How to organise an anniversary judo tournament

An anniversary judo tournament needs more than a competition schedule. Start by securing the date and venue, then set the rules, categories and registration process before inviting clubs and officials. Work backwards from competition day to arrange mats, clocks, scoreboards, medals, catering and volunteers. The details most often missed are venue permissions, dietary information, parking instructions and enough time to confirm every participant.

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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
Confirm date and venue
2 people
2
Draw up tournament rules
2 people
3
Determine race categories
2 people
4
Send invitations
2 people
5
Invite officials and referees
2 people
6
Publish registration form
7
Check venue permit
8
Book judo mats
9
Order catering
2 people
10
Order medals and trophies
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Create the match schedule
2 people
15
Confirm participants
2 people
16
Send parking information
17
Check prizes and medals
2 people
18
Prepare name badges
2 people
19
Print competition forms
2 people
20
Print volunteer instructions
21
Do the shopping
3 people
22
Chill perishable groceries
2 people
23
Collect materials
3 people
24
Collect judo mats
3 people
25
Open hall
2 people
26
Check the hall floor
2 people
27
Lay Out Judo Mats
6 people
28
Set up competition tables
4 people
29
Set up audience seating
4 people
30
Set up registration desk
2 people
31
Build the catering buffet
3 people
32
Hang decorations
3 people
33
Test sound system
2 people
34
Prepare first aid supplies

Event

35
Welcome officials
2 people
36
Register participants
4 people
37
Check weights
3 people
38
Arrange the competition groups
3 people
39
Brief the referees
2 people
40
Carry out the opening ceremony
3 people
41
Supervise races
8 people
42
Process results
3 people
43
Inform the audience
44
Refill drinks
2 people
45
Serve coffee and tea
2 people
46
Refill snacks
2 people
47
Empty trash bins
2 people
48
Record injuries
49
Prepare awards ceremony
3 people
50
Carry out award ceremony
4 people
51
Serve anniversary toast
3 people
52
Serve snacks
3 people
53
See participants off
2 people

Aftercare

54
Turn off the sound system
2 people
55
Pack leftover food
3 people
56
Wash dishes
4 people
57
Clean judo mats
5 people
58
Clear tables and chairs
5 people
59
Remove decorations
3 people
60
Clean the room
5 people
61
Dispose of waste
3 people
62
Collect lost and found items
2 people
63
Return the judo mats
3 people
64
Return borrowed materials
2 people
65
Publish results
66
Thank participants
2 people

What to bring

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

Sports equipment

Judo matsqty 80
Game clocksqty 4
Scoreboardsqty 4
Red referee armbandsqty 4
White referee armbandsqty 4
Judo beltsqty 20
Bib numbersqty 150

Furniture

Competition tablesqty 4
Registration tablesqty 2
Catering tablesqty 4
Chairsqty 180
Clothes racksqty 4
Waste binsqty 8

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Laptopqty 2
Printer
Coolersqty 6

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 10
Pitchersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Bottle openersqty 4
Ice packsqty 24

Decorations

Anniversary bannerqty 2
Balloonsqty 100
Balloon standsqty 4
Tableclothsqty 12
Pennant garlandsqty 8
Flower arrangementsqty 6

Lighting

LED string lightsqty 6
LED lampsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning cart

Catering

Trophiesqty 12
Gold medalsqty 40
Silver medalsqty 40
Bronze medalsqty 40
Diploma foldersqty 150
Name badgesqty 180
Groceries

Tips

Set the date, venue and tournament format first. Confirm the location permission and mat reservation before publishing the registration form, so you do not accept entries for a venue that is not ready.
Publish the rules, weight or age categories and registration deadline together. Send participant confirmations after checking entries, then issue parking information before the tournament rather than leaving it to event day.
Build the timetable around mat capacity and officials. Allow time for registration, weigh-ins if applicable, changing, breaks and medal presentations instead of scheduling matches back-to-back from the first hour.
Assign volunteers to specific stations, including registration, competition tables, catering and floor support. Print their instructions, match forms and name badges before collecting the equipment and opening the hall.
Check the operational details the day before: medals and trophies, clocks, scoreboards, microphone, laptop, printer, cables, cool boxes and catering supplies. Refrigerate perishable food and keep a short list of missing items before the hall opens.

Frequently asked questions

How far in advance should I organise an anniversary judo tournament?: Start at least 12 weeks before the tournament. Secure the venue and date first, then allow 6 to 8 weeks for invitations, registrations, officials and equipment, with the final 2 weeks for confirmations and printing.
When should registration close for a judo tournament?: Close registration 10 to 14 days before the event if possible. This leaves enough time to verify categories, confirm participants, prepare the schedule and order the right number of medals and catering portions.
How many volunteers are needed for a judo tournament?: Plan for at least 1 volunteer at registration, 2 to 3 at the competition tables per active mat, and separate help for catering and floor support. Add one coordinator who can cover breaks and solve problems during the day.
When should I make the judo tournament schedule?: Prepare a provisional schedule 7 to 10 days before the tournament, once most entries are known. Finalise it after the registration deadline and send the confirmed timetable and parking information at least 3 days before the event.

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.