How to organise a judo tournament without losing control of the day

Start with the sports hall, competition date and rules, then build everything else around the number of competitors and available mats. Registration, categories, medical details and weigh-ins determine the schedule, staffing and equipment you need. The final week is for checking names, printing bout sheets, sorting medals and sending clear participant information. On the day itself, allow time to unload and lay out the tatami, test announcements and complete safety checks before the first match.

Organize this event for free with Lizzt

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
2 people
4
Organize competition categories
2 people
5
Send invitations
2 people
6
Open registration form
7
Contact referees
2 people
8
Recruit volunteers
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Check participant details
2 people
12
Collect entry fees
2 people
13
Draw up the match schedule
2 people
14
Create pools and brackets
2 people
15
Check medical information
16
Order prizes and medals
17
Finalize shopping list
2 people
18
Do the shopping
3 people
19
Check equipment
3 people
20
Print competition sheets
2 people
21
Send participant letter
22
Sort medals
2 people
23
Check first aid supplies

Event

24
Open the sports hall
2 people
25
Unload tatami mats
6 people
26
Set up competition fields
8 people
27
Set Up Audience Stands
4 people
28
Set up the registration desk
2 people
29
Set up referee table
2 people
30
Set up catering table
3 people
31
Put up signage
2 people
32
Test sound system
2 people
33
Set up scoreboards
3 people
34
Set out scales
2 people
35
Set up first aid table
2 people
36
Prepare coffee and tea
2 people
37
Register participants
4 people
38
Hand out race numbers
2 people
39
Weigh participants
3 people
40
Confirm weight classes
2 people
41
Brief the referees
2 people
42
Give the opening briefing
2 people
43
Start the first matches
8 people
44
Track score sheets
6 people
45
Update the scoreboards
6 people
46
Handle announcements
47
Refill drinks
2 people
48
Refill snacks
2 people
49
Empty trash bins
2 people
50
Check tatami and changing rooms
2 people
51
Announce the break program
52
Announce finalists
2 people
53
Assist with the finals
8 people
54
Line up the winners
2 people
55
Present medals
3 people
56
Give the closing speech
57
Check out participants
2 people

Aftercare

58
Turn off the scoreboards
2 people
59
Clean up catering
3 people
60
Take down tatami mats
8 people
61
Put furniture back
4 people
62
Pack equipment
3 people
63
Collect waste
3 people
64
Clean the sports hall
5 people
65
Return borrowed materials
2 people
66
Publish results
67
Thank participants
2 people
68
Archive competition records

What to bring

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

Sports equipment

Tatami matsqty 120
Mat edgesqty 24
Judo beltsqty 12
Bib numbersqty 150
Red competition ribbonsqty 12
Blue competition ribbonsqty 12
Scalesqty 3
Conesqty 20
Barrier tapeqty 4

Equipment

Scoreboardsqty 6
Stopwatchesqty 8
Megaphone
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Laptop
Printer

Furniture

Tablesqty 12
Chairsqty 40
Grandstand benchesqty 12
Clothes racksqty 6
Changing room benchesqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Scissorsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving tongsqty 6

Catering

Medalsqty 45
Certificatesqty 50
Winner's cupsqty 12
Water jugsqty 8
Ice packsqty 16
Groceries

Decorations

Competition field signsqty 6
Direction arrowsqty 12
Program boardsqty 4
Tableclothsqty 12

Lighting

LED work lightsqty 4

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Cleaning cartsqty 2

Safety

First aid kitsqty 2
Ice packsqty 12
Vests for volunteersqty 20

Administration

Clipboardsqty 12
Ballpoint pensqty 30
Markersqty 12
Notepadsqty 12
Envelopesqty 100
Printer paperqty 500
Cash box

Tips

Set the registration deadline at least 10 days before the tournament. Use the final list to check names, categories, medical information and dietary requirements before you draw pools or brackets.
Plan the timetable backwards from the first bout. Include a separate block for hall access, unloading and laying the tatami mats, plus time for weigh-ins and resolving registration changes.
Assign one volunteer to each essential area: registration, weigh-ins, scoreboards, mat supervision, announcements and first aid. Do not leave equipment checks or participant questions to the referees.
Prepare the match paperwork at least 2 days ahead. Print bout sheets, prepare pool and bracket files, sort medals and keep spare pens, stopwatches and competition ribbons at the control table.
Test the practical setup before competitors arrive. Check mat edges, scoreboards, microphones, speakers, extension cords and power strips, and keep the first-aid supplies accessible rather than packed away.

Frequently asked questions

How far in advance should I organise a judo tournament?: Book the sports hall and set the rules at least 8 to 12 weeks ahead. Open registration early enough to close it around 10 days before the event, leaving time to verify entries and create the schedule.
How do you make a judo tournament schedule?: Start with confirmed competitors, weight categories and the number of available mats. Allow time for weigh-ins, short changeovers and breaks, then complete pools and brackets at least 2 days before the tournament.
How many volunteers are needed for a judo tournament?: Plan for at least 6 operational volunteers for a small tournament: registration, weigh-ins, announcements, scorekeeping, mat support and first aid. Add one dedicated person per active mat when several mats run at once.
What should be checked on the morning of a judo tournament?: Arrive at least 2 hours before the first bout to unload and position the tatami mats, check mat edges, test scoreboards and announcements, and prepare registration and weigh-in tables. Keep medical information and first-aid supplies immediately available.

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.