Karate tournament checklist: what to arrange and when

A karate tournament depends on more than a competition area and a schedule. You need clear rules, weight or age categories, registered participants, qualified referees, first aid cover and enough people to keep matches moving. This checklist takes you from confirming the venue to laying out mats, tables and match paperwork on the day. Use it to spot the details that are often left until the final week, such as dietary requirements, printed match cards, spare mats and working scoreboards.

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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
Draw up competition rules
2 people
Determine race categories
2 people
Book referees
2 people
Arrange first aid staff
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Create the match schedule
2 people
Confirm participants
2 people
Check reservation
Order prizes and medals
Make program booklets
2 people
Print participant lists
Print match cards
Do the shopping
2 people
Check sports equipment
2 people
Sort medals
2 people
Prepare catering
3 people
Set out materials
3 people

Event

Open venue
2 people
Lay out the competition mats
6 people
Set up competition tables
4 people
Set up audience seating
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Test the PA system
2 people
Set up first aid table
2 people
Hang up signage
2 people
Register participants
4 people
Give the start briefing
3 people
Brief the referees
2 people
Welcome the audience
3 people
Supervise races
8 people
Process competition results
2 people
Refill drinks
2 people
Serve snacks
2 people
Clean the competition mats
2 people
Announce break
Announce finalists
2 people
Support awards ceremony
4 people
Farewell for participants
2 people

Aftercare

Clear audience chairs
4 people
Clear away competition mats
6 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Collect lost and found items
Inventory materials
2 people
Return rental equipment
2 people
Publish results
Thank participants
2 people

What to bring

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

Furniture

Competition tablesqty 6
Registration tablesqty 2
Catering tablesqty 3
Chairsqty 180
Waste binsqty 8

Sports equipment

Competition matsqty 6
Spare competition matsqty 2
Red competition bandsqty 12
Blue competition bandsqty 12
Bib numbersqty 150
Scoreboardsqty 6
Stopwatchesqty 8
Whistlesqty 8
Referee flagsqty 12
Score sheetsqty 300
Clipboardsqty 12
Pensqty 40
Karate beltsqty 30
Training conesqty 20
First aid kitsqty 2
Ice packsqty 20
Water pitchersqty 8

Equipment

Laptopsqty 2
Tabletsqty 2
Printersqty 2
PA system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Handheld camerasqty 2

Decorations

Stage backdropsqty 2
Flagsqty 12
Wayfinding signsqty 10
Tableclothsqty 8

Lighting

LED work lightsqty 6

Tableware

Reusable cupsqty 200
Reusable platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving plattersqty 20
Serving jugsqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving utensilsqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Spongesqty 10
Microfiber clothsqty 20

Catering

Medalsqty 48
Cups for prize winnersqty 12
Program bookletsqty 180
Name stickersqty 200
Groceries

Tips

Set the competition format and categories before opening registration. Participants need to know the rules, divisions and registration deadline before they commit.
Book referees and first aid staff early, then assign volunteers to registration, scoring, catering and participant guidance. One person should coordinate the schedule instead of leaving changes to several tables.
Create the match schedule only after registrations are processed and participant details are confirmed. Print participant lists, match cards and score sheets, and keep digital copies on at least one laptop or tablet.
Check every competition mat, scoreboard, stopwatch, whistle, flag and microphone before event day. Keep spare mats, extra pens, clipboards and ice packs accessible rather than packed away in a storage area.
Open the venue with enough time to place the competition mats, registration and competition tables, chairs, waste bins and PA equipment. Set out belts, red and blue bands, bib numbers and catering supplies before participants arrive.

Frequently asked questions

How early should I start organising a karate tournament?: Start at least 8 to 12 weeks before the tournament. Confirm the date and venue first, then arrange rules, categories, officials, registration and volunteer cover before publishing invitations.
When should karate tournament registration close?: Close registration 10 to 14 days before the event if possible. This leaves time to confirm participants, collect dietary requirements, build the match schedule and print participant lists and match cards.
How many referees and volunteers do I need for a karate tournament?: Plan one referee team for each active competition area, plus volunteers for registration, scoring, participant flow and catering. Add at least 2 reserve volunteers so breaks, late arrivals and unexpected absences do not stop the program.
What should I check the day before a karate tournament?: Check the venue reservation, mats, tables, scoreboards, stopwatches, PA system, microphones and printed paperwork the day before. Also sort medals, prepare catering and charge or test every laptop, tablet and printer.

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.