Pre-Tournament Checklist

• UJSF Sanction number: ______________
  • [  ] Sanction Form Filled out and faxed to National Office
• Time Line:
• 6 Weeks before Tournament
• [  ] Process USJF Tournament Sanction
• [  ] Order Custom Medals
• Team Trophy
• [  ] Notification of return of Team Trophy
• [  ] Prepare name plates for previous winners on Team Trophy
• 4 Weeks before Tournament
• [  ] Duplicating
• 3 Weeks before Tournament
• [  ] Mail out Entryforms
• [  ] Prepare Students for Tournament Management
• [  ] Letter to Chancellor regarding Tournament
• 2 Weeks before Tournament
• [  ] Assignment of Responsibilities
• 1 Week before Tournament
• [  ] Confirm Responsibilities
• Duplicating
  • Entryforms
  • [  ] Regular: 200 ea.
  • [  ] Team: 50 ea.
  • [  ] Liability waiver with Pool Info: 200 ea.
• General
  • [  ] Local Rules: 50 ea.
  • [  ] General Information on Judo (Brochure) new
  • [  ] USJF Membership: 75 ea.
  • [  ] Signs: Gym, Registration, Officials Lunch Room, Gym arrows, Checks Payable to, Only USJF New Membership, Must show Membership Cards
  • [  ] Pools: (3, 4, 5, 6, 7, 8): 30 ea.
  • [  ] Team Elimination System, 20 ea.
  • [  ] Team Recorder Sheets: 20 ea.
  • [  ] Medical Report form: 20 ea.
  • [  ] Referee index cards: Yellow-3.5
  • [  ] Paper clips
  • [  ] Interdepartmental Envelops: Final Pools
• Entry Forms Mail out
  • [  ] Mail address labels
  • [  ] Stuff Envelopes
  • [  ] Deposit to CCSF Mail Room
• Head Table:
  • [  ] Assigned to:
    • [  ] Opening Address Tournament
• Keys
  • [  ] Tournament Director: In control of all Keys
  • [  ] Pool Director
  • [  ] Floor Manager: (Scorekeepers/Timers/Pool Recorders)
  • [  ] Concession Room
• Sheets
  • [  ] Table Clothes Clean for Tables and Boxed
• Banners
  • [  ] CCSF Banner
  • [  ] WWW.ccsfjudo.org
    • Hang on the Ropes 4 ea., middle of Gym.
• Head Table
  • [  ] Table Cloth
• Black Notebook Completed: Head Table
• [  ] Medical Forms (Blank) 10 ea.
• [  ] Entry Forms (Blank) 10 ea.
• [  ] Pools sheets (3,4,5,6,7,8) 7 ea.
• [  ] General Information on tournament procedures
• PA Microphone
• [  ] Briefcase set: Located in Equipment Room-Judo Locker
• Office Supplies
• [  ] Manila Envelop for Awarded Pool Sheets
• [  ] Stapler/paper clips
• [  ] Walkie-talkie
• [  ] Garbage Bags
• Timer Boxes
  • [  ] 4 Pencils: Sharpen
  • [  ] Duck Tape
  • [  ] Paper Towels
  • [  ] Flags: 3 sets
  • [  ] Tubes for Hantei
  • [  ] Signs for Mat #
  • [  ] Clocks check: Functioning Correctly
• Extension cords:
• [  ] Short Black-Timer cord
• [  ] Long Red
• Osaekomi Signs:
• [  ] Koka
• [  ] Yuko
• [  ] Wazari
• [  ] Time
• [  ] Osaekomi
• [  ] Bean bag
• [  ] Red Sash
• Black Notebooks: Timer box
• [  ] Medical Forms (Blank): 10 ea.
• [  ] Entry Forms (Blank): 10 ea.
• [  ] Match indicators (green/red) (Plastic bag)
• [  ] Pools sheets (3,4,5,6,7,8): 5 of ea.
• [  ] Team Tournament Elimination 5 ea.
• [  ] Team Recorder Sheets:   5 ea.
• [  ] General Information on tournament procedures
• Gym-Door Stoppers
  • [  ] Cut triangles for door stoppers – Store in mat room closet
  • [  ] Men’s Locker-room
  • [  ] Gym doors: Main Gym
  • [  ] Gym doors: Entrance
• Scoreboard ready
  • [  ] Anything needs to be fixed
  • [  ] Labels For modified team tournament elimination system
    • Ippons, Wazari, Blank Rectangle

Responsibilities Assignments

• Tournament Director:
• 2^nd Tournament Director:
• Pool Coordinator:
• [  ] Arrangement of the Pools
• 3^rd Tournament Director:
• Pool Writer coordinator
• [  ] Directs the Pool Writers: Proper placement of contestants on Pool Sheets
• Mat Setup and Breakdown:
• [  ] Assist the Set up Coordinator:
• [  ] Coordinate the Return of all Equipment to original place
• Announcer:
• [ ] Introduction Speech (see tournament intro speech)
• Awards:
• [  ] Presenter of Awards
• Floor Coordinator
• [  ] Arrange, Coordinate and assign personnel for Scoring Tables
• Tournament ID Badges
• [  ] Person in Charge for giving out badges
• [  ] Meal Tickets to those only working.
• Registration Coordinator:
• [  ] Coordinates the Registration Process
• Setup Coordinator:
• [  ] S-Gym Coordinator for Tournament
• Weigh-in Coordinator:
• [  ] Coordinates and conducts the weigh-in process

Setup (Day before) Tournament Checklist: Saturday

• Mat Room
• Tables & Chairs
  • [  ] All Tables: Long Tables go downstairs
  • 2 Tables to Officials Lunch Room
    • 4 Tables to Concession Room
  • [  ] All Tables: Short Brown Tables to Gym
    • Placed on the nearest bleachers side
  • [  ] All Chairs down and wiped clean (dusted)
    • Placed on the nearest bleachers side
• Tatami
  • [  ] Take out Tatami and placed in Gym.- PLACED AT FAR END OF GYM
  • [  ] 4 Green Foldaway mats placed on both ends of the gym
• Award Podium
  • [  ] Podium (located in closet) taken out and placed in the far side of gym
• Speakers
  • [  ] Take speakers down and placed in Gym
    • Placed on the highest bleacher seat at both ends.  Look for labels on bleachers
• Stage
  • [  ] Place portable stage on opposite side of spectator’s bleachers
    • Place stage in the center directly against the bleacher
  • [  ] 3 portable platforms placed on portable stage.
• Standards (wood)
  • [  ] 3-4 Standards, Placed around timer tables
  • [  ] Rope used to quarantine score table area
  • See layout
• Main Gym (see: Main Gym Layout)
• Mat Layout:
  • [  ] Green fold-away mats
  • [  ] Tatami’s placement: Far end-See sticker on Wall
    • [  ] See Layout
• Tables:
  • [  ] Tables set according to mat layouts
  • [  ] Table clothes placed on tables
  • [  ] Set up Timer and plug in electrical
  • [  ] Set up Scoreboard
  • [  ] See Table Layout
• Scoreboards
  • [  ] Handles removed and place in Notebooks/Timer box
• Timer Boxes
  • [  ] Timers setup (electrical connections)
  • [  ] Scoreboards setup (handles taken off)
  • [  ] Empty Timer boxes placed back into Mat Room
• Bleachers
  • [  ] One set of Bleachers (spectators) Pulled Out
  • Use Yellow Electrical Switch:
• Stage: Head Table—Announcer: ___________________
  • [  ] Prepared speech/Opening Address
  • [  ] One Stage Section Setup: Opposite side of Spectators Bleachers (centered)
  • [  ] Platforms placed on Stage
  • [  ] 4 Stairs placed on Stage
  • [  ] 1 Table placed on Stage
  • [  ] 1 Table Cloth
• PA System
  • [  ] Pa system (briefcase)
  • [  ] Hook up two microphones: Wireless and Regular Plug In
    • [  ] Wireless batteries Good?
  • [  ] Connect speakers from Mat Room
  • [  ] Place speakers on either end of the bleachers: Layout Description w/pictures
• Communication
  • [  ] Communication with walkie-talkie, batteries.
• Signs
  • [  ] All signs up
  • [  ] Gym
  • [  ] Registration
  • [  ] Coaches Chair
  • [  ] Concession Room
  • [  ] Officials Lunch Room
  • [  ] Womens Restroom
• Awards
  • [  ] Coordinator: ______________________
  • [  ] Assistant: ______________________
  • [  ] Medals ready
  • [  ] Medals layout: (see: Gym Medal Layout Area)
  • [  ] Medals placed out on long narrow table.
• Officials Lunch Room
  • [  ] See Layout description
  • [  ] Two tables in front
  • [  ] Desk arrange in Classroom Style
  • [  ] Semi circle: arrangement after the officials meeting is over.
  • [  ] Hall way area
  • [  ] Chairs arrange and clean
  • [  ] Side door is open so we can mover around
  • [  ] Officials Lunch Room Sign on Front Door
• Concession Room
  • [  ] See Layout
  • [  ] Move equipment according to layout
  • [  ] Ice in Bucket
  • [  ] Water in bucket
• Registration Area
  • [  ] See Layout
• Training Room
  • [  ] Tall table, place according to layout description
  • [  ] Small flat one for reg.
  • [  ] 3 Chairs for Registration People
  • [  ] Place appropriate signage, so people can see when completing registration or entering the S-gym
    • Checks Payable to
    • Registration
    • Please show membership cards
    • No cards, purchase USJF membership, etc.
• Pool Room
  • [  ] All Tables Clear
  • [  ] Folders of Pools on Table
  • [  ] Pens and Pencils on Table
  • [  ] Paper Clips on Table
  • [  ] Office Areas: prepared for pool writers
  • [  ] Pool Writer: ________________________________
  • [  ] Pool Writer: ________________________________
  • [  ] Pool Writer: ________________________________
• Medical
  • [  ] Medical Personnel: ___________________
  • [  ] Spray Bleach Bottle and paper towels
  • [  ] Bio-Hazard disposal can
  • [  ] Medical Supplies
    • Tape 5 Rolls
    • Ice bags prepared: 10 ea.
    • Plastic bags
  • [  ] Medical Table Area
• Weigh-In
  • [  ] Coordinator: _______________
  • [  ] see layout: Placement of scales
  • [  ] Scale calibrated: Use small 5 lb. weight from weight room
  • [  ] Familiar with weigh-in procedures
• Garbage Bags: Around Bleacher area
• Placement
• Concession Room
• Officials Lunch Room

Final Setup checkup

• [  ] Test all systems
  • [  ] Check all rooms according to specifications
  • [  ] Check all Sign placements
  • [  ] Areas Cleared for tournament day

 Day of Tournament Checklist

• Morning: 7:50 to 8:15 am
  • [  ] Door are unlock, lights are on.
  • [  ] Gym, doors unlock, Block and open: Front and back doors
  • [  ] Back door unlock, Open
  • [  ] Mat room area lock and secure,
  • [  ] Chairs ready, for Registration
  • [  ] Assistants have keys
  • [  ] Walkie Talkie
    • Tournament Director
    • 2^nd Tournament Director
    • Pool coordinator
    • ScoreTable coordinator
    • Registration Coordinator
• Registration Area
  • [  ] Registration: Coordinator- __________
• Forms
  • [  ] Entry Forms on Registration Desk
  • [  ] USJF Membership
  • [  ] Registration Procedure
  • [  ] Pens are out,
  • [  ] Sign are up,
  • [  ] Desk is ready,
  • [  ] Money cash box to Team Leader
  • [  ] Walkie talkie
• Weigh-Ins
  • [  ] Weight-in: Coordinator- _______________
    • [  ] Familiar with weigh-in procedure
    • [  ] Weigh In Responsibility Info Sheet
    • [  ] Two scales: Placed out/if not the night before
• Officials Lunch Room
  • [  ] Official lunch room any changes
  • [  ] Doors Open
  • [  ] Layout Correct.
  • [  ] Signs Up
• Pool Room
  • [  ] Pools being laid out according to procedure
  • [  ] Office Doors Open:– Pool Writers
  • [  ] Pooling tables clear: of extraneous material
  • [  ] Communication Gear distributed
• Concession room,
  • [  ] Doors unlock, mother need anything. Ice ready
  • [  ] Concession room doors: open
  • [  ] Ice and water available in bucket:
• Personnel is here
  • [  ] Who is working
  • [  ] Check in with 2^nd Tournament Director
• Check in with Score Table Coordinator:
• [  ] Badge distribution in Main Gym:
• Score tables Coordinator
  • [  ] Pools Coordinator
  • [  ] Coordinate CCSF people and rotation
    • 45 min segments, if we have the people
  • [  ] Coordinate personnel for individuals participating in individual competition at 12:00
    • to take their places. At their two tables Timer and scoreboard and pools ready
  • [  ] Same for score boards and timers.
• Meal tickets
• [  ] One meal ticket per person, 11:30 am, 20 minute break
• [  ] Rotation;
• Modify changes for team tournaments and Senior White belt competition
• [  ] Ippon and Wazari stickers on Scoreboards
• [  ] Inform the Referee of the Change
• Awards:
  • [  ] Coordinator: ___________________________
  • [  ] Double Check Pool sheets for accuracy
  • [  ] Awards presented to 1^st, 2^nd, 3^rd. and participation awards to all contestants
  • [  ] Who helps in presentation of awards, double-check the math and winner. 
  • [  ] Announce the winners of awards, double check the wins. Presenter proper protocol.

Mid Morning: 9:00 am – 9:30 am (Correct any Problems)

• [  ] Concession Room
• [  ] Pool Room
• [  ] Officials Lunch Room
• [  ] Registration Area
• [  ] Weigh In Area
• [  ] CCSF students can put their backpacks in the hallway of the office area.

9:30 am: Officials Meeting

• [  ] Handout of Local Rules
• [  ] Welcome Address by Mitchell Palacio
• [  ] Introduction of Student Tournament Directors
• [  ] Return to assigned responsibilities
• [  ] Q&A on Local Rules
• [  ] Introduction of Head Referee

10:00 am: Start of Tournament

• [  ] Line up contestants facing Joseki
• [  ] Line up Referee’s
• [  ] Official Bow in
• [  ] Welcome address to CCSF Judo tournament: Announcer
• [  ] Introduction of any special guest
• [  ] Bow out
• [  ] Contestants to bleacher
• [  ] Referee and timers/scorekeeper take their position
• [  ] Call the first Pools

Afternoon: 11:30 am – 12:30 pm (Correct any Problems)

• [  ] Gym
• [  ] Officials Lunch Room
• [  ] Concession Room
• [  ] Office (Pool Area) Locked and straighten up
• [  ] Weigh-in Equipment put away
• [  ] Close Registration

Late Afternoon: 3:30 pm – 4:30 pm

• [  ] Mat Room: Breakout Timer Boxes
• [  ] Organize Completed Pool’s
• [  ] Collect Communication Equipment: (Walkie-talkie)
• [  ] Inform Concession Room: Estimate Time the Tournament will end.

Post Tournament Checklist

• Mat Room
• Up in Storage
• [  ] All Tables: Short & Long Tables go upstairs in Storage (see layout for Storage Placement)
• [  ] All Chairs go upstairs: (see layout for Storage Placement)
• [  ] Fold away Mats
• [  ] Standards (wood)
• [  ] Rope return to plastic bin
• [  ] Fold all Table clothes placed in plastic bins
• [  ] Return Scoreboards with Handles replaced: See layout
• Timer Boxes
• [  ] Timers boxes
• [  ] Electrical Connections return to plastic Box
• Tatami
• [  ] Tatami’s return to Storage
• [  ] Two people carry Mats: Don’t bent them.
• Award Podium
• [  ] Return Podium to the top corner of the Tatami Storage
• Speakers
• [  ] Return and re-hook speakers back in the Mat room
• Stage
• [  ] Return portable stage back in mat room
• [  ] Return portable platforms
• Bleachers
• [  ] Bleacher return to Normal Position
• [  ] Gym swept.
• PA System
• [  ] Pa system (briefcase) returned to briefcase and placed in equipment room (downstairs)
• Communication
• [  ] Walkie-talkie returned to bag with batteries.
• Awards
• [  ] Inventory the left over
• [  ] Box them on the metal shelf.
• Score tables
• [  ] How many CCSF People help scorekeeper, pool, time: ____________
• [  ] All timer box notebooks refilled
• Pool Room
• [  ] Every place Clean and replace to original position
• Concession Room
• Officials Lunch Room
• Registration & Weigh in Area
• [  ] Scales replaced in Equipment Room
• All Doors Lock

Final Breakdown:

• [  ] Locker Room Clean and restore
• [  ] All Signs off taken down
• [  ] All garbage taken to dump

Final Report: Next Day- Tournament Director

• [  ] Names of people injured (summary)
• [  ] Copies of Injury Reports
• [  ] Summarize the reports from your respective Team Leaders
• Awards Coordinator:________________________
• Score Coordinator: _________________________
• Pool Coordinator: __________________________
• Registration: ______________
• ________________
• Weigh-In coordinator: ______________________
• Setup Coordinator: _________________________