How to organise a karate match

Start by fixing the competition format, rules and categories before opening registration. Then secure the venue, permit, insurance and core officials, because these decisions determine how many tatami areas, tables and volunteers you need. Close registration before drawing pools and publishing the match schedule. In the final week, check equipment, print match cards and badges, brief volunteers, and confirm catering and prizes. On the day, keep registration, judging, athlete flow and first aid clearly separated.

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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
Set the match rules
2 people
2
Reserve venue
3
Apply for competition permit
4
Check insurance details
5
Send invitations
2 people
6
Publish registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm referees
10
Assign volunteers
2 people
11
Determine race categories
2 people
12
Close the participant list
13
Draw up the match schedule
2 people
14
Create pools and the draw
2 people
15
Inform participants
16
Reserve Judge Tables
17
Reserve tatami mats
18
Order prizes and medals
19
Order catering
20
Send the volunteer briefing
21
Print match cards
22
Making participant badges
2 people
23
Print certificates
24
Prepare route signs
25
Checking prizes
2 people
26
Do the shopping
2 people
27
Store catering chilled
2 people
28
Gather competition materials
3 people
29
Pick up venue keys
30
Inspect the sports floor
2 people
31
Lay out tatami mats
6 people
32
Mark the competition fields
3 people
33
Set up jury tables
3 people
34
Set up audience seating
4 people
35
Set up registration desk
2 people
36
Build the catering buffet
3 people
37
Test audio and microphone
2 people
38
Test the scoreboards
3 people
39
Prepare jury sets
2 people

Event

40
Register participants
4 people
41
Check bandages and clothing
3 people
42
Welcome the referees
43
Give the jury briefing
2 people
44
Send participants to warm-up
2 people
45
Announce the opening
46
Guide the first competition round
8 people
47
Process scorecards
4 people
48
Answer audience questions
2 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Restock snacks
2 people
52
Empty trash bins
2 people
53
Lead the second round of the competition
8 people
54
Announce the break
55
Guide the third competition round
8 people
56
Call the finalists
57
Assist with the finals
8 people
58
Prepare awards ceremony
3 people
59
Carry out award ceremony
4 people
60
Announce the closing
61
Guide the audience to the exit
2 people

Aftercare

62
Archive contest cards
2 people
63
Clear away tatami mats
6 people
64
Clear tables and chairs
5 people
65
Turn off sound equipment
2 people
66
Wash dishes
3 people
67
Clean up catering
3 people
68
Clean the sports hall
4 people
69
Check sanitary facilities
2 people
70
Collect waste
3 people
71
Return materials
3 people
72
Return venue keys
73
Store leftover stock
2 people
74
Publish results
75
Send thank-you message to participants

What to bring

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

Sports equipment

Tatami matsqty 120
Mat edgeqty 12
Red competition bandsqty 20
Blue competition bandsqty 20
Red flagsqty 12
White flagsqty 12
Referee whistlesqty 8
Tactical scoreboardsqty 6
Digital timerqty 6
Spare batteriesqty 24
Protective headgearqty 12
Breast padsqty 12
Shin guardsqty 20
Glovesqty 20
Training conesqty 20
Measuring tapeqty 2
Marking tapeqty 4
First aid kitqty 2
Cooling packsqty 12

Furniture

Jury tablesqty 6
Registration tablesqty 2
Buffet tablesqty 4
Chairsqty 180
Changing room benchesqty 8
Waste binsqty 10

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Sound system
Wireless microphoneqty 2
Speakersqty 2
Rechargeable batteriesqty 12

Lighting

LED lampsqty 6

Tableware

Reusable cupsqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 3
Kettlesqty 3

Decorations

Contest banner
Directional signsqty 12
Tableclothsqty 8
Prize table

Cleaning

Mopsqty 6
Bucketsqty 4
Broomqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Disinfectant sprayqty 6

Catering

Groceries

Administration

Match cardsqty 300
Participant badgesqty 180
Badge holdersqty 180
Pensqty 40
Markersqty 12
Clipboardsqty 12
Printer paperqty 5
Bindersqty 6
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Staplesqty 6
Name stickersqty 300
Paper shredder

Prizes

Gold medalsqty 30
Silver medalsqty 30
Bronze medalsqty 60
Winner's cupsqty 12
Certificatesqty 180
Prize bagsqty 120

Tips

Set the rules, categories and match format before publishing the registration form. Close the participant list early enough to create pools, draw the schedule and inform athletes before arrival day.
Reserve the venue and tatami mats together, then check the layout with the mat edge, judge tables and registration tables. Leave clear routes between changing rooms, competition areas and first aid.
Confirm the competition permit, insurance details and referees before sending final invitations. A missing permit or unavailable official can force schedule changes when the participant list is already closed.
Prepare one labelled equipment check for each competition area: red and blue bands, flags, whistle, scoreboard, timer, spare batteries and protective equipment. Test the digital timer and sound system before competitors arrive.
Brief volunteers with exact duties and times, including registration, badges, match cards, route signs, catering and waste. Keep cooling packs and the first aid kit at a known, accessible point rather than packed away with spare supplies.

Frequently asked questions

How far in advance should I organise a karate match?: Start venue, permit and insurance arrangements at least 8 to 12 weeks before the match. Confirm referees and open registration only after the competition format and venue capacity are clear.
When should karate match registration close?: Close registration at least 7 to 10 days before the event. That gives you time to process entries, check dietary requirements, create pools, draw the schedule and print match cards and badges.
How many tatami areas do I need for a karate match?: Calculate the number from the number of bouts, categories and available match hours, then add setup and changeover time. As a practical starting point, one tatami area needs its own judge table, scoreboard, timer, flags and assigned officials.
What should I prepare the day before a karate match?: Lay out the tatami mats and mat edges, place tables and chairs, test the timer and sound system, and check all protective equipment. Pack printed schedules, match cards, badges, certificates and route signs so registration can open on time.

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