Anniversary tennis tournament checklist

An anniversary tennis tournament needs more than court time and a draw. You will need to secure the courts and club room, choose a format, manage registrations, and build a schedule that keeps matches moving. Plan catering and dietary requirements alongside the player list, then check equipment, weather and power before setup. This checklist gives you the full sequence, from choosing the date to opening the buffet and reception desk.

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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

Set tournament date
Reserve tennis courts
Reserve the club room
Determine the tournament format
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Draw up the match schedule
2 people
Confirm participants
Order prizes and medals
Order catering
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Gather tournament materials
2 people
Check the weather forecast

Event

Set up tables and chairs
4 people
Set up party tents
4 people
Check the lanes
2 people
Set up nets and scoreboards
2 people
Prepare match balls
Set up the reception desk
2 people
Set up the buffet and drinks station
3 people
Hang decorations
2 people
Brief volunteers
2 people
Register participants
3 people
Open tournament
2 people
Supervise races
4 people
Record scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Replenish lunch buffet
3 people
Assist with the finals
3 people
Give the anniversary speech
Present prizes
2 people
Oversee the drinks reception
3 people
Collect waste
2 people

Aftercare

Clear buffet and drink station
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean club room
3 people
Deliver tracks clean and empty
2 people
Return materials
2 people
Store leftover stock
Handle deposits and rented items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Waste binsqty 6
Coat racksqty 2

Sports equipment

Tennis ballsqty 48
Scoreboardsqty 6
Scorecardsqty 60
Pensqty 20
Whistlesqty 4

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone
Coolersqty 4

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6

Decorations

Anniversary banner
Balloonsqty 40
Tableclothsqty 8

Lighting

String lightsqty 4

Catering

Groceries

Tips

Set the date only after checking court and club-room availability. Reserve both at the same time, and leave enough time between the final match and the anniversary gathering for scoring, prize-giving and room setup.
Close registrations before drawing the schedule. Confirm every player, collect dietary requirements, and print the schedule, scorecards and registration materials at least one day before the tournament.
Prepare one equipment check for the courts and one for the reception area. Count tennis balls, scoreboards, scorecards, pens and whistles, then test the laptop, printer, microphone, speaker, extension cords and power strips.
Plan food and drinks around the playing schedule rather than serving everything at once. Chill drinks before guests arrive, prepare snacks in advance, and set out reusable glasses, plates, cutlery and serving utensils at the buffet.
Check the weather forecast twice: once the day before and again on the morning of the tournament. If outdoor play is planned, have party tents, tables, chairs and waste bins ready before players arrive, not after the first match starts.

Frequently asked questions

How far in advance should I book an anniversary tennis tournament?: Book the tennis courts and club room as soon as you have a preferred date, ideally several months ahead. Send invitations after the tournament format and registration deadline are fixed, then close entries early enough to create the match schedule.
When should I send invitations for an anniversary tennis tournament?: Send invitations at least 6 to 8 weeks before the event if players need to arrange their schedules. Set a registration deadline roughly 2 to 3 weeks before the tournament so you can confirm participants, collect dietary requirements and draw up the matches.
How many tennis balls do I need for a tournament?: Prepare at least one usable set of balls for every active court, plus spare balls for lost or damaged ones. Check them before setup and keep the spare balls at the reception desk so play is not delayed.
When should I set up the buffet and drinks station?: Set up the buffet and drinks station before the first match, allowing at least 45 to 60 minutes for tables, serving platters, cups, cooling equipment and food. Chill drinks in advance and keep the playing-area setup separate from the reception and catering flow.

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