Judo Tournament Planning Checklist

A judo tournament depends on more than a competition date and a mat area. You need enough time for registration, weigh-ins, category and bracket decisions, referee coordination, and the match schedule. This checklist takes you from booking the sports hall through opening the venue, setting up tatami mats, running the bouts and presenting medals. It also covers details that are often left until the last day, such as medical information, printed bout sheets, equipment checks and volunteer instructions.

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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

Set tournament date
2 people
Reserve the sports hall
Set competition rules
2 people
Organize competition categories
2 people
Send invitations
2 people
Open registration form
Contact referees
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Check participant details
2 people
Collect entry fees
2 people
Draw up the match schedule
2 people
Create pools and brackets
2 people
Check medical information
Order prizes and medals
Finalize shopping list
2 people
Do the shopping
3 people
Check equipment
3 people
Print competition sheets
2 people
Send participant letter
Sort medals
2 people
Check first aid supplies

Event

Open the sports hall
2 people
Unload tatami mats
6 people
Set up competition fields
8 people
Set Up Audience Stands
4 people
Set up the registration desk
2 people
Set up referee table
2 people
Set up catering table
3 people
Put up signage
2 people
Test sound system
2 people
Set up scoreboards
3 people
Set out scales
2 people
Set up first aid table
2 people
Prepare coffee and tea
2 people
Register participants
4 people
Hand out race numbers
2 people
Weigh participants
3 people
Confirm weight classes
2 people
Brief the referees
2 people
Give the opening briefing
2 people
Start the first matches
8 people
Track score sheets
6 people
Update the scoreboards
6 people
Handle announcements
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check tatami and changing rooms
2 people
Announce the break program
Announce finalists
2 people
Assist with the finals
8 people
Line up the winners
2 people
Present medals
3 people
Give the closing speech
Check out participants
2 people

Aftercare

Turn off the scoreboards
2 people
Clean up catering
3 people
Take down tatami mats
8 people
Put furniture back
4 people
Pack equipment
3 people
Collect waste
3 people
Clean the sports hall
5 people
Return borrowed materials
2 people
Publish results
Thank participants
2 people
Archive competition records

What to bring

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

Sports equipment

Tatami matsqty 120
Mat edgesqty 24
Judo beltsqty 12
Bib numbersqty 150
Red competition ribbonsqty 12
Blue competition ribbonsqty 12
Scalesqty 3
Conesqty 20
Barrier tapeqty 4

Equipment

Scoreboardsqty 6
Stopwatchesqty 8
Megaphone
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Laptop
Printer

Furniture

Tablesqty 12
Chairsqty 40
Grandstand benchesqty 12
Clothes racksqty 6
Changing room benchesqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Scissorsqty 4

Kitchen

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

Catering

Medalsqty 45
Certificatesqty 50
Winner's cupsqty 12
Water jugsqty 8
Ice packsqty 16
Groceries

Decorations

Competition field signsqty 6
Direction arrowsqty 12
Program boardsqty 4
Tableclothsqty 12

Lighting

LED work lightsqty 4

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Cleaning cartsqty 2

Safety

First aid kitsqty 2
Ice packsqty 12
Vests for volunteersqty 20

Administration

Clipboardsqty 12
Ballpoint pensqty 30
Markersqty 12
Notepadsqty 12
Envelopesqty 100
Printer paperqty 500
Cash box

Tips

Set a firm registration deadline before drawing pools and brackets. Allow at least 3–5 days after entries close to check participant details, confirm categories and resolve missing information.
Plan weigh-ins and check-in with a clear time window, not just a start time. Use separate queues or tables if possible, and have the scales, bib numbers and bout paperwork ready before competitors arrive.
Count tatami mats and mat edges against the number of competition areas you will run. Leave setup time before doors open, then inspect every edge and walkway before the first bout.
Print bout sheets, category lists and the final schedule before tournament day. Bring a laptop and printer as a backup for last-minute corrections, but do not rely on printing during the busiest part of the event.
Give volunteers written assignments and reporting times at least 24 hours in advance. Cover scoreboards, stopwatches, registration, changing rooms, medical support and announcements so no station is left unattended.

Frequently asked questions

How far in advance should I start planning a judo tournament?: Start at least 8–12 weeks before the tournament. Book the sports hall first, then set the rules and categories, contact referees, open registration and recruit volunteers before entries begin to arrive.
When should registration close for a judo tournament?: Close registration about 7–10 days before the event. That leaves enough time to check participant details, review medical information, collect dietary requirements, create pools or brackets and publish the match schedule.
How early should we arrive to set up a judo tournament?: Open the sports hall at least 2–3 hours before the first competitors are expected. Use that time to unload and secure the tatami mats, arrange tables and chairs, test microphones and scoreboards, and prepare check-in and weigh-in areas.
What equipment is needed for a judo tournament?: For each competition area, plan for tatami mats with secure edges, a scoreboard, a stopwatch and competition ribbons, plus scales and bib numbers for check-in. Also prepare a laptop, printer, power strips, extension cords, a megafon and checked first-aid supplies.

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