Kickboxing gala checklist: what to arrange and when

A kickboxing gala needs more than a fight card and a ring. You must lock in the venue, rules, officials, medical cover, security and equipment before tickets go on sale. The running order also depends on weigh-ins, fighter arrivals, judging, introductions and fast changeovers between bouts. This checklist brings the 75 planning tasks and 55 required items into one workable sequence, so late arrangements do not disrupt the event on fight night.

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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

Confirm date and location
2 people
Check permits
Check insurance
Set the match rules
2 people
Compile fight card
3 people
Book boxers
2 people
Book referees
Assign judges
Arrange medical support
Arrange security
Reserve ring and mats
Reserve Sound System
Reserve the lighting setup
Book photographer
Book host
Open ticket sales
2 people
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Print the run sheet
Print match schedule
Prepare name badges
2 people
Check ticket lists
2 people
Check boxer details
2 people
Prepare weigh-in
2 people
Do the shopping
3 people
Chill drinks
2 people
Conduct weigh-in
4 people
Attach competition cards
2 people

Event

Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up the ring
6 people
Lay out mats
4 people
Set up spectator stands
4 people
Set up tables and chairs
4 people
Connect the sound system
3 people
Connect the lighting system
3 people
Test microphones
2 people
Inspect the ring and mats
3 people
Set up changing rooms
2 people
Set up judges' table
2 people
Set out first aid supplies
2 people
Set up catering
3 people
Check toilets
Set up the registration desk
2 people
Brief volunteers
2 people
Welcome boxers
2 people
Welcome the audience
4 people
Check tickets
3 people
Staff the cloakroom
2 people
Host the opening round
3 people
Supervise races
8 people
Announce intermediate rounds
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Keep the audience area clean
2 people
Support awards ceremony
3 people
See the audience out
3 people
Collect lost and found items

Aftercare

Turn off the sound equipment
2 people
Dismantle the ring
6 people
Dismantle furniture
4 people
Collect tableware
3 people
Collect waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return rented materials
3 people
Store leftover stock
2 people
Wash laundry and cloths
Archive results
Collect photos and videos
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 date and venue before confirming fighters. Then check permits and insurance, because capacity, combat-sport regulations and medical requirements can affect which venue is suitable.
Write the match rules and compile the fight card before opening ticket sales. Confirm each boxer, referee and judge, and leave time to replace a withdrawal without reprinting every document.
Book medical support and security early, not in the final week. A kickboxing gala needs clear ringside access, crash mats, stair cushions and a defined response plan for injuries or crowd incidents.
Check the full technical setup at least one day before doors open. Test the sound system, wireless microphones, mixer, bell signal, LED spotlights, work lights, extension cords and power strips together rather than separately.
Print the run sheet and match schedule before event day, then prepare name badges and check ticket lists at the entrance. Send parking information and collect dietary requirements no later than 3 days before the gala.

Frequently asked questions

How early should I start organising a kickboxing gala?: Start at least 12 to 16 weeks before the event. Secure the date and venue first, then arrange permits, insurance, fighters, officials, medical support and security before promoting the gala.
When should the fight card be finalised?: Aim to finalise the fight card 2 to 3 weeks before the gala. This leaves time to publish the schedule, print materials and manage a replacement if a boxer withdraws.
What equipment is needed for a kickboxing gala?: Plan for a boxing ring, mat, ropes, corner equipment, crash mats, gloves, shin guards, head protectors, hand wraps and a scale. You will also need jury tables and chairs, sound equipment, lighting, furniture and power accessories.
When should tickets go on sale for a kickboxing gala?: Open ticket sales once the venue, date, rules and initial fight card are confirmed, usually 6 to 8 weeks before the event. Update the ticket information if the schedule or access arrangements change.

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.