How to organize a judo tournament

A judo tournament runs smoothly when decisions about rules, categories, officials, and registration are made before you book the final details. Start with the date and sports hall, then build the competition format and participant process around them. The busiest work comes after registration closes: checking the list, assigning groups, creating the match schedule, and preparing documents for each competition table. On the day, clear staff roles, tested equipment, and a well-organized hall prevent most delays.

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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 tournament date
2 people
2
Reserve the sports hall
3
Set the competition rules
2 people
4
Determine race categories
2 people
5
Book referees
6
Book table service
7
Arrange First Aid Staff
8
Send invitations
2 people
9
Publish registration form
10
Process registrations
2 people
11
Collect dietary requirements
12
Send transportation information
13
Check participant list
2 people
14
Create the match schedule
2 people
15
Assign groups
2 people
16
Print the starting lists
17
Print score sheets
18
Prepare route signs
19
Create staff briefing
20
Distribute staff assignments
21
Collect prizes
22
Do the shopping
2 people
23
Check sports equipment
2 people
24
Fill coolers
2 people
25
Open the sports hall
2 people
26
Inspect the tatami
3 people
27
Lay tatami mats
8 people
28
Set Up Competition Tables
4 people
29
Install scoreboards
3 people
30
Check power supply
2 people
31
Set up the grandstand
5 people
32
Set up registration desk
2 people
33
Set up the catering table
3 people
34
Set out coffee and tea
2 people
35
Hang signs
2 people
36
Display prizes
37
Hold referee briefing
5 people
38
Hold a volunteer briefing
8 people

Event

39
Receive participants
4 people
40
Register participants
3 people
41
Check weights
3 people
42
Hand out competition cards
2 people
43
Give the opening speech
44
Lead the warm-up
2 people
45
Supervise races
8 people
46
Record scores
4 people
47
Update race schedule
2 people
48
Escort Participants to the Mat
2 people
49
Inform the audience
50
Refill drinks
2 people
51
Refill coffee and tea
2 people
52
Restock snacks
2 people
53
Empty trash bins
2 people
54
Check the tatami in between
2 people
55
Announce break
56
Announce finalists
57
Assist with the finals
6 people
58
Handle prize ceremony
4 people
59
Give a thank-you speech
60
See participants off
3 people
61
Collect lost property

Aftercare

62
Catering breakdown
3 people
63
Put furniture back
6 people
64
Turn off the scoreboards
2 people
65
Clear away tatami
8 people
66
Collect waste
4 people
67
Clean the sports hall
4 people
68
Check toilets
2 people
69
Check inventory
2 people
70
Return borrowed materials
2 people
71
Clear away leftover catering
2 people
72
Publish results
73
Inform participants about the results
74
Return lost property

What to bring

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

Sports equipment

Judo matsqty 80
Bed edge markingqty 4
Red competition bandsqty 20
White competition bandsqty 20
Judo scoreboardsqty 4
Stopwatchqty 6
Whistlesqty 6
Competition tablesqty 4
Competition chairsqty 16
Scaleqty 2
Judo helmetsqty 2
Training bibsqty 12
Conesqty 20
Barrier tapeqty 4
Clipboardsqty 8
Ballpoint pensqty 30
Score sheetsqty 250
Match cardsqty 150

Furniture

Registration tablesqty 2
Catering tablesqty 4
Audience chairsqty 120
Folding chairsqty 20
Clothes racksqty 4
Coat racksqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile phoneqty 2
Megaphone
First aid kit
Coolersqty 4
Battery chargersqty 4

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Tea glassesqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 2
Cutting boardsqty 3
Kitchen knivesqty 3
Ice packsqty 20
Bottle openersqty 3
Waste binsqty 8

Decorations

Bannersqty 4
Directional signsqty 8
Tableclothsqty 8
Stage signsqty 3
Medalsqty 60
Cupsqty 12
Certificatesqty 60

Cleaning

Mopqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the rules and competition categories before opening registration. Participants need to know eligibility, weight or age groups, and match conditions before they sign up; changing these details later creates avoidable rework.
Book referees, table service, and first aid staff as soon as the date and format are fixed. Plan coverage for every active competition area rather than relying on one person to move between mats.
Close registration early enough to process the list and create groups. Leave at least 2–3 days for checking names, categories, dietary requirements, transportation details, and duplicate entries before printing starting lists.
Prepare one complete document and equipment set for each competition table. Score sheets, match cards, pens, a stopwatch, scoreboard, whistle, and red and white competition bands should be checked together before the hall opens.
Schedule the hall setup before participants arrive. Mark the mat edges, place tables and chairs, test the printer and megaphone, put up route signs, and hold a staff briefing at least 30 minutes before the first match.

Frequently asked questions

How far in advance should you organize a judo tournament?: Start planning at least 8–12 weeks before the tournament. Book the sports hall, referees, table staff, and first aid coverage first, then open registration once the rules and categories are confirmed.
When should judo tournament registration close?: Close registration 3–7 days before the event, depending on the number of participants. This gives you time to check the list, assign groups, create the match schedule, and print starting lists and score sheets.
How many referees and table officials do you need for a judo tournament?: Plan one referee team and one table team for each competition area running at the same time. Add at least one coordinator to cover breaks, solve registration questions, and handle schedule changes.
What should be checked before a judo tournament starts?: Check the judo mats, bed edge marking, scoreboards, stopwatches, whistles, competition bands, scale, printer, extension cords, and power strips before the hall opens. A 30-minute staff briefing should confirm assignments, safety procedures, and the first matches.

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.