How to organise a judo tournament

A judo tournament runs smoothly when you build the plan around the competition schedule, not just the event date. Start by securing the venue, competition mats and referees, then set registration deadlines early enough to confirm details and weight classes. In the final week, prepare schedules, volunteer roles, registration packs and safety checks. On the day, allow time for weigh-ins, mat setup, scoreboards, catering and a clear welcome process before 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

1
Reserve venue
2
Reserve competition mats
3
Book referees
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Update participant list
2 people
8
Assign weight classes
2 people
9
Create the match schedule
2 people
10
Assign volunteers
2 people
11
Place medal order
12
Calculate catering quantities
13
Check participant details
2 people
14
Prepare race cards
2 people
15
Print attendance lists
16
Prepare route signs
17
Do the shopping
2 people
18
Check medical bag
19
Gather materials
3 people
20
Cool catering
2 people
21
Set up registration packs
2 people

Event

22
Welcome volunteers
2 people
23
Check the venue and escape routes
2 people
24
Lay out the competition mats
6 people
25
Set up registration tables
3 people
26
Set up audience seating
4 people
27
Set up competition tables
4 people
28
Build the catering buffet
3 people
29
Hang signs
2 people
30
Set out scales
2 people
31
Brief the referees
2 people
32
Register participants
4 people
33
Weigh participants
3 people
34
Confirm competition schedule
3 people
35
Announce the opening
36
Supervise races
8 people
37
Update match standings
4 people
38
Serve drinks
2 people
39
Refill drinks
2 people
40
Refill snacks
2 people
41
Provide first aid
42
Present prizes
3 people
43
Check out participants
2 people

Aftercare

44
Clear away competition mats
6 people
45
Put furniture back
4 people
46
Catering breakdown
3 people
47
Collect waste
3 people
48
Wash dishes
3 people
49
Clean the venue
4 people
50
Return borrowed equipment
2 people
51
Send out the results
52
Send thank-you message

What to bring

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

Sports equipment

Judo matsqty 60
Scoreboardsqty 4
Stopwatchesqty 6
Referee whistlesqty 6
Red and white ribbonsqty 8
Competition table numbersqty 4
Scalesqty 2
Competition bibsqty 20

Furniture

Tablesqty 10
Chairsqty 70
Changing room benchesqty 6
Clothes racksqty 4
Tableclothsqty 10

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Portable speaker
Microphone
Power banksqty 4
Clipboardsqty 10
Calculatorsqty 4
First aid kitsqty 2
Ice packsqty 12

Tableware

Reusable drinking cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 50

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 10
Cutting boardsqty 3
Bread knivesqty 3
Water jugsqty 6

Decorations

Wayfinding signsqty 12
Arrow stickersqty 30
Stage ribbon

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning clothsqty 20

Catering

Groceries

Tips

Set registration and payment deadlines at least 10 days before the tournament. Use the final participant list to check names, clubs, weight classes and dietary requirements before creating the match schedule.
Plan the venue layout before equipment arrives. Leave clear routes between registration tables, changing areas and competition mats, and check escape routes before placing tables, chairs or clothes racks.
Prepare one registration pack per participant, plus at least 10% extra copies of attendance lists, competition bibs and printed schedules. Keep the printer, laptop and extension cords together in the registration area.
Allow a separate time block for weighing and final checks rather than fitting them into the first matches. Keep scales, match paperwork and a medical bag ready before competitors enter the competition area.
Give volunteers written roles and arrival times, with a briefing 30 minutes before doors open. Assign separate people to registration, mat-side timing, scoreboards, catering and directing participants.

Frequently asked questions

How far in advance should you organise a judo tournament?: Start at least 8 to 12 weeks before the tournament. Secure the venue, mats and referees first, then set registration deadlines and order medals once participant numbers are reliable.
How many judo mats do I need for a tournament?: The number depends on the number of competitors and the available competition time. Work backwards from the match schedule and allow enough space for each mat, scoreboards, officials and safe movement around the contest area.
When should I create the judo tournament schedule?: Create a draft schedule as soon as registration closes, usually 7 to 10 days before the event. Finalise it after checking participant details, weight classes and any withdrawals, then print copies for registration and officials.
How many volunteers are needed for a judo tournament?: Plan for at least 2 volunteers for registration, 1 per active mat for timing and scoring, and 2 to 4 people for setup, directions and catering. Add a short 30-minute briefing before opening so everyone knows their role.

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.