How to organise a taekwondo tournament
Start by fixing the date, booking a sports hall and setting the competition rules before opening registration. The number of competitors determines your age groups, weight classes, officials, mats and match schedule, so avoid ordering equipment or catering too early. Build the day around registration and weigh-ins, then allow time for draws, safety checks and briefing volunteers. Most delays come from incomplete registrations, late equipment checks and schedules that leave no buffer between bouts.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm tournament date
- 2
Reserve the sports hall
- 3
Set the match rules
2 people
- 4
Book officials and referees
- 5
Check insurance
- 6
Send invitations
2 people
- 7
Publish registration form
- 8
Process registrations
2 people
- 9
Collect dietary requirements
- 10
Send participant confirmations
- 11
Set age groups
2 people
- 12
Assign weight classes
2 people
- 13
Draw up the match schedule
2 people
- 14
Print participant lists
- 15
Print match cards
- 16
Order prizes and medals
- 17
Order catering
- 18
Assign volunteers
2 people
- 19
Arrange first aid staffing
- 20
Prepare the announcement texts
- 21
Send route and parking information
- 22
Inventory supplies
2 people
- 23
Check mats and scoreboards
2 people
- 24
Do the shopping
2 people
- 25
Sort prizes
2 people
- 26
Assemble registration packs
2 people
- 27
Store catering chilled
2 people
Event
- 28
Open the sports hall
2 people
- 29
Set up entrance and wayfinding signs
2 people
- 30
Roll out the mats
6 people
- 31
Mark the competition fields
3 people
- 32
Set up tables and chairs
4 people
- 33
Set up the jury tables
3 people
- 34
Install scoreboards
3 people
- 35
Test sound
2 people
- 36
Place scales
2 people
- 37
Set up registration desk
3 people
- 38
Set up first aid table
2 people
- 39
Check changing rooms
2 people
- 40
Set out competition equipment
3 people
- 41
Register participants
4 people
- 42
Weigh participants
3 people
- 43
Confirm competition schedule
2 people
- 44
Brief officials
2 people
- 45
Prepare opening ceremony
2 people
- 46
Guide participants to the fields
4 people
- 47
Announce the opening
- 48
Supervise races
8 people
- 49
Record scores
4 people
- 50
Process contest cards
2 people
- 51
Call participants
2 people
- 52
Serve drinks
3 people
- 53
Refill drinks
2 people
- 54
Serve snacks and meals
4 people
- 55
Collect waste
2 people
- 56
Check the changing rooms intermittently
2 people
- 57
Prepare finals
4 people
- 58
Assist with the finals
8 people
- 59
Present medals
3 people
- 60
Photograph the winners
- 61
Announce the closing
- 62
Guide the audience to the exit
2 people
Aftercare
- 63
Dismantle sports equipment
6 people
- 64
Dismantle tables and chairs
4 people
- 65
Turn off the scoreboards
2 people
- 66
Wash dishes
3 people
- 67
Clean up catering
3 people
- 68
Clean the sports hall
5 people
- 69
Take waste to the bins
2 people
- 70
Collect lost and found items
- 71
Lock up the venue
2 people
- 72
Return rented equipment
2 people
- 73
Publish results
- 74
Thank participants
What to bring
Grouped the way you'd shop for it, with quantities.
Sports equipment
- Taekwondo matsqty 8
- Field markingsqty 4
- Scoreboardsqty 4
- Handheld scoreboardsqty 8
- Scalesqty 2
- Head protectorsqty 12
- Breast padsqty 12
- Arm guardsqty 12
- Shin guardsqty 12
- Forearm protectorsqty 12
- Medalsqty 48
- Cupsqty 12
- Match cardsqty 120
- Red and blue bandsqty 12
- First aid kitsqty 2
- Ice packsqty 20
- Emergency blanketsqty 4
Equipment
- Laptopqty 2
- Tabletsqty 4
- Printersqty 2
- Extension cordsqty 8
- Power stripsqty 6
- Microphoneqty 2
- Speakersqty 2
- Charging cablesqty 8
- Power banksqty 4
Furniture
- Tablesqty 12
- Chairsqty 80
- Changing room benchesqty 8
- Bollardsqty 12
- Barrier tapeqty 4
Tableware
- Reusable cupsqty 150
- Platesqty 120
- Cutlery setsqty 120
- Coffee cupsqty 80
- Serving traysqty 8
- Small bowlsqty 12
Kitchen
- Coolersqty 6
- Thermos flasksqty 6
- Kettlesqty 3
- Coffee machinesqty 2
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Serving spoonsqty 8
- Pliersqty 6
- Ice packsqty 24
Decorations
- Welcome sign
- Match schedule boardsqty 4
- Stage ribbonsqty 4
- Tableclothsqty 12
- Name badgesqty 80
Lighting
- LED table lampsqty 6
Cleaning
- Vacuum cleaner
- Mopsqty 4
- Bucketsqty 4
- Cleaning clothsqty 20
- Hand broomsqty 4
- Dustpan and brushqty 4
- Waste binsqty 12
- Hand soap dispensersqty 6
Catering
- Groceries
Tips
- Set registration and weigh-in deadlines before publishing the form. Ask for age, weight class, dietary requirements and emergency details, then send confirmations only after the information has been checked.
- Create the match schedule after registrations close, not before. Print participant lists and match cards, and keep at least 10–15 minutes between major schedule blocks for delays, medical checks and changes.
- Book officials, referees and first-aid staff several weeks before the tournament. Confirm arrival times, breaks and who covers each mat so volunteers are not asked to make safety-critical decisions.
- Check every mat, scoreboard, scale and protective item at least one week before the event. On the day before, test the laptop, printers, tablets, microphone, speakers and charging equipment in the sports hall.
- Prepare the venue flow before competitors arrive: mark the competition areas, place tables and chairs, identify changing-room access, and send route and parking details at least 3–5 days in advance.
Frequently asked questions
- How far in advance should I organise a taekwondo tournament?
- Start at least 8–12 weeks before the tournament. Book the sports hall, officials, referees, insurance and first-aid staffing first, then open registration once the rules and schedule framework are ready.
- When should taekwondo tournament registration close?
- Close registration 10–14 days before the event if you need time to verify entries, assign age and weight classes, order medals and create the match schedule. Set a separate deadline for corrections, such as 5–7 days before competition day.
- How much time should I allow for weigh-ins and registration?
- Allow 30–45 minutes for arrival and registration, then schedule weigh-ins in groups rather than for everyone at once. For a larger tournament, plan one scale and one registration station per 50–70 competitors to reduce queues.
- What equipment needs checking before a taekwondo tournament?
- Check the mats, field markings, scoreboards, scales, head protectors, breast pads, arm guards, shin guards and forearm protectors at least one week beforehand. Test all laptops, tablets, printers, extension cords, power strips, microphones and speakers the day before.
Start this plan in Lizzt
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