How to organise a street dance battle

Start by fixing the date and venue, then decide how the battle will run before inviting dancers. Your format determines the registration form, judging brief, match schedule and competition cards. Build the event around firm deadlines for registrations, music files, jury confirmation and venue access. On the day, allow time to inspect the floor, test the sound system, set up the registration desk and brief volunteers before dancers arrive.

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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
Determine the battle format
2 people
3
Contact the jury and DJ
2 people
4
Create a registration form
5
Send invitations
2 people
6
Distribute promotional posters
3 people
7
Post social media promotion
8
Process registrations
2 people
9
Collect dietary requirements
10
Prepare jury briefing
2 people
11
Draw up the match schedule
2 people
12
Confirm participants
2 people
13
Confirm reservations
14
Gather music files
15
Assemble prize bag
2 people
16
Sort wristbands
2 people
17
Print competition cards
18
Assign volunteers
2 people
19
Check the weather forecast
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Check the equipment
2 people
23
Pick up venue keys
24
Inspect the floor and hall
2 people
25
Lay the dance floor
4 people
26
Set up stage sections
4 people
27
Set up the sound system
3 people
28
Test microphones
2 people
29
Connect lighting
2 people
30
Set up tables and chairs
4 people
31
Set up judges' table
2 people
32
Set up registration desk
2 people
33
Set up the catering buffet
3 people
34
Hang up decorations
3 people
35
Place route signs
2 people
36
Display prizes
37
Prepare first aid supplies
38
Brief volunteers
2 people

Event

39
Register participants
3 people
40
Welcome the audience
3 people
41
Explain the competition rules
42
Guide the opening battle
3 people
43
Lead the pre-selections
4 people
44
Serve break drinks
3 people
45
Refill drinks
2 people
46
Serve snacks
3 people
47
Collect scores
2 people
48
Announce finalists
49
Facilitate the workshop
2 people
50
Support the final rounds
4 people
51
Guide the audience vote
2 people
52
Announce the winners
2 people
53
Present prizes
2 people
54
Play the closing DJ set
55
Keep the audience area clean
2 people
56
Check toilets
57
Collect lost and found items
58
See the audience out
3 people

Aftercare

59
Turn off the sound equipment
2 people
60
Clean up catering
3 people
61
Collect waste
3 people
62
Wash dishes
2 people
63
Remove the dance floor
4 people
64
Put furniture back
4 people
65
Remove decorations
3 people
66
Clean the room
3 people
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Judges' table
Registration desk
Clothes racksqty 2
Bollardsqty 12
Stage sectionsqty 6

Sports equipment

Dance floor panelsqty 30
Athletic tapeqty 6
Competition bibsqty 40
Heating matsqty 8
First aid kit
Cold packsqty 12
Sports bandageqty 6
Bandagesqty 50

Equipment

DJ controller
Speakersqty 2
Subwoofersqty 2
Audio mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI box
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Laptop
USB sticksqty 3
Charging stationsqty 2

Lighting

LED spotlightsqty 8
Light standsqty 2
Light controller

Decorations

Backdrop cloth
Bannersqty 4
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Directional signsqty 10
Tableclothsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 8

Catering

Prize boxesqty 3
Participant Wristbandsqty 100
Jury formsqty 100
Scoreboard
Pensqty 30
Name stickersqty 100
Consumption tokensqty 500
Groceries
Wristband cutter
Cash box
Receipt bookletsqty 4
Coin trayqty 2

Cleaning

Waste binsqty 8
Bins for separated wasteqty 4
Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 3

Tips

Choose the battle format before creating the registration form. State the categories, entry limits, judging criteria and approximate start and finish times so dancers know exactly what they are signing up for.
Set a registration deadline at least 7 days before the battle. Use the final list to confirm participants, draw up the match schedule, print competition cards and prepare wristbands or competition bibs.
Confirm the jury and DJ no later than 3 weeks before the event, then send a short briefing with timings, judging rules, music cues and contact details. Ask the DJ for music files or technical requirements at least 5 days in advance.
Plan the venue setup backwards from doors opening. Reserve a clear area for the dance floor, judges' table, registration desk and audience flow, and check every speaker, microphone, cable, power strip and light before dancers arrive.
Prepare the event-day essentials the day before: prize bag, wristbands, printed schedules, charged laptop and USB sticks, chilled drinks and volunteer assignments. Check the weather forecast if people queue or warm up outside, and arrange floor protection or heating mats when needed.

Frequently asked questions

How far in advance should I organise a street dance battle?: Allow at least 6 weeks for a small battle and longer if you need a popular jury, DJ or venue. Confirm the date and location first, then set registration, music and participant-confirmation deadlines.
When should registrations close for a street dance battle?: Close registrations about 7 days before the event. That gives you time to process entries, check dietary requirements, confirm the final participant list, create the match schedule and print competition cards.
How much time do I need to set up the venue?: Reserve at least 3 hours before doors open for a full setup. This covers laying the dance floor, arranging tables and chairs, checking the sound and lighting equipment, testing microphones and briefing volunteers.
When should I send the DJ the music and event schedule?: Send the running order and available music files at least 5 days before the battle, then confirm the technical setup again 24 hours beforehand. Include the DJ controller, mixer, DI box, speakers, microphones and connection requirements.

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.