APPENDIX

CHECKLIST FOR JUDO SHIAI OPERATIONS

The checklist that follows has been used successfully for the past number of years. Although we have adhered to this list, it is possible for you to modify the list according to your own needs; i.e. the size of your tournament or the location of your tournament.

People

The successful Shiai depends upon your organization and the number of volunteers. Organizing your Shiai months or weeks ahead of the Shiai date eliminates almost all of your problems the day of the Shiai. Remember to place the volunteers in positions where they feel confident. This will eliminate a lot of problems. Bear in mind also that you must have confidence in the volunteer.

Here is a list of the positions that should be filled and a brief explanation with each position:

1.Shiai Director: May appoint someone with the authority and the knowledge who will assist with the overall responsibility of the Shiai. However, the Shiai Director has the ultimate responsibility for ensuring adherence to the Judo Ontario Shiai Standards and Events Policy.

2.Shiai Co-ordinator: Working with the Director, the Co-ordinator organizes committees, secures necessary equipment, and on the day of the Shiai, handles little crises before they become large ones. (It is important that both the Director and the Co-ordinator assume no other jobs during the day of the Shiai).

3.Registrar: If pre-registration is involved, it is a good idea to have just one person responsible for ALL registrations. This will prevent any possible misplaced forms and monies. This person must be flexible to accommodate the many different ways of filling out forms and methods of registration.

4.Treasurer and Accountant: It is important to have one person responsible for all monies, both incoming and outgoing so that after the tournament is finished, you can see where under or over- spending occurred.

5.Public Relations: A large Shiai should receive publicity from the press. It is one way of attracting new judoka and may assist in obtaining sponsors. Free announcements are available from many radio and TV stations. The key to successful publicity is advance notice, and persistence when working with the press. If a local judoka is competing, and he/she has received some special position or placing in judo, make the press aware of this. Invite some person who is recognized -be it government, city hall, TV personality, or an athlete from another sport--to participate in some manner in your Shiai(opening ceremonies, or medal presentations. Give some bulletins, describing your tournament, to your club members and have them distribute the bulletins in the neighbourhood where they live. A judo photo and a one-line message are the best for newspaper coverage. 6.Volunteer Organizer: Who will work with the Director and the Co-ordinator in filling up all the positions available for volunteers. This person will also co-ordinate the movement of volunteers during the actual Shiai. If possible, have a list prepared letting the volunteers know where and when they are expected to assist. 7. Food/concession Organizer: if you have the option of operating a food concession, and are able to have the food donated, the food concession could become one of the better money making areas. Actually, two people should be assigned to this position, one responsible for the concession operation, and the second person responsible for the food room for the volunteers and the officials. If it is difficult to do the above, see if some local church or school organization would be willing to do the catering.

8. Medical People: A must regardless of the size of the event. Although this might sound a bit far- fetched, but for the smaller communities, you might want to alert the hospital to ensure they will know where staff might be available to treat injuries. There are specific provisions in the Sanction Package on the requirements for medical personnel.

9.Weigh Scale Officials: A minimum of two people will be required to perform this job. One must be male, the second person a female. They must ensure a contestant’s weight falls between the upper and lower limits for the respective weight division. As this sometimes requires "stripped" weight, the weigh-in area must provide for privacy when needed.

10.Ticket/T-shirt Sales: This position should be filled by someone who will be willing to stay at the job and not want to leave to watch a special competitor.

11.Master of Ceremonies: This person will handle all introductions, general announcements, etc. Ensure this person does have a voice that will carry well over the public address system. It should be an individual who has some knowledge of judo.

12.Mat Side Co-ordinator: This person concentrates on the volunteers performing mat side duties. He/she must be able to spot potential mistakes in the draws and make necessary corrections, and also ensures that the mat side workers receive sufficient breaks.

13.Drawmaster: A person who initially makes up all the draws, placing emphasis on ensuring fellow club members are not fighting each other on the first fight, or where possible, first few fights.

14.Accommodations Co-ordinator: Will ensure that proper accommodations can be available for out of town participants. Having all judoka staying at the same place promotes comradeship off the mat. Try to choose a hotel that is close to the tournament site. Sports rates are usually available at most hotels.

15.Referee-in-Chief. Will assist all the officials in the performance of their duties as referees and judges.

16.Mat-side Workers:

a. Timers: A minimum of two people per mat area are required, the first person to look after match duration, and the second person to look after holddowns and injury recording.

b. Scoreboard Attendants: A good concept for these positions is to rotate the experienced people or competitors through this position. By doing so, you are ensuring top-flight personnel manning the scoreboards, so scoring errors will be at an absolute minimum.

Page 2 of 7 Both of the above positions require people who have a thorough knowledge of judo.

c. Draw Sheet Attendant: This is the person who will make your Shiai appear to run very smoothly without having mat areas stand vacant. The person must be able to handle two or three separate weight pools at the same time.

d. Mat Announcer: As with the Master of Ceremonies, this person must have a voice that carries through the public address system, as well as ensuring that the draw sheet attendant for that particular mat has not erred in the selection of the next round of fighters. (i.e. a mistake in the names or calling one of the fighters back to the fighting area too quickly after his last fight).

17.Awards Organizer: One person should be designated to arrange for the awards medals, trophies, ribbons, etc. This person would also be responsible for arranging for any sponsors for the awards. He/she will need guidance on what to spend for the award and any engraving that goes on them. As a minimum, take care that the award specifies as having been won at your tournament.

Equipment

If you have insufficient equipment to run a Shiai, call the other judo clubs in your area to see if you can borrow or rent their equipment. It is convenient to make a travelling chest that will contain all the necessary equipment (i.e. flags, sashes, beanbags, etc.). By doing so, you will be able to check at a glance if you are missing any equipment as you will always know where the equipment is located.

Here is a list of the minimum equipment necessary to run ONE mat area:

1. Flags: 3 blue, 3 white (For Referees), 1 yellow, 1 green (for timekeepers).

2. Sashes: A minimum of 4 blue and 4 white sashes in a variety of sizes (although only two sashes of each colour are really needed, sashes easily become misplaced). For a physical description of sashes, consult the IJF Contest Rules. Competitors are encouraged to bring their own sashes (Highlight in the flyer)

3. Paddles: 1 yuko, 1 waza-ari (on the back of each paddle, print the required holddown times for that paddle).

4. Time Signal Device: An audible device. Some visible signalling device, such as a beanbag, should be available in case of equipment failure.

5. Visual Timer: Flip cards showing 5, 4, 3, 2, 1 minutes and 30 seconds are necessary to show time remaining in the match.

6. Scoreboard: Recent changes in the rules have changed the scoreboards. If in doubt, contact the Technical Committee Chairman.

7. Stop watches: a minimum of two OR use one of the electronic judo timers. Stopwatches are required to back up electronic timers. You will find that the younger people are more responsive to the electronic judo timer than the stop watches, as the timer will signal all hold-down points, match termination, and all the volunteer has to do is press a few buttons. Errors in timing are Page 3 of 7 significantly reduced with the use of the electronic timers. However, electronic timers have been known to malfunction, so stopwatches must be provided as backup.

8. Chairs: Two chairs with runner legs for the judges on the mat. (In the general area of tables and chairs, you will require a table and chairs for the head table, scoreboard, timers, and drawsheet people and, if possible, chairs for the competitors to use.) Where chairs with runner legs are not available, chair legs must be padded to a sufficient degree to prevent damage to the mats.

9. Weigh Scales: If you are using two separate areas (one for the men and one for the women), two scales will be required. We have found that there generally is less discussion about the accuracy of the weigh scale if the scale is a digital read out scale. Avoid the use of home bathroom scales.

10. Tatami: For all Provincial and International events the tatami must be regulation tatami. For Dojo and Regional events, regulation tatami is highly recommended. Where it is no possible, suitable tatami/mats may be substituted. The Chief Official for the Shiai must provide a site inspection and sign off on the tatami/mats being used.

Miscellaneous: Sticky pads, duct tape, blue, yellow, and white tape, pens, draw sheets.

Activities

Listed below are some of the necessary activities that must happen prior to the tournament.

Shiai Sanction:

To ensure that the anticipated contestants will be available for your tournament, and there is no conflict with any other club that has the Shiai date already in place and has the announcements in the mail. It would be worthwhile to confirm that the building where you wish to hold your tournament is available for that date prior to requesting sanction. The sanction package provides for time limits for this application.

Shiai Location

Ensure that the Shiai site will satisfy the requirements for: a. fighting area; b. spectator seating area; c. competitor seating area; d. change rooms and showers; e. concession stand; f. officials’ resting room. g. injury room; h. adequate parking; i. easy accessibility for out-of-towners;

Invitations/Announcements

These should be sent out in stages. The first stage could just include a one page notice advising everyone when, where, and who can compete. This can be sent out the day that you receive sanction for your Shiai, Page 4 of 7 and if necessary, have confirmed a-block booking for a hotel, say two or three months in advance.

The second stage can include the application form. Have a regular form prepared that can be re- used for following Shiai. Things to include on the form are: a. closing date; b. registration fee; c. late registration fee; d. mailing address for the tournament registrar; e. phone numbers for the: i. Shiai Director; ii. Shiai Co-ordinator; iii. Shiai Registrar. f. indication that the form may be reproduced; g. competitors' behaviour clause; h. Waiver/consent clause - only those forms approved by Judo Ontario may be used. i. Parents/guardians clause - only those forms approved by Judo Ontario may be used. j. contestant information blanks: i. last name; ii. first name and middle initial; iii. date of birth; iv. age as of a specified date; v. sex; vi. rank; vii. mailing address; viii. provincial/state judo association; ix. approximate present weight; x. weight division desired; xi. age group desired; xii. judo club; xiii. adult responsible for judoka; xiv. coach's name and phone number; xv. place for "anyone willing to work at tournament".

It would also be a good idea to include a blank for the competitor's health care number (voluntary). A spot to include the competitor's judo passport number may assist in confirming competitor's membership.

Along with the application form, include the following information: a. Weight divisions for each category; b. Awards and special awards can be announced; c. indicate what particular draw system you will be using; d. Indicate who your Chief Referee (as well the minimum referee certification) and Technical Advisor are; e. Confirm where lodging may be obtained, and if possible, a simple map showing where the hotel and tournament site are located in your city; f. Specify just who is eligible for your tournament and how that eligibility will be confirmed (i.e. judo passport, birth certificate); g. Indicate the registration fees and include who to make the cheque out to; h. indicate where and when weigh-ins will occur for each group or category; If possible, specify when individual groups will compete (just indicate approximate times); Page 5 of 7 i. Be sure that the weigh-in time and place are NOT part of the mail-in registration. j. Last but not least, specify that the Shiai Director has the right to make any changes in the rules for the best interest of the competitors. Bear in mind, however, that the change cannot be in contravention of the Rules for Sanctioned Events.

The third and final stage for the invitations would be to send out a second one-page notice reminding everyone about your Shiai and specify any changes that may have to occur. This should be done a minimum of two weeks before the Shiai date.

Hotel

If you anticipate a large group of out of town competitors, try to block book a number of hotel rooms. By doing so, you may be able to secure a reduced rate, and possibly secure a complimentary room to hold initial weigh-ins the night before the Shiai. By doing this, the Shiai site will be free to set up mats. The competitors enjoy staying together and often spend a very enjoyable evening with fellow judoka. The adults also have been known to spend a pleasurable evening together as well.

Activities the Week Before the Shiai

Call a final meeting as early as possible to ensure that there are no last-minute hitches with the volunteers. Ensure they all know the job they will be doing the day of the Shiai, and if necessary, make any last minute changes.

Activities the Day Before the Shiai

Emphasis should be placed on getting as much set up as possible. All your judoka can participate the day before in placing mats, tables, chairs and equipment. Your volunteers will probably like to see what they are getting into as well. Meet with the out of town coaches to ensure there are no last minute changes in their list of competitors, and that they are satisfied with their accommodation. If you are having a preliminary weigh-in for your first category the night before the Shiai, you will find that the 'crunch' is avoided the hour before the start of the Shiai, and things will move more smoothly at the start. Ensure all electronic equipment and public address systems are working. This will avoid embarrassing delays in the start of the Shiai

Activities the Day of the Shiai

Prior to the start of the Shiai, ensure the weigh-in room is large enough to accommodate all the competitors who will be standing in line. Close the weigh-in at least an hour before that category will compete. This will allow the draw sheets to be made up without any pressure.

Have the Shiai Director available to discuss any concerns with any coaches prior to the start of the tournament. It would be a good idea to have the Registrar assist with the weigh-in. No group of competitors should have to use separate scales, although scales may be different for the different groups or categories. If possible, allow the competitors a chance to 'see' how their weight compares to what the scale reads. At the posted time, just prior to the Shiai the Chief Referee should call a meeting with the referees to discuss technical points about competing. It would also be wise for the Chief Referee to put up a list of referee teams. Have some kind of board available so these teams may be outlined. The Volunteer Co- ordinator can call his mat side teams together for a last minute discussion to settle any jitters or problems. Page 6 of 7 The Chief Referee should also consider meeting with the medical staff to ensure they understand that the contest rules restrict treatment of injuries during a contest and that they should follow the directions of the on-mat officials to avoid problems.

Drawsheets

Ensure that the volunteers who are running the draw sheets are aware that any alterations from the intended drawsheet plans are discussed with the Technical Co-ordinator before they are instituted. The Draw Master should check out the draw sheets after the pools have been finished to ensure there are no mistakes in the draws and medal presentation. Coaches and contestants get very upset when the contestants must fight their own club member or one from the same city in the first couple of rounds.

Suggested Match Elimination

Individual competition – Round robin competition is used for divisions of up to 5 competitors. POOL System for any division with 6 or more contestants. Where there are 2 contestants, best of three matches. For round robin competition, a tie-breaking procedure should be established in advance in case of ties.

Starting at 8 contestants the tournament system varies pending the age division: juniors and younger – modified double elimination; seniors double repecharge system or as per the new IJF regulation – single elimination system.

Award Presentations

Where possible, prepare a separate list for the person who will be doing the announcing for the award presentations. On this list, include who will be presenting the awards and what competitor placed, along with the competitor's club and city.

Opening Ceremonies

This is largely a matter of taste. It is beneficial to introduce officials in the opening ceremonies, so people will know who to go to for any small or large problems. The National Anthem may be played at the opening ceremony. The dignitary you have invited to the tournament can say a few words of welcome to the spectators and competitors.

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