Jiu-Jitsu Tournament Checklist

A jiu-jitsu tournament needs more than mats and matchups. You need a fixed competition date, clear rules and categories, referees, first aid cover, registration control and a workable schedule for the day. Start with the sports hall and competition format, then build the team, publish the announcement and open registration. During the final week, confirm weigh-in times, directions, equipment, prizes and volunteer shifts so check-in can start without 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

Reserve the sports hall
Set tournament date
2 people
Set competition rules
2 people
Determine race categories
2 people
Approaching referees
Arrange the first aid team
Create tournament announcement
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Approach sponsors
2 people
Order prizes
Reserve sports equipment
Book catering
Check registrations
2 people
Draw up the match schedule
2 people
Prepare the judges' briefing
Create volunteer schedule
2 people
Send participant information
Communicate weigh-in time
Send directions
Check prizes and medals
Print competition lists
Do the shopping
2 people
Chill drinks
2 people
Set up registration materials

Event

Open the sports hall
2 people
Check the floor
2 people
Lay out the competition mats
8 people
Mark the competition fields
4 people
Set up tables and chairs
5 people
Set up registration desk
2 people
Set up the catering table
2 people
Give referees' briefing
3 people
Check scales
2 people
Receive participants
4 people
Weigh participants
4 people
Register attendance
3 people
Hang up the match schedule
2 people
Give the opening briefing
2 people
Guide audience to seats
2 people
Supervise races
12 people
Process competition results
3 people
Announce the matches
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Provide first aid
2 people
Announce finalists
Present medals
3 people
Give the closing speech
See participants off
3 people

Aftercare

Clear away competition mats
8 people
Take down tables and chairs
5 people
Gather sports equipment
4 people
Wash dishes
3 people
Clean up catering
3 people
Sort waste
3 people
Clean the sports hall
5 people
Collect lost property
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Publish results
Thank participants

What to bring

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

Sports equipment

Competition matsqty 120
Mat edgesqty 24
Field markingsqty 12
Scalesqty 3
Stopwatchesqty 8
Whistlesqty 8
Scoreboardsqty 8
Scorecard holdersqty 8
Spare beltsqty 12

Furniture

Tablesqty 12
Chairsqty 80
Changing room benchesqty 12
Clothes racksqty 4
Waste binsqty 10

Equipment

Laptopqty 3
Printerqty 2
Extension cordsqty 8
Power stripsqty 8
Public address microphone
Speakersqty 2
Megaphone
USB sticksqty 3

Tableware

Reusable drinking cupsqty 160
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 6
Thermos flasksqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6
Ice packsqty 24

Decorations

Tournament bannersqty 4
Directional signsqty 10
Tableclothsqty 8
Name badgesqty 120

Lighting

LED lampsqty 6

Cleaning

Mop setsqty 3
Bucketsqty 4
Broomsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Disinfectant sprayqty 6
First aid kitsqty 2
Ice packsqty 12

Catering

Groceries

Tips

Book the sports hall before publishing the tournament date, and confirm how many competition mats fit with safe mat edges, walkways, tables and spectator areas.
Set the rules and competition categories before opening registration. Include age, weight and belt requirements so you do not have to re-sort entries after registrations arrive.
Approach referees and the first aid team early, then create a volunteer schedule with separate roles for check-in, weigh-ins, scoreboards, equipment and catering. One person should coordinate volunteers on the day.
Close or review registration early enough to check entries, dietary requirements and missing information before drawing up the match schedule. Send participant information, directions and the weigh-in time before the final week.
Test the laptop, printer, public address microphone, speakers, stopwatches, scoreboards and scales before doors open. Print competition lists and keep USB sticks, extension cords and power strips as backups.

Frequently asked questions

How far in advance should I organize a jiu-jitsu tournament?: Start at least 8 to 12 weeks before the tournament. Book the sports hall and set the rules first, then allow time for referee recruitment, registration, sponsors, catering and equipment.
When should jiu-jitsu tournament registration close?: Close registration about 7 to 10 days before the event. This gives you time to check entries, confirm categories and draw up the match schedule without last-minute changes.
When should competitors receive the weigh-in time?: Send the weigh-in time and participant information at least 5 to 7 days before the tournament. Repeat the time in the final event message and display it at check-in.
How many volunteers are needed for a jiu-jitsu tournament?: Plan for at least 2 volunteers per active competition area, plus separate cover for check-in, weigh-ins, equipment, first aid support and catering. Add one coordinator for every 8 to 10 volunteers.

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.