Taekwondo Tournament Checklist

A taekwondo tournament depends on precise timings, enough officials, and equipment that is ready before the first match. Start by confirming the date, sports hall, rules, referees, and registration process, then build the competition schedule from the confirmed entries. In the final week, check participant details, prepare medals and match paperwork, brief volunteers, and test announcements. This checklist also covers the details that are often left until the last minute, including first aid, dietary requirements, changing areas, power, and seating.

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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
Record the tournament rules
3 people
Send invitations
2 people
Open registration form
2 people
Contact referees
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Reserve the sports hall
Reserve competition mats
Arrange first aid coverage
2 people
Publish the tournament schedule
2 people
Make the competition schedule
3 people
Order bib numbers and wristbands
Order prizes and medals
Book catering
2 people
Test music and announcements
2 people
Check participant details
2 people
Prepare a volunteer briefing
Confirm participants
2 people
Do the shopping
3 people
Collect materials
3 people
Print match schedule
2 people
Sort medals and prizes
2 people
Set up tables and chairs
6 people
Lay out the competition mats
6 people
Set up the jury tables
3 people
Set up registration desk
3 people
Set up the PA system
2 people
Set up the catering buffet
4 people
Hang up signage
2 people
Check changing rooms
2 people
Set up first aid table
2 people
Give volunteer briefing
3 people
Give referee briefing
4 people
Prepare registration materials
2 people

Event

Register participants
4 people
Check weight and category
4 people
Support the opening ceremony
3 people
Supervise races
12 people
Record race results
3 people
Guide audience to seats
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Replenish sandwiches and fruit
2 people
Check the waste and tables
2 people
Announce breaks
Announce finalists
2 people
Assist with the finals
10 people
Present medals
4 people
Deliver the closing speech
2 people
See participants off
3 people

Aftercare

Clear away competition mats
6 people
Take down tables and chairs
5 people
Clean up catering
3 people
Collect waste
3 people
Clean changing rooms
3 people
Leave the sports hall clean
4 people
Publish results
2 people
Send thank-you message
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect expense claims and invoices
2 people

What to bring

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

Sports equipment

Competition matsqty 4
Coach seatsqty 8
Scoreboardsqty 4
Hand tally countersqty 12
Stopwatchesqty 6
Red race vestsqty 20
Blue competition vestsqty 20
Head protectorsqty 20
Breast padsqty 20
Arm guardsqty 20
Shin guardsqty 20
Stair cushionsqty 8
Spare tiresqty 20
Bib numbersqty 150
Wristbandsqty 300
Medalsqty 120
Cupsqty 12
Certificate foldersqty 150

Furniture

Tablesqty 12
Chairsqty 80
Changing room benchesqty 12
Waste binsqty 10

Equipment

Laptopqty 3
Printersqty 2
PA system
Microphonesqty 3
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Decorations

Bannersqty 8
Directional signsqty 12
Name badgesqty 40
Tableclothsqty 12

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 8
Disinfectant sprayqty 6
First aid kitsqty 2
Glovesqty 4

Lighting

Battery lanternsqty 6

Groceries

Groceries

Tips

Confirm the sports hall and competition mats before opening registration. You need the confirmed floor layout to decide how many rings, tables, chairs, coach seats, and scoreboards can fit safely.
Set a firm registration deadline and process entries before making the competition schedule. Check names, divisions, dietary requirements, and participant confirmations at least 3–5 days before the tournament.
Contact referees and recruit volunteers early enough to cover registration, scoring, announcements, first aid support, equipment changes, and the medal ceremony. Give every volunteer a written briefing before doors open.
Test the PA system, microphones, laptop, printers, extension cords, and power strips in the hall before tournament day. Bring rechargeable power banks and printed match schedules so a power or printer problem does not stop check-in.
Sort medals, prizes, bib numbers, wristbands, protective equipment, and paperwork into clearly labelled groups before setup. Keep spare safety equipment and a visible first aid point accessible throughout the tournament.

Frequently asked questions

How far in advance should I organise a taekwondo tournament?: Start planning at least 8–12 weeks before the tournament. Confirm the date, venue, rules, referees, registration process, mats, first aid coverage, and catering during the first few weeks.
When should taekwondo tournament registration close?: Close registration 7–10 days before the event if possible. This leaves enough time to verify participant details, create divisions, confirm competitors, and publish a workable schedule.
How many volunteers do I need for a taekwondo tournament?: Plan for at least 1 volunteer per competition area, plus separate people for check-in, announcements, equipment, refreshments, and medals. For a small event, begin with 8–12 volunteers and increase that number for multiple rings.
What equipment should I prepare for a taekwondo tournament?: Prepare the competition mats, scoreboards, hand tally counters, stopwatches, protective equipment, tables, chairs, changing-room benches, and a PA system. Check everything 1–2 days before the event and keep spare power and printed schedules available.

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.