Before the grading

• Gup gradings normally begin at 6.15pm. The venue needs to be set up in advance. Arrange for some help to set up the chairs so that there is ample seating for the public.
• On the day, prepare a main table at the front on the stage, with a tablecloth and three or four chairs. Extra chairs can be set off to the side of the table.
• Provide bottled water, glasses, and light refreshments for the head table for instructors and any guests. Set up a separate group of chairs down on the floor 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 assigned to greet the examiner and any guests on arrival. 
• Confirm which clubs will be attending and identify the instructors representing each club. Prepare a professional introduction, ensuring all titles are correct.
• If any senior is attending as a stand-in for their instructor, make sure you are aware in advance and know how to introduce them appropriately.
• Ensure all visiting instructors have the gate code prior to arrival.
• Before the grading begins, 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 6.05pm, the senior black belt should lead a short warm-up. All black belts should line up and participate. Instructors should wait at the rear of the venue.
• At 6.15pm, 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 (you) 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 on the stage, with marshals seated down on the floor at the front.

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. Arrange for the venue to be closed up and gates secured.