Kickboxing gala checklist and planning guide

A kickboxing gala needs more than a ring and a fight card. You must coordinate gyms, registrations, medical certificates, officials, permits, insurance and first-aid cover before tickets go on sale. On event day, the order of bouts, weigh-in equipment, ring setup, seating, catering and volunteer briefing all have to line up. Use this checklist to work through the planning in sequence and avoid last-minute gaps that can delay the first bout.

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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
Set the competition schedule
3 people
Record officials and referees
2 people
Confirm participating gyms
2 people
Send invitations
2 people
Open ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Check competition licenses
2 people
Collect medical certificates
2 people
Publish the competition order
2 people
Assign volunteers
2 people
Confirm first aid staffing
2 people
Order prizes and trophies
Check permits
2 people
Prepare insurance documents
Hang up promotional materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Hold the volunteer kickoff briefing
4 people
Check the ring floor
3 people
Set up the ring
6 people
Lay mats around the ring
4 people
Set up audience seating
5 people
Set up tables for reception
2 people
Set up the cloakroom
2 people
Set up competition table
2 people
Connect sound equipment
2 people
Test lighting equipment
2 people
Hang sponsor banners
3 people
Set up the catering buffet
3 people
Set up drink points
2 people
Set up first aid table
2 people
Set up changing rooms
3 people
Set up the weigh-in and check-in point
2 people

Event

Welcome officials
2 people
Register athletes
3 people
Weigh athletes
3 people
Check gloves
2 people
Open audience doors
3 people
Check tickets
4 people
Manage the cloakroom
2 people
Guide audience to their seats
3 people
Deliver the opening presentation
2 people
Operate music and announcements
2 people
Supervise races
5 people
Track lap cards
2 people
Hand out water and towels
2 people
Serve catering
4 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Empty trash bins
2 people
Provide first aid
2 people
Handle prize ceremony
3 people
Ensure the audience leaves safely
4 people
Complete coat check checkout
2 people

Aftercare

Dismantle the ring
6 people
Clear away chairs and tables
5 people
Disconnect sound equipment
2 people
Clean sports equipment
3 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Collect photo and video material

What to bring

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

Sports equipment

Kickboxing ring
Ring matsqty 12
Ring cornersqty 4
Ring ropesqty 4
Match glovesqty 8
Referee glovesqty 4
Stairs and bump cushionsqty 8
Punching bagsqty 2
Skipping ropesqty 8
Weighing scale
Round signsqty 6
Table timer
Referee hammersqty 2
Towelsqty 40
Water bottles for athletesqty 24
Elastic bandagesqty 30
Athletic tapeqty 12
Head protectorsqty 8
Shin guardsqty 8
Capsqty 12
Crash matsqty 6

Furniture

Chairsqty 180
Tablesqty 12
Bar stoolsqty 8
Coat racksqty 3
Changing room benchesqty 6
Waste binsqty 10

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Coolersqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Walkie-talkiesqty 8
Power banksqty 6
Ticket scannersqty 3
Laptop
Printer

Lighting

LED work lightsqty 6
String lightsqty 4

Decorations

Sponsor bannersqty 8
Competition postersqty 20
Red carpetsqty 2
Directional signsqty 12
Tableclothsqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date and venue before confirming gyms or selling tickets. Then allow enough time to check permits, insurance documents and competition licenses before registrations are processed.
Build the competition schedule around weigh-ins, medical checks and the published bout order. Share the final order only after participating gyms, officials and referees have confirmed their details.
Book first-aid staffing early and collect every fighter’s medical certificate before the event. Keep the documents accessible to the responsible official rather than leaving checks until the doors open.
Count equipment by function, not just by item. The ring needs ropes, corners, mats, stairs and bump cushions, while officials also need gloves, round signs and a table timer at ringside.
Run the volunteer kickoff briefing before setup is finished. Assign clear roles for registration, seating, catering, changing rooms, waste bins and ringside support so volunteers are not making decisions during a bout.

Frequently asked questions

How far in advance should I organise a kickboxing gala?: Start at least 12 to 16 weeks before the event. Confirm the date and location first, then allow time for gym confirmations, registrations, licenses, medical certificates, permits, insurance and ticket sales.
When should I publish the kickboxing competition order?: Publish the bout order after participating gyms, officials and referees have confirmed their details. Aim to release it at least 3 to 5 days before the gala so fighters, volunteers and spectators can plan around it.
How many drinks should I buy for a kickboxing gala?: For spectators and volunteers, plan on 2 to 3 drinks per person during the first hour, then about 1 drink per person for each additional hour. Add extra water for fighters, officials and first-aid staff, and chill drinks before doors open.
What needs to be ready before the first fight?: Have the ring, ropes, corners, mats, stairs, bump cushions, timer and round signs checked before doors open. Complete weigh-ins, medical-document checks, volunteer briefing and first-aid confirmation at least 60 minutes before the scheduled first bout.

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