Anniversary badminton tournament checklist

An anniversary badminton tournament needs more than courts and rackets. You need a clear format, competition categories, match rules, registrations, referees and volunteers before the schedule can be published. This checklist takes you from confirming the venue to opening the doors, including catering, prizes, signage and match paperwork. Use it to keep the sporting programme and the anniversary details moving together without leaving equipment or refreshments until the last minute.

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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
Set the tournament format
2 people
Set competition categories
2 people
Draw up tournament rules
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers to matches
2 people
Contact referees
Book catering
2 people
Make a shopping list
2 people
Order prizes and medals
Create the match schedule
2 people
Send participant confirmations
Confirm the course layout
2 people
Send volunteer instructions
Checking prizes
Do the shopping
3 people
Check shuttles and equipment
2 people
Print match forms
Prepare name badges
2 people
Prepare catering
3 people
Chill drinks
2 people
Open venue
2 people
Signpost the outside entrance
2 people
Set out track materials
4 people
Set up nets and poles
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Set up scoring tables
2 people
Test audio and microphone
2 people

Event

Handle the opening
2 people
Register participants
3 people
Explain the match schedule
Supervise races
8 people
Process results
2 people
Restock shuttles
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Hand out snack breaks
3 people
Announce the finals
Guide the finals
5 people
Serve the hot meal
4 people
Final Check of Results
2 people
Handle prize ceremony
3 people
Deliver anniversary speech
Host the open bar
3 people
Announce the final round

Aftercare

Dismantle track equipment
4 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Put furniture back
4 people
Chill leftover food
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed materials
2 people
Archive competition results
Send thank-you message

What to bring

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

Sports equipment

Badminton netsqty 6
Net polesqty 12
Match shuttlesqty 120
Spare badminton racketsqty 12
Course marking tapeqty 6
Scoreboardsqty 6
Whistlesqty 8
Competition bibsqty 20

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Clothes racksqty 2

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Soup potsqty 2
Storage binsqty 12

Equipment

Laptopsqty 2
Printers
Extension cordsqty 6
Power stripsqty 6
Microphone
Portable speaker
Rechargeable power banksqty 4

Decorations

Anniversary bannerqty 2
Balloonsqty 80
Balloon ribbonqty 2
Tableclothsqty 10
Flower arrangementsqty 6
Name badgesqty 100
Pensqty 30

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Catering

Medalsqty 24
Winner's cupsqty 6
Gift vouchersqty 6

Cleaning

Broomqty 2
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 8

Groceries

Groceries

Tips

Set the format and competition categories before sending invitations. Players need to know whether they are entering singles, doubles or another format, and how many matches to expect.
Close registrations early enough to create the draw and match schedule. Allow at least one week between the registration deadline and the tournament so you can confirm participants and assign volunteers.
Check every court and equipment item before the event, not just the rackets. Test the nets, poles, court marking tape, scoreboards, shuttles, whistles and spare rackets in the venue.
Give volunteers written instructions before tournament day. Include their match assignments, where to collect score forms and who to contact if a referee or player is missing.
Prepare catering and drinks in time for the arrival period, not during the first matches. Chill drinks, set out reusable glasses and coffee equipment, and keep serving platters, plates and cutlery ready before the venue opens.

Frequently asked questions

How far in advance should I organise an anniversary badminton tournament?: Start at least 8 to 12 weeks before the tournament. Confirm the date and venue first, then allow time for invitations, registrations, referees, catering, prizes and the match schedule.
When should badminton tournament registrations close?: Close registrations about 7 days before the event. That gives you enough time to process entries, confirm categories, make the draw and send participant confirmations.
How many volunteers do I need for a badminton tournament?: Plan for at least 1 volunteer per active match area, plus 1 person coordinating the event desk and schedule. Add extra help for registration, catering and prize presentation if several courts run at once.
What should I check on the morning of the tournament?: Allow 2 to 3 hours before the first match to open the venue, confirm the course layout, set up nets and scoreboards, print or place match forms, chill drinks and signpost the entrance. Keep spare rackets, shuttles and extension cords accessible.

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.