How to organise a judo tournament from start to finish
A judo tournament works best when the competition structure is fixed before you open registration. Set the date and venue first, then confirm rules, weight classes, officials, medical requirements and safety arrangements. Once entries close, weigh-ins, pools and match schedules determine the final running order. The commonly missed work comes later: checking medals, printing paperwork, testing scoring equipment and giving every volunteer a defined shift before the first bout.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set tournament date
2 people
- 2
Reserve the sports hall
- 3
Set competition rules
3 people
- 4
Set weight classes
2 people
- 5
Create registration form
- 6
Send invitations
2 people
- 7
Contact referees
2 people
- 8
Contact table staff
2 people
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Confirm participants
2 people
- 12
Check registration fee
2 people
- 13
Draw up the match schedule
3 people
- 14
Assign groups
3 people
- 15
Make competition cards
2 people
- 16
Check medical certificates
2 people
- 17
Order prizes
- 18
Arrange first aid contact
- 19
Check insurance
- 20
Order catering
2 people
- 21
Assign volunteers
2 people
- 22
Print the run sheet
- 23
Send participant information
2 people
- 24
Check medals
- 25
Do the shopping
3 people
- 26
Gather materials
3 people
- 27
Prepare competition folders
2 people
- 28
Sort prizes
2 people
Event
- 29
Open the sports hall
2 people
- 30
Lay tatami mats
8 people
- 31
Set up competition tables
4 people
- 32
Set Up Audience Stands
4 people
- 33
Set up registration desk
2 people
- 34
Place scales
2 people
- 35
Set up catering point
3 people
- 36
Put up signage
2 people
- 37
Test sound and clock
2 people
- 38
Brief the referees
3 people
- 39
Brief table officials
3 people
- 40
Register participants
4 people
- 41
Weigh participants
3 people
- 42
Publish start lists
2 people
- 43
Give the opening briefing
2 people
- 44
Start the first matches
6 people
- 45
Process competition results
4 people
- 46
Announce the matches
- 47
Refill drinks
2 people
- 48
Serve coffee and tea
2 people
- 49
Serve lunch and snacks
3 people
- 50
Check the tatami in between
2 people
- 51
Announce the break
- 52
Assist with the finals
6 people
- 53
Lay out medals
2 people
- 54
Handle prize ceremony
3 people
- 55
See off the last visitors
2 people
Aftercare
- 56
Take down tatami
8 people
- 57
Clear away chairs and tables
5 people
- 58
Gather competition materials
3 people
- 59
Wash dishes
3 people
- 60
Collect waste
3 people
- 61
Clean the catering area
3 people
- 62
Clean the sports hall
5 people
- 63
Collect lost property
2 people
- 64
Lock up the venue
2 people
- 65
Return materials
3 people
- 66
Return borrowed items
2 people
- 67
Publish results
- 68
Thank participants
2 people
- 69
Check invoices
What to bring
Grouped the way you'd shop for it, with quantities.
Sports equipment
- Judo matsqty 120
- Mat edgesqty 24
- Scoreboardsqty 4
- Game clocksqty 4
- Whistlesqty 6
- Red judo beltsqty 8
- Blue judo beltsqty 8
- Scalesqty 2
- Spare judo uniformsqty 4
- First aid kitsqty 2
- Ice packsqty 12
Furniture
- Tablesqty 12
- Chairsqty 80
- Folding chairsqty 12
- Changing room benchesqty 8
- Waste binsqty 10
Equipment
- Laptopqty 2
- Printer
- Extension cordsqty 6
- Power stripsqty 6
- Mobile phoneqty 2
- Megaphone
- Speakerqty 2
- Microphone
- Charging cablesqty 4
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving spoonsqty 8
- Thermos flasksqty 6
Kitchen
- Coolersqty 6
- Kettlesqty 3
- Coffee machinesqty 2
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving plattersqty 12
- Serving traysqty 6
- Pliersqty 6
- Labelsqty 100
Decorations
- Bib numbersqty 120
- Name badgesqty 150
- Wristbandsqty 150
- Competition formsqty 300
- Score sheetsqty 300
- Program bookletsqty 150
- Directional signsqty 12
- Banner materialqty 4
- Tableclothsqty 12
- Medalsqty 48
- Cupsqty 12
- Certificatesqty 150
- Medal ribbonsqty 48
Cleaning
- Broomqty 3
- Dustpan and brushqty 3
- Mopsqty 4
- Bucketsqty 4
- Cleaning clothsqty 20
Lighting
- LED lampsqty 6
- Flashlightsqty 4
Catering
- Groceries
Tips
- Book the sports hall before announcing the date, and allow enough time for mat setup, weigh-ins, competition and pack-down. Confirm changing rooms, seating, power access and where first aid will be located at the same time.
- Set the rules and weight classes before creating the registration form. Include a firm closing date, medical declaration requirements and dietary questions so you are not chasing missing information during the final week.
- Close entries before drawing pools or writing match cards. First check registrations, payment and medical declarations; then confirm competitors and build the schedule around the actual numbers in each weight class.
- Give referees, table staff and other volunteers written roles with start times. Schedule at least one person for registration and weigh-ins, separate people for scoring tables, and a named contact for first aid and emergencies.
- Run a full equipment check before the event day. Count the mats and mat edges, test scoreboards and match clocks, charge the laptop and phone, print the run sheet, and keep spare uniforms, first aid kits and ice packs accessible.
Frequently asked questions
- How far in advance should I organise a judo tournament?
- Start at least 8 to 12 weeks ahead. Reserve the sports hall and contact referees first, then open registration; leave the final 7 to 10 days for confirmations, schedules, printing and equipment checks.
- When should judo tournament registration close?
- Close registration 7 to 14 days before the tournament. That gives you time to verify payment and medical declarations, confirm competitors, divide pools and prepare match cards without last-minute changes.
- How long should a judo tournament weigh-in take?
- Allow about 2 to 3 minutes per competitor when names, weight classes and paperwork are ready. Add a 30-minute buffer before the first matches for queues, corrections and competitors who need a second check.
- What equipment is needed for a judo tournament?
- Plan for judomats with mat edges, scoreboards, match clocks, whistles, red and blue belts, scales, a laptop, printer and extension cords. Also prepare first aid kits, ice packs, spare uniforms, printed schedules and enough tables and chairs for registration and officials.
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.
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