Before the grading

Gup gradings normally begin at 6.30pm. The class prior, held at 5.30pm, will need to finish slightly early to allow students and families to transition in and out of the venue. Once the grading date is confirmed, contact the 5.30pm instructors and politely remind them that their class should finish by around 6.15pm.

The venue needs to be set up in advance. Arrange with one of the 5.30pm or 6.30pm classes the day before to bring chairs downstairs and arrange ample seating for the public.

On the day, prepare a main table at the front, typically aligned near the opening of the curtains (depending on grading size), with a tablecloth and three or four chairs. Only use the blue chairs to avoid damaging the mats.

Provide bottled water, glasses, and light refreshments for the head table for instructors and any guests. Set up a separate group of blue chairs off to the side for marshals.

Ensure all required equipment is available, including correct positioning of breaking machines if needed.

Arrange sufficient marshals to assist, including running the warm-up prior to the scheduled start time. This may involve contacting local black belts via email or text to confirm attendance. Ideally, reach out to them personally where possible.

Reserve a car park for the examiner and instructors, and ensure someone is ready to greet the examiner on arrival.

Before the grading begins, carry out a quick head count to confirm all gradees are present. Ask members to check their name on the whiteboard at the venue entrance, and confirm with Rachel if anyone appears to be missing.

Ensure all gradees are in correct dobok and are presentable. Conduct a uniform inspection prior to the examiner’s arrival. No coloured T-shirts or jewellery should be worn.

The start of grading

Instructors should wear appropriate attire, such as a suit and tie or dobok. Marshals should be in dobok.

At approximately 6.20pm, the senior black belt should lead a short warm-up. All black belts should line up and participate. Instructors and assistant instructors should wait at the rear of the venue for the examiner.

At 6.30pm, the senior black belt calls the group to attention as the examiner and instructors walk to the front. The normal bow-in procedure is then carried out.

The host introduces the examiner, followed by the instructors, and formally welcomes everyone to the grading. Ensure all titles are used correctly. Any housekeeping notices can also be given at this time.

Instructors and assistant instructors are then seated at the front near the head table, with marshals seated to the side.

During the grading

The host should remain available for any questions from students or parents. Keep an eye on proceedings in case assistance is needed with equipment, first aid, or other matters.

Monitor public areas such as the foyer and toilets to ensure they remain clean and tidy.

After the grading

The examiner will usually give a short speech at the conclusion of the grading. No further formalities are required unless you have an announcement to make. Be available to assist as members and families depart.

Once the grading has finished, pack away all equipment, chairs, tables, and other items. Remove any rubbish, and arrange cleaning of the tablecloth if required.