Karate tournament checklist: what to arrange and when

A karate tournament needs more than a competition area and a match schedule. You must confirm the sports hall, rules, categories, referees, jury members and volunteers before registration opens. After entries close, check consent forms, dietary requirements and equipment, then publish the schedule early enough for participants to prepare. This checklist covers the full run-up, including tatami layout, score sheets, protective gear, signage, sound equipment and prizes, so the tournament day is not held up by missing details.

Organize this event for free with Lizzt

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
Draw up competition rules
2 people
Determine race categories
2 people
Contact referees
Approach jury members
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Create volunteer schedule
2 people
Create the match schedule
3 people
Order prizes and medals
Make banners and signage
2 people
Print participant lists
2 people
Print score sheets
2 people
Check consent forms
2 people
Publish the match schedule
Plan sports hall layout
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect prizes and medals
Collect materials
3 people
Check clothing and equipment
2 people
Chill drinks
2 people
Open the sports hall
2 people
Check the floor
2 people
Lay out mats
6 people
Mark off competition fields
4 people
Set up tables and chairs
4 people
Set up the jury tables
3 people
Set up registration desk
2 people
Set up the catering table
3 people
Test sound
2 people
Set out prizes
2 people
Hang up signage
2 people

Event

Register participants
4 people
Hand out race numbers
2 people
Carry out weighing and inspection
3 people
Brief the referees
2 people
Brief the judges
2 people
Brief participants
2 people
Handle the opening
2 people
Lead kata competitions
8 people
Assist kumite matches
8 people
Process scores
3 people
Swap competition fields
4 people
Announce breaks
Serve drinks
3 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Collect waste
2 people
Check toilets
Check prize winners
2 people
Prepare awards ceremony
3 people
Handle prize ceremony
4 people
Deliver the closing speech
2 people
Check out participants
2 people

Aftercare

Remove mats
6 people
Sort sports equipment
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean up catering
3 people
Dispose of waste
2 people
Clean the sports hall
4 people
Switch off equipment
2 people
Collect lost and found items
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Sports equipment

Karate tatami matsqty 80
Field markingsqty 4
Red competition beltsqty 8
Blue competition beltsqty 8
Red chest protectorsqty 12
Blue chest protectorsqty 12
Head protectorsqty 12
Shin guardsqty 12
Glovesqty 12
Stair protectorsqty 12
Bib numbersqty 120
Whistlesqty 8
Stopwatchesqty 6
Hand tally countersqty 12
Scoreboardsqty 4
Red flagsqty 8
White flagsqty 8
Brushes for matsqty 4

Furniture

Registration tablesqty 2
Jury tablesqty 4
Catering tablesqty 4
Chairsqty 80
Prize-giving table
Waste binsqty 8

Equipment

Laptopqty 2
Printer
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Coolersqty 4
Cable tiesqty 100

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Ice packsqty 20
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Teaspoonsqty 50

Decorations

Tournament bannerqty 2
Signage boardsqty 12
Tableclothsqty 8
Stage blocksqty 3
Trophiesqty 24
Medalsqty 72
Medal ribbonsqty 72
Name badgesqty 40

Lighting

LED table lampsqty 6
Spare batteriesqty 24

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 12
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet brushesqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Set the date and reserve the sports hall before contacting officials or opening registration. Allow enough time for the hall layout, registration tables, jury tables, tatami mats and prize-giving area.
Write the competition rules and age or weight categories before sending invitations. Put the rules on the registration form so participants know the requirements before they enter.
Close registrations before creating the match schedule. Check every consent form, confirm dietary requirements and verify that each participant is placed in the correct category before publishing the schedule.
Assign volunteers to specific jobs and times, including registration, scorekeeping, equipment checks and prize-giving. Print participant lists and score sheets, and keep a laptop and printer available for last-minute corrections.
Check safety and competition equipment before the hall opens. Count the red and blue belts, chest and head protectors, shin guards, gloves, flags, whistles, stopwatches and scoreboards, then test the microphone, sound system and extension cords.

Frequently asked questions

How far in advance should I organise a karate tournament?: Start at least 8 to 12 weeks before the tournament. Reserve the sports hall first, then confirm referees, jury members and volunteers before opening registration.
When should karate tournament registration close?: Close registration about 2 to 3 weeks before the event. This gives you time to check consent forms, place competitors in categories and create the match schedule.
When should I publish the karate tournament match schedule?: Publish the schedule at least 5 to 7 days before the tournament. Keep a printed copy at registration and leave time for corrections after participants review it.
How many volunteers are needed for a karate tournament?: Plan for at least 1 volunteer per competition area, plus separate people for registration, equipment, refreshments and prize-giving. For several areas, create a rota with overlapping shifts of 2 to 3 hours.

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.