Karate tournament checklist: what to arrange and when

A karate tournament depends on precise timing, clear rules and enough people to keep matches moving. Set the date and sports hall first, then confirm categories, competition rules, referees and registration details. In the final weeks, lock the participant list, entry fees, match schedule and volunteer rota. Do not leave certificates, medals, first aid, parking information or printed match cards until the last day: these are easy to overlook and difficult to replace during weigh-in or competition hours.

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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 competition rules
3 people
Determine race categories
3 people
Contact referees
2 people
Recruit volunteers
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Approach sponsors
2 people
Assemble prize packages
2 people
Order medals
Design certificates
Draw up the match schedule
3 people
Confirm participants
2 people
Check the entry fees
2 people
Arrange the first aid post
2 people
Send parking information
Create volunteer schedule
2 people
Test music and announcements
2 people
Make route signs
2 people
Print participant list
Print match cards
Print certificates
Check medals
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration desk
2 people
Lay out the competition mats
6 people
Place referee tables
3 people
Set up audience seating
4 people
Set up catering tables
2 people
Connect sound
2 people
Set up banners and signage
3 people
Set up the prize table
2 people
Set out first aid supplies
2 people
Check changing rooms
2 people
Brief officials
3 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Carry out weighing and inspection
3 people
Give the opening briefing
2 people
Lead kata competitions
8 people
Assist kumite matches
10 people
Track competition cards
4 people
Enter results
2 people
Handle announcements
2 people
Welcome the audience
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check changing rooms
2 people
Record injuries
2 people
Announce finalists
2 people
Assist with the finals
8 people
Present prizes
4 people
Give a thank-you speech
Check out participants
2 people

Aftercare

Dismantle mats
6 people
Clear away chairs and tables
5 people
Switch off equipment
2 people
Wash dishes
3 people
Clean up catering
3 people
Clean the sports hall
5 people
Dispose of waste
2 people
Return borrowed items
2 people
Publish results
Thank participants
2 people
Archive prizes and documents

What to bring

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

Sports equipment

Tatami matsqty 120
Mat edgeqty 20
Red competition bandsqty 12
Blue competition bandsqty 12
Red glovesqty 12
Blue glovesqty 12
Head protectorsqty 12
Breast padsqty 12
Shin guardsqty 12
Mouthguardsqty 12
Game clocksqty 4
Stopwatchesqty 6
Scoreboardsqty 4
Whistlesqty 8
Weighing scale
Conesqty 20
Table signsqty 8
Referee flagsqty 12
Trophiesqty 12
Medal rackqty 2

Furniture

Tablesqty 12
Chairsqty 120
Changing room benchesqty 8
Clothes racksqty 4
Waste binsqty 10

Equipment

Laptopqty 2
Printer
PA system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Office

Clipboardsqty 12
Ballpoint pensqty 30
Markersqty 12
Notepadsqty 10
Match card holdersqty 8
Bib numbersqty 180
Match cardsqty 250
Certificatesqty 80
Wristbandsqty 250

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Club flagsqty 8
Competition bannersqty 4
Directional signsqty 12
Tableclothsqty 8
Stage ribbonsqty 4

Lighting

LED lampsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Broomsqty 3
Vacuum cleaner
Disinfectant sprayqty 6
Hand soap dispensersqty 6
First aid kitqty 2

Catering

Groceries

Tips

Set the competition rules and categories before opening registration. Participants need to know eligibility, divisions, equipment requirements and entry fees before they sign up.
Contact referees and recruit volunteers early enough to cover registration, weigh-in, scoreboards, changing rooms, first aid and announcements. Create the volunteer schedule before sending the final event information.
Close registrations before drawing the match schedule. Confirm every participant, check entry fees and record dietary requirements before printing the participant list and match cards.
Test the PA system, microphone, music, laptop, printer and charging stations at the sports hall before competition day. Pack extension cords, power strips, spare pens and clipboards so administration does not stop when a device or cable fails.
Prepare the tatami layout and safety equipment before doors open. Check mat edges, competition bands, gloves, head protectors, breast pads, shin guards, mouthguards, clocks, stopwatches and scoreboards, and keep the first aid post clearly marked.

Frequently asked questions

How far in advance should I organise a karate tournament?: Start planning at least 12 weeks before the tournament. Reserve the sports hall, set the rules and categories, contact referees and open registration early; use the final 2 weeks for confirmations, schedules, printing and venue checks.
When should karate tournament registration close?: Close registration 7 to 14 days before competition day. This gives you time to verify entry fees, confirm participants, collect dietary requirements and draw up the match schedule without last-minute changes.
How many volunteers do I need for a karate tournament?: Plan for at least 1 volunteer per active competition area, plus separate people for registration, weigh-in, first aid support, changing rooms and announcements. Add a rota with overlapping shifts of 2 to 3 hours so no station is left unattended.
What should I print for a karate tournament?: Print the participant list, match cards and certificates at least 1 day before the event, with a small spare set of blank certificates and match paperwork. Keep the files on the laptop as backups and test the printer before arriving at the hall.

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.