How to organize a taekwondo tournament

A taekwondo tournament needs a firm sequence: confirm the venue and rules first, then open registration before booking the final staffing and catering details. Work backward from the competition date so referees, first-aid coverage, mats, protective equipment, medals, and volunteers are confirmed in time. Registration data drives the match schedule, so check participant details before printing anything. On the day, separate setup, weigh-in or check-in, competition control, results, food, and cleanup instead of giving every job to the same people.

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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 location
2 people
2
Record the tournament rules
3 people
3
Send invitations
2 people
4
Open registration form
2 people
5
Contact referees
2 people
6
Recruit volunteers
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Reserve the sports hall
10
Reserve competition mats
11
Arrange first aid coverage
2 people
12
Publish the tournament schedule
2 people
13
Make the competition schedule
3 people
14
Order bib numbers and wristbands
15
Order prizes and medals
16
Book catering
2 people
17
Test music and announcements
2 people
18
Check participant details
2 people
19
Prepare a volunteer briefing
20
Confirm participants
2 people
21
Do the shopping
3 people
22
Collect materials
3 people
23
Print match schedule
2 people
24
Sort medals and prizes
2 people
25
Set up tables and chairs
6 people
26
Lay out the competition mats
6 people
27
Set up the jury tables
3 people
28
Set up registration desk
3 people
29
Set up the PA system
2 people
30
Set up the catering buffet
4 people
31
Hang up signage
2 people
32
Check changing rooms
2 people
33
Set up first aid table
2 people
34
Give volunteer briefing
3 people
35
Give referee briefing
4 people
36
Prepare registration materials
2 people

Event

37
Register participants
4 people
38
Check weight and category
4 people
39
Support the opening ceremony
3 people
40
Supervise races
12 people
41
Record race results
3 people
42
Guide audience to seats
2 people
43
Refill drinks
2 people
44
Serve coffee and tea
2 people
45
Replenish sandwiches and fruit
2 people
46
Check the waste and tables
2 people
47
Announce breaks
48
Announce finalists
2 people
49
Assist with the finals
10 people
50
Present medals
4 people
51
Deliver the closing speech
2 people
52
See participants off
3 people

Aftercare

53
Clear away competition mats
6 people
54
Take down tables and chairs
5 people
55
Clean up catering
3 people
56
Collect waste
3 people
57
Clean changing rooms
3 people
58
Leave the sports hall clean
4 people
59
Publish results
2 people
60
Send thank-you message
2 people
61
Return borrowed materials
2 people
62
Store leftover stock
2 people
63
Collect expense claims and invoices
2 people

What to bring

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

Sports equipment

Competition matsqty 4
Coach seatsqty 8
Scoreboardsqty 4
Hand tally countersqty 12
Stopwatchesqty 6
Red race vestsqty 20
Blue competition vestsqty 20
Head protectorsqty 20
Breast padsqty 20
Arm guardsqty 20
Shin guardsqty 20
Stair cushionsqty 8
Spare tiresqty 20
Bib numbersqty 150
Wristbandsqty 300
Medalsqty 120
Cupsqty 12
Certificate foldersqty 150

Furniture

Tablesqty 12
Chairsqty 80
Changing room benchesqty 12
Waste binsqty 10

Equipment

Laptopqty 3
Printersqty 2
PA system
Microphonesqty 3
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Decorations

Bannersqty 8
Directional signsqty 12
Name badgesqty 40
Tableclothsqty 12

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 8
Disinfectant sprayqty 6
First aid kitsqty 2
Glovesqty 4

Lighting

Battery lanternsqty 6

Groceries

Groceries

Tips

Start with the rules, date, and sports hall. Record match formats, age or weight groups, equipment requirements, entry deadlines, and the number of competition mats before sending invitations.
Open registration early enough to process entries and dietary requirements before the schedule is made. Check names, categories, coaches, and contact details at least once before printing match schedules or bib numbers.
Book referees, first-aid coverage, and volunteers as separate roles. Prepare a volunteer briefing with reporting times, mat assignments, scoreboards, stopwatches, hand tally counters, and who handles announcements.
Build the competition schedule only after registrations are checked. Allow time between blocks for mat changes, breaks, delayed matches, and the final sorting of medals and prizes; print a backup copy as well as keeping the file on the laptop.
Set up the hall in zones: competition mats and coach seats, registration and results tables, changing-room benches, catering, waste bins, and a clearly marked first-aid point. Test the PA system, microphones, music, printers, extension cords, and power strips before athletes arrive.

Frequently asked questions

How far in advance should I organize a taekwondo tournament?: Start planning at least 12 weeks before the tournament. Confirm the date, sports hall, rules, referees, first-aid coverage, competition mats, and registration process first; leave the final 2 weeks for participant checks and printing.
When should registration close for a taekwondo tournament?: Close registration 10 to 14 days before competition day if possible. This gives you time to verify categories and dietary requirements, confirm participants, create the match schedule, and order or sort medals and prizes.
How many volunteers are needed for a taekwondo tournament?: Plan at least 3 volunteers per active competition mat for timekeeping, scoring, and table support, plus separate people for registration, announcements, catering, and first aid. Add a reserve of 2 to 4 volunteers for breaks and unexpected absences.
What should be tested before a taekwondo tournament starts?: Test the PA system, microphones, music, laptop, printers, stopwatches, scoreboards, and rechargeable power banks at least 24 hours before opening. On the morning itself, check every mat, protective item, table, chair, extension cord, and power strip before the first match.

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.