Karate tournament checklist

A karate tournament runs smoothly when decisions are made before competitors arrive. Set the date and rules first, then arrange the hall, categories, officials, registration and volunteers. In the final week, turn registrations into groups and a match schedule, print competition cards, prepare documents and check every mat, scoreboard and protective item. Keep drinks, snacks and dietary requirements on a separate catering check so they do not get missed while you are managing the competition.

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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

Set tournament date
2 people
Reserve the sports hall
Set the match rules
3 people
Determine categories and ages
3 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Invite referees
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Check participant details
2 people
Check entry fees
2 people
Draw up the match schedule
3 people
Assign groups
3 people
Assign referees
2 people
Print competition cards
2 people
Inform participants
2 people
Order prizes
Check the shopping list
2 people
Do the shopping
3 people
Sort prizes and medals
2 people
Prepare documents
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration table
2 people
Lay out the competition mats
6 people
Set up competition tables
4 people
Set up chairs
4 people
Set up the jury tables
3 people
Set up the sound system
2 people
Hang banners
2 people
Set up catering point
3 people
Set up the first aid table
2 people
Test the equipment
2 people
Give volunteer briefing
4 people
Brief judges
8 people

Event

Receive participants
4 people
Check registration
3 people
Check bandages and protectors
2 people
Support the opening ceremony
3 people
Announce matches
2 people
Keep track of the match schedule
3 people
Record points
8 people
Track times and rounds
8 people
Guide participants to the mats
4 people
Guide the audience
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check the mats in between
2 people
Hand out snack breaks
3 people
Announce the finals
2 people
Set out prizes
2 people
Support awards ceremony
4 people
Take group photo
2 people
Check out participants
2 people

Aftercare

Clear away competition mats
6 people
Clear away chairs and tables
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clean up catering
3 people
Sort waste
3 people
Check changing rooms
2 people
Clean the sports hall
4 people
Collect lost and found items
2 people
Count materials
2 people
Return borrowed materials
2 people
Publish results
Thank participants
2 people
Handle the deposit and keys

What to bring

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

Sports equipment

Tatami matsqty 120
Mat frame bandsqty 8
Red competition bandsqty 12
Blue competition bandsqty 12
Red chest protectorsqty 6
Blue chest protectorsqty 6
Head protectorsqty 12
Shin guardsqty 12
Mouthguardsqty 12
Competition whistlesqty 10
Red flagsqty 12
Blue flagsqty 12
Scoreboardsqty 4
Stopwatchesqty 8
Training conesqty 12
Spare bandagesqty 20

Furniture

Registration tablesqty 3
Jury tablesqty 4
Catering tablesqty 4
Chairsqty 160
Changing room benchesqty 12
Waste binsqty 12

Equipment

Laptopqty 3
Printer
Extension cordsqty 8
Power stripsqty 6
Sound system
Wireless microphonesqty 2
Speakersqty 2
Megaphonesqty 2
USB sticksqty 3
First aid kitsqty 2
Fever and ice packsqty 12

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Thermos flasksqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Bottle openersqty 4
Kettlesqty 3

Decorations

Club flagsqty 8
Tournament bannersqty 4
Directional signsqty 12
Name badgesqty 180

Lighting

LED desk lampsqty 6

Cleaning

Mop setsqty 4
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 24
Disinfectant sprayqty 6
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set categories and age groups before opening registration. Otherwise, you may have to redraw groups and the match schedule when registrations are already coming in.
Give referees and volunteers a clear briefing time, preferably at least 60 minutes before the first match. Assign specific jobs such as registration, scoring, timekeeping and competitor flow.
Prepare the competition paperwork at least one day ahead. Print competition cards, participant details and schedules, then bring a laptop, printer, extension cords and power strips as backup.
Check protective equipment by colour and quantity before loading the hall. Red and blue bands, chest protectors, head protectors, shin guards and mouthguards should be separated so officials can find them quickly.
Plan the hall layout before setup: registration tables near the entrance, jury tables where scoreboards are visible, and changing-room benches away from the competition area. Chill drinks and prepare snacks before competitors arrive.

Frequently asked questions

How far in advance should I organize a karate tournament?: Start at least 8 to 12 weeks before the tournament. Book the sports hall first, then set the rules and categories, invite referees, recruit volunteers and open registration.
When should karate tournament registration close?: Close registration 7 to 10 days before the event if possible. This gives you time to check participant details, confirm entry fees, assign groups and draw up the match schedule.
How many referees and volunteers do I need for a karate tournament?: Plan at least one referee per active competition area, plus one timekeeper or scorer for each area. Add two registration volunteers and one event coordinator, then increase staffing if several groups run at once.
What equipment should I check before a karate tournament?: Check every tatami mat, mat frame band, red and blue competition band, chest protector, head protector, shin guard, mouthguard, flag, whistle, scoreboard and stopwatch. Complete this check at least 24 hours before opening 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.