Judo tournament checklist and planning guide

A judo tournament depends on decisions being made in the right order. Set the date and hall first, then confirm rules, weight classes, registration details and the people needed to run each bout. Before competition day, check medical declarations, fees, draws, medals, catering and the full equipment setup. This checklist also helps prevent late problems such as missing table staff, incomplete weigh-in information or too few power points for scoring equipment.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set tournament date
2 people
Reserve the sports hall
Set competition rules
3 people
Set weight classes
2 people
Create registration form
Send invitations
2 people
Contact referees
2 people
Contact table staff
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Check registration fee
2 people
Draw up the match schedule
3 people
Assign groups
3 people
Make competition cards
2 people
Check medical certificates
2 people
Order prizes
Arrange first aid contact
Check insurance
Order catering
2 people
Assign volunteers
2 people
Print the run sheet
Send participant information
2 people
Check medals
Do the shopping
3 people
Gather materials
3 people
Prepare competition folders
2 people
Sort prizes
2 people

Event

Open the sports hall
2 people
Lay tatami mats
8 people
Set up competition tables
4 people
Set Up Audience Stands
4 people
Set up registration desk
2 people
Place scales
2 people
Set up catering point
3 people
Put up signage
2 people
Test sound and clock
2 people
Brief the referees
3 people
Brief table officials
3 people
Register participants
4 people
Weigh participants
3 people
Publish start lists
2 people
Give the opening briefing
2 people
Start the first matches
6 people
Process competition results
4 people
Announce the matches
Refill drinks
2 people
Serve coffee and tea
2 people
Serve lunch and snacks
3 people
Check the tatami in between
2 people
Announce the break
Assist with the finals
6 people
Lay out medals
2 people
Handle prize ceremony
3 people
See off the last visitors
2 people

Aftercare

Take down tatami
8 people
Clear away chairs and tables
5 people
Gather competition materials
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the catering area
3 people
Clean the sports hall
5 people
Collect lost property
2 people
Lock up the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Publish results
Thank participants
2 people
Check invoices

What to bring

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

Sports equipment

Judo matsqty 120
Mat edgesqty 24
Scoreboardsqty 4
Game clocksqty 4
Whistlesqty 6
Red judo beltsqty 8
Blue judo beltsqty 8
Scalesqty 2
Spare judo uniformsqty 4
First aid kitsqty 2
Ice packsqty 12

Furniture

Tablesqty 12
Chairsqty 80
Folding chairsqty 12
Changing room benchesqty 8
Waste binsqty 10

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile phoneqty 2
Megaphone
Speakerqty 2
Microphone
Charging cablesqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Serving traysqty 6
Pliersqty 6
Labelsqty 100

Decorations

Bib numbersqty 120
Name badgesqty 150
Wristbandsqty 150
Competition formsqty 300
Score sheetsqty 300
Program bookletsqty 150
Directional signsqty 12
Banner materialqty 4
Tableclothsqty 12
Medalsqty 48
Cupsqty 12
Certificatesqty 150
Medal ribbonsqty 48

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Lighting

LED lampsqty 6
Flashlightsqty 4

Catering

Groceries

Tips

Book the sports hall before opening registration and confirm the mat area, changing rooms, tables, chairs and power access. Ask about setup and clear-out times so the run sheet reflects the hours you actually have.
Publish the weight classes, competition rules and registration deadline together. Confirm each entry, dietary requirement and payment before drawing pools or creating the match schedule.
Contact referees, table staff, first aid support and volunteers several weeks before the tournament. Assign named people to weighing, scoring, announcements, catering and changing-room supervision rather than relying on last-minute help.
Test the operational equipment during setup: place the mats and mat edges, check scoreboards and match clocks, and test the laptop, printer, microphone, speaker and megaphone. Bring extension cords, power strips and charging cables to avoid a dead device during the first round.
Pack a separate medical and competition-day box with first aid kits, ice packs, spare judo uniforms, red and blue belts, whistles and printed schedules. Count medals and print the run sheet before leaving for the venue, not during registration.

Frequently asked questions

How far in advance should I organise a judo tournament?: Start at least 8 to 12 weeks before the event. That gives you time to reserve the hall, contact referees and table staff, open registration, process payments and order prizes before the schedule is final.
When should judo tournament registration close?: Close registration 7 to 10 days before the tournament if possible. Use the remaining time to verify medical declarations, dietary requirements, payments, weight classes, pools and the match schedule.
How many referees and table staff does a judo tournament need?: Plan staffing by competition area: each active mat needs a referee and table staff for timing and scoring, plus at least 2 to 3 floating volunteers for weighing, breaks and replacements. Confirm the final number after entries and mat capacity are known.
What should I check the day before a judo tournament?: Check the medals, printed schedules, registration list, medical paperwork, scoring equipment, belts, whistles and first aid supplies. Charge devices, test the microphone and speaker, and confirm every volunteer knows their arrival time before the final evening.

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.