighting must be booked before ticket sales begin. In the final week, check every registration, print the match schedule and run sheet, and confirm that the ring, mats, gloves and weigh-in equipment are ready.

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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
3
Check insurance
4
Set the match rules
2 people
5
Compile fight card
3 people
6
Book boxers
2 people
7
Book referees
8
Assign judges
9
Arrange medical support
10
Arrange security
11
Reserve ring and mats
12
Reserve Sound System
13
Reserve the lighting setup
14
Book photographer
15
Book host
16
Open ticket sales
2 people
17
Send invitations
2 people
18
Publish promotion
2 people
19
Process registrations
2 people
20
Collect dietary requirements
21
Send parking information
22
Print the run sheet
23
Print match schedule
24
Prepare name badges
2 people
25
Check ticket lists
2 people
26
Check boxer details
2 people
27
Prepare weigh-in
2 people
28
Do the shopping
3 people
29
Chill drinks
2 people
30
Conduct weigh-in
4 people
31
Attach competition cards
2 people

Event

32
Open venue
2 people
33
Cordon off the loading and unloading area
2 people
34
Set up the ring
6 people
35
Lay out mats
4 people
36
Set up spectator stands
4 people
37
Set up tables and chairs
4 people
38
Connect the sound system
3 people
39
Connect the lighting system
3 people
40
Test microphones
2 people
41
Inspect the ring and mats
3 people
42
Set up changing rooms
2 people
43
Set up judges' table
2 people
44
Set out first aid supplies
2 people
45
Set up catering
3 people
46
Check toilets
47
Set up the registration desk
2 people
48
Brief volunteers
2 people
49
Welcome boxers
2 people
50
Welcome the audience
4 people
51
Check tickets
3 people
52
Staff the cloakroom
2 people
53
Host the opening round
3 people
54
Supervise races
8 people
55
Announce intermediate rounds
2 people
56
Serve drinks
3 people
57
Refill drinks
2 people
58
Serve snacks
3 people
59
Keep the audience area clean
2 people
60
Support awards ceremony
3 people
61
See the audience out
3 people
62
Collect lost and found items

Aftercare

63
Turn off the sound equipment
2 people
64
Dismantle the ring
6 people
65
Dismantle furniture
4 people
66
Collect tableware
3 people
67
Collect waste
3 people
68
Clean the venue
4 people
69
Inventory materials
2 people
70
Return rented materials
3 people
71
Store leftover stock
2 people
72
Wash laundry and cloths
73
Archive results
74
Collect photos and videos
75
Send thank-you message

What to bring

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

Sports equipment

Boxing ring
Ring mat
Ring ropesqty 4
Ring cornersqty 4
Crash matsqty 8
Stair cushionsqty 6
Boxing glovesqty 12
Shin guardsqty 12
Head protectorsqty 8
Hand wrapsqty 16
Tables for the juryqty 2
Chairs for the juryqty 6
Scale
Start and bell signal

Furniture

Tablesqty 10
Chairsqty 80
High tablesqty 8
Coat racksqty 3
Changing room benchesqty 6
Waste binsqty 12

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 8
Power stripsqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Work lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6

Decorations

Red tableclothsqty 12
Black tableclothsqty 12
Competition postersqty 12
Stage ribbonsqty 6
Name badgesqty 40
Badge holdersqty 40

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 24
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the match rules before booking the full fight card. Confirm weight classes, round length, rest periods and permitted protective equipment so boxers, referees and judges work from the same information.
Treat medical cover and security as early bookings, not last-minute additions. Confirm who is responsible for ringside care, access control and emergencies before opening ticket sales.
Plan the venue around the ring first, then add jury tables, changing-room benches, spectator seating and coat racks. Leave clear routes for boxers, officials, medical staff and emergency access.
Test the technical setup during a venue walkthrough at least one week before the gala. Check the speakers, mixer, wireless microphones, bell signal, LED spotlights, work lights, extension cords and power strips together.
Close the administration before event day. Process registrations, collect dietary requirements, send parking information, prepare name badges, and compare the printed ticket list with the expected attendance 24 hours beforehand.

Frequently asked questions

How far in advance should I organise a kickboxing gala?: Start planning at least 12 to 16 weeks before the event. That gives you time to confirm the venue, permits, insurance, medical support, officials, fighters, equipment and ticket sales without compressing the final checks.
When should I book fighters and officials for a kickboxing gala?: Book the main fighters, referees and judges 8 to 12 weeks before the gala. Confirm the final fight card and any replacements no later than 2 weeks before doors open, so the match schedule can be printed accurately.
When should kickboxers weigh in?: Set the weigh-in according to your competition rules, but schedule the scale and officials at least several hours before the first bout. Publish the exact time to every boxer in advance and keep the confirmed weights with the match documentation.
What should I check on the day of a kickboxing gala?: Allow at least 3 hours before doors open for the ring, ropes, corners, mats, lighting, sound and safety equipment to be checked. Use the printed run sheet and match schedule, then verify ticket lists, name badges, changing rooms and medical access before the first bout.

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.