Anniversary Judo Tournament Checklist

An anniversary judo tournament needs more than mats and a match schedule. You have to lock in the venue, rules, categories and officials early, then keep entries, volunteers, catering and awards aligned as registrations arrive. This checklist puts the work in order, from the first venue booking to opening the hall on tournament day. Use it to catch details that are often left until the last week, such as dietary requirements, parking information, printed bout sheets and chilled food.

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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 venue
2 people
Draw up tournament rules
2 people
Determine race categories
2 people
Send invitations
2 people
Invite officials and referees
2 people
Publish registration form
Check venue permit
Book judo mats
Order catering
2 people
Order medals and trophies
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Create the match schedule
2 people
Confirm participants
2 people
Send parking information
Check prizes and medals
2 people
Prepare name badges
2 people
Print competition forms
2 people
Print volunteer instructions
Do the shopping
3 people
Chill perishable groceries
2 people
Collect materials
3 people
Collect judo mats
3 people
Open hall
2 people
Check the hall floor
2 people
Lay Out Judo Mats
6 people
Set up competition tables
4 people
Set up audience seating
4 people
Set up registration desk
2 people
Build the catering buffet
3 people
Hang decorations
3 people
Test sound system
2 people
Prepare first aid supplies

Event

Welcome officials
2 people
Register participants
4 people
Check weights
3 people
Arrange the competition groups
3 people
Brief the referees
2 people
Carry out the opening ceremony
3 people
Supervise races
8 people
Process results
3 people
Inform the audience
Refill drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Empty trash bins
2 people
Record injuries
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Serve anniversary toast
3 people
Serve snacks
3 people
See participants off
2 people

Aftercare

Turn off the sound system
2 people
Pack leftover food
3 people
Wash dishes
4 people
Clean judo mats
5 people
Clear tables and chairs
5 people
Remove decorations
3 people
Clean the room
5 people
Dispose of waste
3 people
Collect lost and found items
2 people
Return the judo mats
3 people
Return borrowed materials
2 people
Publish results
Thank participants
2 people

What to bring

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

Sports equipment

Judo matsqty 80
Game clocksqty 4
Scoreboardsqty 4
Red referee armbandsqty 4
White referee armbandsqty 4
Judo beltsqty 20
Bib numbersqty 150

Furniture

Competition tablesqty 4
Registration tablesqty 2
Catering tablesqty 4
Chairsqty 180
Clothes racksqty 4
Waste binsqty 8

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopqty 2
Printer
Coolersqty 6

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 10
Pitchersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Bottle openersqty 4
Ice packsqty 24

Decorations

Anniversary bannerqty 2
Balloonsqty 100
Balloon standsqty 4
Tableclothsqty 12
Pennant garlandsqty 8
Flower arrangementsqty 6

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning cart

Catering

Trophiesqty 12
Gold medalsqty 40
Silver medalsqty 40
Bronze medalsqty 40
Diploma foldersqty 150
Name badgesqty 180
Groceries

Tips

Set the date and venue before publishing the registration form. Check the location permit requirements at the same time, because approval issues can affect the number of mats, spectators and tables you can use.
Publish the tournament rules and weight or age categories before sending invitations. Give clubs a clear registration deadline, then allow at least 3–5 days to review entries and resolve missing information.
Invite officials and referees separately from competitors and confirm their availability before building the schedule. Keep a named volunteer assignment for registration, match tables, catering, equipment and hall opening.
Order medals, trophies and judo belts as soon as the categories are fixed, rather than waiting for final entries. Check every prize against the confirmed categories before printing names or preparing the award table.
Prepare the operational paperwork before tournament day: print match sheets, volunteer instructions and name badges, and send parking details with the final participant confirmation. On the day, allow enough time to open the hall, collect the mats and test the microphone, clocks, scoreboards and printer.

Frequently asked questions

How far in advance should I organise an anniversary judo tournament?: Start at least 8–12 weeks before the tournament. Book the venue, confirm the permit requirements and reserve the mats first, then set the rules, categories and registration deadline.
When should I send invitations for a judo tournament?: Send invitations once the date, venue, rules and categories are confirmed, ideally 6–8 weeks before the event. Set a firm registration deadline so you still have 3–5 days to check entries and create the schedule.
How long before the tournament should I make the match schedule?: Make the first schedule after registrations close and participant details have been checked, usually 3–5 days before the event. Print the final match forms only after participants, categories and officials are confirmed.
What should I prepare the day before a judo tournament?: Collect and check the mats, medals, belts, tables, chairs, scoreboards, clocks and paperwork the day before. Chill perishable food, charge or test the laptop and printer, and pack extension cables, power strips and the sound equipment together.

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.