How to organize a judo camp without missing the details
Start by fixing the date, location and daily structure before inviting athletes. Then build the budget, open registrations, collect emergency and dietary information, and group participants by level. The final week is for confirming the reservation, checking mats and equipment, ordering food, and printing badges and schedules. On the day itself, keep registration, first aid, food service and mat setup as separate work areas so the camp can start on time.
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 location
2 people
- 2
Create the program
2 people
- 3
Prepare the budget
2 people
- 4
Send invitations
2 people
- 5
Process registrations
2 people
- 6
Check contact details
2 people
- 7
Collect dietary requirements
2 people
- 8
Collect medical information
2 people
- 9
Check permissions
2 people
- 10
Group participants
2 people
- 11
Inform the judo athletes
2 people
- 12
Confirm reservation
- 13
Order food and drinks
2 people
- 14
Check judo mats
2 people
- 15
Check sports equipment
2 people
- 16
Restock first aid supplies
- 17
Print badges and lists
- 18
Print match schedule
- 19
Do the shopping
3 people
- 20
Chill drinks
2 people
- 21
Wash fruits and vegetables
2 people
- 22
Set out sandwich toppings
2 people
- 23
Set up first aid table
- 24
Set up the registration table
2 people
- 25
Lay Out Judo Mats
6 people
- 26
Mark the sports fields
2 people
- 27
Set up tables and chairs
4 people
- 28
Set up the catering table
2 people
- 29
Hang decorations
2 people
- 30
Test sound equipment
- 31
Brief volunteers
2 people
Event
- 32
Receive participants
4 people
- 33
Register attendance
2 people
- 34
Hand out badges
2 people
- 35
Explain the opening and rules
2 people
- 36
Lead the warm-up
3 people
- 37
Provide judo training
4 people
- 38
Hand out break drinks
3 people
- 39
Refill drinks
2 people
- 40
Lead team games
4 people
- 41
Prepare tournament
3 people
- 42
Support the judo tournament
5 people
- 43
Record competition results
2 people
- 44
Set tables for dinner
4 people
- 45
Serve dinner
4 people
- 46
Serve diet meals
2 people
- 47
Refill drinks
2 people
- 48
Clear away dishes
3 people
- 49
Supervise the evening game
4 people
- 50
Handle prize ceremony
2 people
- 51
Announce the closing
- 52
Ensure participants leave safely
4 people
Aftercare
- 53
Collect lost property
2 people
- 54
Collect waste
3 people
- 55
Wash dishes
3 people
- 56
Clean up catering
3 people
- 57
Disinfect judo mats
4 people
- 58
Clear away the judo mats
6 people
- 59
Clear tables and chairs
4 people
- 60
Remove decorations
2 people
- 61
Clean the venue
4 people
- 62
Clean sports equipment
2 people
- 63
Count materials
2 people
- 64
Return borrowed materials
2 people
- 65
Check the final bill
- 66
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Sports equipment
- Judo matsqty 60
- Judo uniformsqty 6
- White judo beltsqty 30
- Yellow judo beltsqty 10
- Orange judo beltsqty 10
- Green judo beltsqty 10
- Judo belts blueqty 10
- Conesqty 30
- Marker discsqty 30
- Skipping ropesqty 12
- Soft ballsqty 12
- Hoopsqty 12
- Stopwatchqty 4
- Whistlesqty 4
- Scoreboardsqty 4
- Match ticketsqty 60
- Medalsqty 12
Furniture
- Tablesqty 8
- Chairsqty 70
- Registration desk
- Waste binsqty 6
Tableware
- Platesqty 70
- Bowlsqty 70
- Drinking glassesqty 80
- Mugsqty 40
- Cutlery setsqty 80
- Serving plattersqty 12
- Serving spoonsqty 8
Kitchen
- Coolersqty 4
- Cutting boardsqty 4
- Chef's knivesqty 4
- Bread knivesqty 3
- Pliersqty 6
- Measuring cupsqty 3
- Water jugsqty 8
- Thermos flasksqty 4
Equipment
- Bluetooth speaker
- Microphone
- Extension cordsqty 3
- Power stripsqty 3
- Power banksqty 2
Decorations
- Buntingqty 6
- Balloonsqty 50
- Tableclothsqty 8
- Name badgesqty 70
- Pensqty 20
- Duct tapeqty 4
- Scissorsqty 4
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broomsqty 3
- Dustpan and brushqty 3
- Spongesqty 8
- Hand soap dispensersqty 4
- Disinfectant sprayqty 4
- First aid kit
- Paper towelsqty 8
Catering
- Groceries
Tips
- Set the program before sending invitations. Include training blocks, breaks, meals and any matches so participants know what the day involves and you can estimate staffing and food quantities.
- Close registrations early enough to check every contact detail, medical note and dietary requirement. A deadline of 7 days before camp gives you time to group athletes and follow up on missing information.
- Check the judo mats and sports equipment at least 3 days beforehand. Count the belts, cones, marker discs, ropes, balls, hoops, stopwatches, whistles and scoreboards rather than assuming the venue has everything.
- Prepare the registration and first-aid tables before athletes arrive. Keep printed badges, participant lists and match tickets at registration, and place first-aid supplies where a responsible adult can reach them immediately.
- Plan food service around the training schedule, not just the headcount. Chill drinks, wash fruit and vegetables, and set out sandwich toppings before the first break so athletes are not waiting for food after training.
Frequently asked questions
- How far in advance should I organize a judo camp?
- Fix the date and location at least 8 weeks ahead, especially if you need a sports hall and catering. Send invitations once the program and basic budget are ready, then close registrations about 7 days before the camp.
- What information should I collect from judo camp participants?
- Collect a current phone number, emergency contact, dietary requirements and relevant medical information for every athlete. Ask for this during registration and check incomplete answers no later than 1 week before the event.
- When should I check the judo mats and equipment?
- Make the full equipment check 3 days before the camp and repeat a quick safety check when the mats are laid out. Confirm that belts, cones, marker discs, skipping ropes, soft balls, hoops, stopwatches, whistles and scoreboards are available.
- How do I organize registration on the day of a judo camp?
- Set up the registration desk at least 45 minutes before arrival starts, with chairs, badges and printed lists ready. Keep registration separate from the first-aid table and have one person check names while another directs athletes to their groups.
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.
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