Judo tournament checklist from first planning step to final bout

A judo tournament depends on more than a competition date and a set of mats. You need clear rules, age and weight groups, a workable match schedule, confirmed officials, accurate registrations, and a reliable weigh-in process. This checklist takes you from venue confirmation to certificates, prizes, volunteers, equipment, and event-day setup. Start with the competition format and registration timeline, then leave enough time to check every operational detail before athletes arrive.

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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

Confirm date and location
2 people
Set the competition rules
2 people
Define Age Groups
2 people
Assign weight classes
2 people
Set up the match schedule
2 people
Send invitations
2 people
Open the registration form
Contact referees
2 people
Contact the competition jury
2 people
Contact the first aid attendant
Process registrations
2 people
Collect dietary requirements
Check registration fee
2 people
Finalize the participant list
2 people
Set up pools
3 people
Prepare race cards
2 people
Prepare certificates
2 people
Order prizes
Confirm reservations
Assign volunteers
2 people
Write announcement copy
Create floor plan
Check equipment
3 people
Do the shopping
2 people
Sort prizes and certificates
2 people
Prepare competition folders
2 people
Chill drinks
2 people
Open venue
2 people
Check the floor
3 people
Lay out mats
6 people
Secure the mats
4 people
Set up competition tables
3 people
Set up audience seating
4 people
Set up registration desk
2 people
Set up weigh-in point
2 people
Set up the jury tables
3 people
Test audio and microphone
2 people
Put up signage
2 people
Prepare first aid supplies
Brief volunteers
3 people

Event

Receive participants
4 people
Register participants
3 people
Weigh participants
3 people
Confirm competition schedule
3 people
Announce the opening
2 people
Supervise races
8 people
Record competition results
4 people
Announce the matches
2 people
Inform the audience
2 people
Refill drinks
2 people
Restock food
2 people
Collect waste
2 people
Check the mats in between
2 people
Announce breaks
Prepare finals
4 people
Assist with the finals
6 people
Check the winners
2 people
Hold the awards ceremony
4 people
Announce the closing
See participants off
3 people

Aftercare

Clear audience chairs
4 people
Clear away jury tables
3 people
Take down mats
6 people
Sort materials
3 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed equipment
2 people
Publish results
Thank participants

What to bring

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

Sports equipment

Judo matsqty 80
Mat edgeqty 20
Mat connectorsqty 80
Scoreboardsqty 4
Game clocksqty 4
Scaleqty 2
Judo beltsqty 20
Red and white ribbonsqty 20
Spare judo uniformsqty 4
Conesqty 12
Training bandsqty 12
Referee whistlesqty 6

Furniture

Registration tablesqty 3
Jury tablesqty 4
Catering tablesqty 4
Chairsqty 120
Clothes racksqty 4
Waste binsqty 8

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Sound system
Wireless microphonesqty 2
Megaphone
Rechargeable batteriesqty 12
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Cutting boardsqty 3
Kitchen knivesqty 3
Bread basketsqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 40
Serving spoonsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Broomqty 2
Dustpan and brushqty 2
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 4
First aid kitsqty 2

Decorations

Race number signsqty 4
Directional signsqty 10
Stage ribbonsqty 6

Lighting

LED work lightsqty 4

Catering

Groceries

Tips

Set the competition format before opening registration. Confirm the rules, age groups, weight classes, pool structure, and match schedule so athletes and coaches know exactly what they are entering.
Build registration deadlines around the work that follows. Leave at least one week between closing registration and the tournament for checking fees, finalizing participant lists, creating pools, and preparing race cards.
Confirm officials and medical cover early. Contact referees, the competition jury, and the first aid attendant several weeks ahead, then reconfirm their arrival time and responsibilities during the final week.
Plan the venue around movement, not just mat space. Mark separate areas for registration, weigh-in, jury tables, changing clothes, catering, waiting athletes, and spectators before placing chairs, tables, racks, and waste bins.
Test every technical item before competition day. Check scoreboards, game clocks, the printer, microphones, sound equipment, extension cords, power strips, rechargeable batteries, and power banks at least one day in advance.

Frequently asked questions

How early should I start planning a judo tournament?: Start at least 8 to 12 weeks before the tournament. Confirm the date and venue first, then set the rules, contact officials, open registration, and assign volunteers with enough time for changes.
When should judo tournament registration close?: Close registration about 7 to 10 days before the event. That gives you time to verify fees, dietary requirements, age and weight groups, pools, race cards, certificates, and the final participant list.
How many referees do I need for a judo tournament?: Plan the number from the number of competition areas and your schedule. As a starting point, assign at least 3 referees per active mat so breaks and replacements do not stop the tournament, then confirm the final roster with the competition jury.
What should I check the day before a judo tournament?: Check the mats, mat edges and connectors, scoreboards, game clocks, scales, belts, ribbons, spare uniforms, tables, chairs, power supply, sound equipment, printed documents, certificates, and prizes. Complete this check at least 24 hours before athletes arrive so missing items can still be replaced.

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.