Karate match checklist: what to arrange and when
A karate match needs more than a competition area and a schedule. You must secure the venue, permit, insurance and officials before registrations open, then build categories, pools and match times from the final participant list. This checklist covers the practical details that are easy to leave too late, including tatami layout, judging tables, protective equipment, badges, certificates, catering and volunteer instructions. Work through the plan in order so the match day runs safely and on time.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the match rules
2 people
Reserve venue
Apply for competition permit
Check insurance details
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Confirm referees
Assign volunteers
2 people
Determine race categories
2 people
Close the participant list
Draw up the match schedule
2 people
Create pools and the draw
2 people
Inform participants
Reserve Judge Tables
Reserve tatami mats
Order prizes and medals
Order catering
Send the volunteer briefing
Print match cards
Making participant badges
2 people
Print certificates
Prepare route signs
Checking prizes
2 people
Do the shopping
2 people
Store catering chilled
2 people
Gather competition materials
3 people
Pick up venue keys
Inspect the sports floor
2 people
Lay out tatami mats
6 people
Mark the competition fields
3 people
Set up jury tables
3 people
Set up audience seating
4 people
Set up registration desk
2 people
Build the catering buffet
3 people
Test audio and microphone
2 people
Test the scoreboards
3 people
Prepare jury sets
2 people
Event
Register participants
4 people
Check bandages and clothing
3 people
Welcome the referees
Give the jury briefing
2 people
Send participants to warm-up
2 people
Announce the opening
Guide the first competition round
8 people
Process scorecards
4 people
Answer audience questions
2 people
Serve drinks
3 people
Refill drinks
2 people
Restock snacks
2 people
Empty trash bins
2 people
Lead the second round of the competition
8 people
Announce the break
Guide the third competition round
8 people
Call the finalists
Assist with the finals
8 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Announce the closing
Guide the audience to the exit
2 people
Aftercare
Archive contest cards
2 people
Clear away tatami mats
6 people
Clear tables and chairs
5 people
Turn off sound equipment
2 people
Wash dishes
3 people
Clean up catering
3 people
Clean the sports hall
4 people
Check sanitary facilities
2 people
Collect waste
3 people
Return materials
3 people
Return venue keys
Store leftover stock
2 people
Publish results
Send thank-you message to participants
What to bring
Grouped the way you'd shop for it, with quantities.
Sports equipment
- Tatami matsqty 120
- Mat edgeqty 12
- Red competition bandsqty 20
- Blue competition bandsqty 20
- Red flagsqty 12
- White flagsqty 12
- Referee whistlesqty 8
- Tactical scoreboardsqty 6
- Digital timerqty 6
- Spare batteriesqty 24
- Protective headgearqty 12
- Breast padsqty 12
- Shin guardsqty 20
- Glovesqty 20
- Training conesqty 20
- Measuring tapeqty 2
- Marking tapeqty 4
- First aid kitqty 2
- Cooling packsqty 12
Furniture
- Jury tablesqty 6
- Registration tablesqty 2
- Buffet tablesqty 4
- Chairsqty 180
- Changing room benchesqty 8
- Waste binsqty 10
Equipment
- Laptopqty 2
- Printer
- Extension cordsqty 6
- Power stripsqty 6
- Sound system
- Wireless microphoneqty 2
- Speakersqty 2
- Rechargeable batteriesqty 12
Lighting
- LED lampsqty 6
Tableware
- Reusable cupsqty 220
- Coffee cupsqty 80
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 12
- Coffee potsqty 4
- Water jugsqty 8
Kitchen
- Thermos flasksqty 6
- Coolersqty 6
- Ice cube traysqty 4
- Serving tongsqty 8
- Cutting boardsqty 4
- Bread knivesqty 3
- Kettlesqty 3
Decorations
- Contest banner
- Directional signsqty 12
- Tableclothsqty 8
- Prize table
Cleaning
- Mopsqty 6
- Bucketsqty 4
- Broomqty 3
- Dustpan and brushqty 3
- Microfiber clothsqty 20
- Disinfectant sprayqty 6
Catering
- Groceries
Administration
- Match cardsqty 300
- Participant badgesqty 180
- Badge holdersqty 180
- Pensqty 40
- Markersqty 12
- Clipboardsqty 12
- Printer paperqty 5
- Bindersqty 6
- Tapeqty 6
- Scissorsqty 6
- Staplersqty 3
- Staplesqty 6
- Name stickersqty 300
- Paper shredder
Prizes
- Gold medalsqty 30
- Silver medalsqty 30
- Bronze medalsqty 60
- Winner's cupsqty 12
- Certificatesqty 180
- Prize bagsqty 120
Tips
- Set the rules, competition categories and registration deadline before publishing the form. Close the participant list before creating pools or drawing the match schedule; late entries can affect every match.
- Confirm the venue, competition permit and insurance details early, then check the floor plan for tatami mats, mat edges, jury tables, registration tables and changing-room benches. Measure the available space before ordering or reserving equipment.
- Confirm referees and assign volunteers before sending the final briefing. Give registration, judging tables, equipment checks, participant flow and first aid clear owners, with the briefing sent early enough for questions.
- Prepare the match-day paperwork after the draw is complete: print match cards, participant badges and certificates, and check prizes and medals against the final categories. Keep spare batteries, marking tape and a printer available for last-minute corrections.
- Plan the arrival and waiting areas, not just the competition area. Put up route signs, prepare registration and buffet tables, test the sound system and digital timer, and place first-aid supplies and cooling packs where staff can reach them quickly.
Frequently asked questions
- How far in advance should I organize a karate match?
- Start venue, permit, insurance and referee arrangements at least 8 to 12 weeks before the match. Open registrations only after the rules, categories and competition format are fixed.
- When should I close karate match registration?
- Close the participant list at least 7 days before the match, or earlier if your venue and officials need final numbers sooner. Use the final list to create pools, make the draw and publish the schedule.
- How many tatami mats do I need for a karate match?
- The number depends on the number of pools and your planned timetable. Decide how many bouts must run at once, then reserve one complete tatami area per active competition area, including mat edges and space for officials.
- What should be prepared for karate match day?
- Have the tatami, judge tables, flags, referee whistles, scoreboards, timer, protective equipment, registration materials and first-aid kit ready before doors open. Also prepare badges, match cards, certificates, prizes, route signs and the volunteer briefing.
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