How to organize a judo tournament

Start by fixing the tournament date, booking the sports hall, and defining the age or weight categories and match rules. Then open registration early enough to process entries, dietary requirements, and final confirmations before you assign groups and build the match schedule. Officials, volunteers, mats, scoring equipment, and first aid need separate checks rather than last-minute assumptions. In the final week, send practical participant information, prepare badges and race cards, and confirm how equipment, catering, parking, and announcements will work on the day.

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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
Reserve the sports hall
2
Confirm tournament date
2 people
3
Determine race categories
2 people
4
Set the match rules
2 people
5
Open registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Invite officials
2 people
10
Schedule volunteers
2 people
11
Confirm registrations
2 people
12
Close the participant list
13
Assign groups
3 people
14
Create the match schedule
3 people
15
Confirm officials definitively
16
Send participant information
2 people
17
Order prizes
18
Check sports equipment
2 people
19
Order catering
20
Check the shopping list
2 people
21
Communicate route and parking
22
Prepare participant badges
2 people
23
Prepare race cards
2 people
24
Do the shopping
2 people
25
Fill coolers
2 people
26
Assemble the officials' folder
2 people
27
Check first aid supplies
28
Distribute phone numbers

Event

29
Open the sports hall
2 people
30
Check the floor and dressing rooms
2 people
31
Set up competition mats
8 people
32
Set up tables and chairs
4 people
33
Set up competition tables
4 people
34
Set up weigh-in point
2 people
35
Set up registration desk
2 people
36
Set up the catering table
3 people
37
Hang up signage
2 people
38
Test sound system
2 people
39
Lay out contest cards
2 people
40
Welcome officials
2 people
41
Brief the Officials
3 people
42
Brief volunteers
3 people
43
Receive participants
4 people
44
Register participants
4 people
45
Weigh participants
3 people
46
Check categories
2 people
47
Announce the opening
48
Lead the warm-up
2 people
49
Supervise races
12 people
50
Record scores
6 people
51
Process contest cards
3 people
52
Make announcements and read announcement texts
53
Refill drinks
2 people
54
Serve coffee and tea
2 people
55
Set out lunch and snacks
2 people
56
Restock catering
2 people
57
Empty trash bins
2 people
58
Check changing rooms
2 people
59
Announce the Final Groups
2 people
60
Assist with the finals
8 people
61
Prepare the medal ceremony
3 people
62
Present prizes
3 people
63
Announce the closing
64
See participants off
3 people

Aftercare

65
Collect scoreboards
3 people
66
Take down competition mats
8 people
67
Clear tables and chairs
4 people
68
Wash dishes
3 people
69
Clean up catering
3 people
70
Collect waste
3 people
71
Clean the sports hall
4 people
72
Leave the changing rooms clean
2 people
73
Dismantle the sound system
2 people
74
Inventory materials
2 people
75
Collect lost and found items
76
Lock up the venue
2 people
77
Publish results
2 people
78
Share photos
79
Thank participants
2 people
80
Check deposits and borrowed materials
2 people
81
Return borrowed materials
2 people
82
Store leftover groceries

What to bring

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

Sports equipment

Judo matsqty 120
Mat edgesqty 24
Scoreboardsqty 6
Game clocksqty 6
Red judo beltsqty 12
White judo beltsqty 12
Weighing scalesqty 2
Whistlesqty 8
Stopwatchesqty 8
Decorative ribbonsqty 20
First aid kitsqty 2

Furniture

Tablesqty 12
Chairsqty 60
Benchesqty 8
Clothes racksqty 4
Waste binsqty 8
Party tentsqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Sound system
Microphonesqty 2
Speakersqty 2
Coolersqty 4
Thermos flasksqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6
Ice packsqty 20

Decorations

Tournament bannersqty 4
Welcome sign
Wayfinding signsqty 8
Tableclothsqty 12
Medal tablesqty 2

Lighting

LED lightsqty 6
Batteriesqty 24

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Paper goods

Participant badgesqty 150
Officials' badgesqty 30
Match cardsqty 300
Participant listsqty 20
Pool schedulesqty 30
Rulesqty 40
Program leafletsqty 180
Pensqty 40
Markersqty 12
Clipboardsqty 12
Printer paperqty 500
Tapeqty 8
Duct tapeqty 6
Name stickersqty 200
Envelopesqty 40

Prizes

Gold medalsqty 30
Silver medalsqty 30
Bronze medalsqty 60
Certificatesqty 150
Reusable cupsqty 6
Prize bagsqty 150

Safety

Safety vestsqty 12
Flashlightsqty 4
Emergency exit signsqty 6
Cable matsqty 12

Tips

Set the participant deadline before creating groups or a match schedule. After the list closes, confirm every registration and allow time to resolve missing weight, category, or dietary information.
Book officials and volunteers before publishing the final timetable. You need enough people for weighing, registration, scoring, timekeeping, first aid, and moving participants between mats.
Check the competition area by layout, not just by item. Test the judo mats, mat edges, scoreboards, game clocks, stopwatches, whistles, and power supply together before tournament day.
Send participant information several days before the event with the route, parking, arrival time, category, weighing arrangements, group assignment, and what happens at check-in. This prevents questions from reaching the competition desk during the first matches.
Prepare the non-sporting details alongside the tournament materials. Print participant badges and race cards, order prizes and catering, then fill coolers and thermos flasks after the shopping is complete so refreshments are ready when doors open.

Frequently asked questions

How far in advance should I organize a judo tournament?: Start at least 8 to 12 weeks before the tournament. Reserve the sports hall and confirm the date first, then leave several weeks for registration, officials, volunteers, equipment checks, and the final schedule.
When should judo tournament registration close?: Close registration about 7 to 10 days before the event. That gives you time to confirm entries, assign groups, order prizes and catering, and create a realistic match schedule.
How many officials and volunteers do I need for a judo tournament?: Plan at least one responsible official per active mat, plus separate people for registration, weighing, scoring, timekeeping, first aid, and participant guidance. For two mats, a practical starting point is around 8 to 12 staff, depending on the number of groups and matches.
When should I send information to judo tournament participants?: Send the participant information 3 to 5 days before the tournament, after registrations and groups are confirmed. Include arrival and weighing times, categories, match details, route, parking, and the contact point for last-minute problems.

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.