Judo tournament checklist from first booking to final match

A judo tournament depends on more than a booked sports hall and a mat area. You need a confirmed date, clear categories and rules, a closed participant list, assigned groups, and a match schedule that officials and volunteers can follow. Equipment checks, weighing arrangements, badges, race cards, catering, parking information, and first aid should be settled before event day. Use this checklist in order so late registrations and missing equipment do not disrupt the opening matches.

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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
Confirm tournament date
2 people
Determine race categories
2 people
Set the match rules
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Invite officials
2 people
Schedule volunteers
2 people
Confirm registrations
2 people
Close the participant list
Assign groups
3 people
Create the match schedule
3 people
Confirm officials definitively
Send participant information
2 people
Order prizes
Check sports equipment
2 people
Order catering
Check the shopping list
2 people
Communicate route and parking
Prepare participant badges
2 people
Prepare race cards
2 people
Do the shopping
2 people
Fill coolers
2 people
Assemble the officials' folder
2 people
Check first aid supplies
Distribute phone numbers

Event

Open the sports hall
2 people
Check the floor and dressing rooms
2 people
Set up competition mats
8 people
Set up tables and chairs
4 people
Set up competition tables
4 people
Set up weigh-in point
2 people
Set up registration desk
2 people
Set up the catering table
3 people
Hang up signage
2 people
Test sound system
2 people
Lay out contest cards
2 people
Welcome officials
2 people
Brief the Officials
3 people
Brief volunteers
3 people
Receive participants
4 people
Register participants
4 people
Weigh participants
3 people
Check categories
2 people
Announce the opening
Lead the warm-up
2 people
Supervise races
12 people
Record scores
6 people
Process contest cards
3 people
Make announcements and read announcement texts
Refill drinks
2 people
Serve coffee and tea
2 people
Set out lunch and snacks
2 people
Restock catering
2 people
Empty trash bins
2 people
Check changing rooms
2 people
Announce the Final Groups
2 people
Assist with the finals
8 people
Prepare the medal ceremony
3 people
Present prizes
3 people
Announce the closing
See participants off
3 people

Aftercare

Collect scoreboards
3 people
Take down competition mats
8 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the sports hall
4 people
Leave the changing rooms clean
2 people
Dismantle the sound system
2 people
Inventory materials
2 people
Collect lost and found items
Lock up the venue
2 people
Publish results
2 people
Share photos
Thank participants
2 people
Check deposits and borrowed materials
2 people
Return borrowed materials
2 people
Store leftover groceries

What to bring

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

Sports equipment

Judo matsqty 120
Mat edgesqty 24
Scoreboardsqty 6
Game clocksqty 6
Red judo beltsqty 12
White judo beltsqty 12
Weighing scalesqty 2
Whistlesqty 8
Stopwatchesqty 8
Decorative ribbonsqty 20
First aid kitsqty 2

Furniture

Tablesqty 12
Chairsqty 60
Benchesqty 8
Clothes racksqty 4
Waste binsqty 8
Party tentsqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Sound system
Microphonesqty 2
Speakersqty 2
Coolersqty 4
Thermos flasksqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6
Ice packsqty 20

Decorations

Tournament bannersqty 4
Welcome sign
Wayfinding signsqty 8
Tableclothsqty 12
Medal tablesqty 2

Lighting

LED lightsqty 6
Batteriesqty 24

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Paper goods

Participant badgesqty 150
Officials' badgesqty 30
Match cardsqty 300
Participant listsqty 20
Pool schedulesqty 30
Rulesqty 40
Program leafletsqty 180
Pensqty 40
Markersqty 12
Clipboardsqty 12
Printer paperqty 500
Tapeqty 8
Duct tapeqty 6
Name stickersqty 200
Envelopesqty 40

Prizes

Gold medalsqty 30
Silver medalsqty 30
Bronze medalsqty 60
Certificatesqty 150
Reusable cupsqty 6
Prize bagsqty 150

Safety

Safety vestsqty 12
Flashlightsqty 4
Emergency exit signsqty 6
Cable matsqty 12

Tips

Book the sports hall and confirm the tournament date before opening registration. This gives you a fixed deadline for invitations, officials, catering, and the final participant list.
Set age, weight, and competition categories before sending invitations. Publish the match rules at the same time, so registrations do not need to be corrected later.
Close the participant list before assigning groups and creating the match schedule. Leave enough time to confirm officials definitively and send each participant the schedule, route, and parking details.
Check the mats, mat edges, scoreboards, game clocks, belts, weighing scales, whistles, stopwatches, and first aid kits before setup. Test the laptop, printer, microphones, speakers, extension cords, and power strips as well.
Prepare badges, race cards, shopping, coolers, and catering before the first competitors arrive. Set up tables, chairs, benches, clothes racks, waste bins, and any party tents according to the hall layout.

Frequently asked questions

How far in advance should I organize a judo tournament?: Start planning at least 8 to 12 weeks before the tournament. Reserve the sports hall first, then set categories and rules, open registration, invite officials, and order prizes and catering before the final participant numbers are known.
When should registration close for a judo tournament?: Close registration about 10 to 14 days before the event. That leaves time to process dietary requirements, assign groups, create the match schedule, prepare badges and race cards, and send final information.
How many officials and volunteers do I need for a judo tournament?: Plan at least one qualified official per active mat and one volunteer for registration or weighing at each check-in point. Add scheduling, setup, catering, and first-aid coverage based on the number of mats and participants.
What equipment should I check before a judo tournament?: Check the judo mats and edges, scoreboards, game clocks, red and white belts, weighing scales, whistles, stopwatches, and first aid kits at least 3 to 5 days beforehand. Test all printing and sound equipment before loading it into the hall.

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.