Judo tournament checklist

A judo tournament depends on tight timing: registrations, weight classes, referees, mats and match schedules all affect one another. Start with the venue and competition equipment, then confirm participant details before assigning categories and bouts. In the final week, focus on printed lists, registration packs, medals, signs and volunteer roles. This checklist also covers practical details that are often left too late, such as scales, power access, medical supplies and cooling the catering.

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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 venue
Reserve competition mats
Book referees
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
2 people
Assign weight classes
2 people
Create the match schedule
2 people
Assign volunteers
2 people
Place medal order
Calculate catering quantities
Check participant details
2 people
Prepare race cards
2 people
Print attendance lists
Prepare route signs
Do the shopping
2 people
Check medical bag
Gather materials
3 people
Cool catering
2 people
Set up registration packs
2 people

Event

Welcome volunteers
2 people
Check the venue and escape routes
2 people
Lay out the competition mats
6 people
Set up registration tables
3 people
Set up audience seating
4 people
Set up competition tables
4 people
Build the catering buffet
3 people
Hang signs
2 people
Set out scales
2 people
Brief the referees
2 people
Register participants
4 people
Weigh participants
3 people
Confirm competition schedule
3 people
Announce the opening
Supervise races
8 people
Update match standings
4 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Provide first aid
Present prizes
3 people
Check out participants
2 people

Aftercare

Clear away competition mats
6 people
Put furniture back
4 people
Catering breakdown
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Return borrowed equipment
2 people
Send out the results
Send thank-you message

What to bring

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

Sports equipment

Judo matsqty 60
Scoreboardsqty 4
Stopwatchesqty 6
Referee whistlesqty 6
Red and white ribbonsqty 8
Competition table numbersqty 4
Scalesqty 2
Competition bibsqty 20

Furniture

Tablesqty 10
Chairsqty 70
Changing room benchesqty 6
Clothes racksqty 4
Tableclothsqty 10

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Portable speaker
Microphone
Power banksqty 4
Clipboardsqty 10
Calculatorsqty 4
First aid kitsqty 2
Ice packsqty 12

Tableware

Reusable drinking cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 50

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 10
Cutting boardsqty 3
Bread knivesqty 3
Water jugsqty 6

Decorations

Wayfinding signsqty 12
Arrow stickersqty 30
Stage ribbon

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the competition venue and mat layout before finalising the schedule. Allow enough space around each mat for referees, scoreboards, waiting athletes and safe access routes.
Close registration before assigning weight classes, then check names, clubs, categories and dietary requirements against the participant list. A second check 3–5 days before the tournament catches late changes.
Order medals and prepare competition bibs as soon as entries are stable. Place the medal order at least 2–3 weeks before the event so corrections do not become a tournament-day problem.
Give volunteers written roles and arrival times, including registration, weighing, scoreboards, catering and mat support. Welcome them before setup starts and keep spare stopwatches, whistles and power banks available.
Print attendance lists, race cards, route signs and table numbers before the final setup day. Test the laptop, printer, microphone and extension cords at the venue, and check escape routes before athletes arrive.

Frequently asked questions

How far in advance should I organise a judo tournament?: Start booking the venue, competition mats and referees at least 8–12 weeks ahead. Open registrations early enough to leave 1–2 weeks for checking entries, assigning weight classes and building the match schedule.
When should judo tournament registration close?: Close registration 7–14 days before the tournament if possible. This gives you time to verify participant details, process dietary requirements, assign weight classes and print reliable attendance lists.
How many judo mats do I need for a tournament?: The number depends on the expected bout volume and available time, so calculate the schedule before confirming the layout. Plan each competition area with surrounding safety space, a scoreboard, referee equipment and clear routes for athletes and officials.
What should I prepare the day before a judo tournament?: Prepare registration packs, printed lists, race cards, signs, medals and table numbers the day before. Also check the medical bag, test venue power and equipment, cool the catering, and lay out the mats before the first participants arrive.

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