Anniversary Volleyball Tournament Checklist

An anniversary volleyball tournament needs more than a court and a few teams. You need a confirmed sports hall, a workable match schedule, referees, supervisors, registration details, food quantities and clearly marked equipment. Start by fixing the date and format, then work towards team assignments and the final schedule. This checklist keeps the planning in order and highlights details that are often left until the last minute, such as emergency contacts, dietary requirements, prizes and backup volleyball equipment.

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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
Reserve the sports hall
Determine the tournament format
2 people
Draw up the match schedule
2 people
Send invitations
2 people
Open the registration form
Approach sponsors
2 people
Order prizes
Process registrations
2 people
Collect dietary requirements
Arrange referees
2 people
Assign tournament supervisors
2 people
Calculate catering quantities
2 people
Make a shopping list
2 people
Write out tournament rules
Create floor plan
Prepare match forms
2 people
Collect emergency contacts
Design signage
Send reminder
Finalize registrations
2 people
Assign teams
2 people
Send final schedule
Do the shopping
3 people
Check prizes and materials
2 people
Inflate balloons
2 people
Print signs and forms
Prepare catering
4 people
Open the sports hall
2 people
Check the floor and dressing rooms
2 people
Check volleyball lines
2 people
Set up nets
4 people
Inflate match balls
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Hang anniversary decorations
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Test sound system
2 people
Set up signage
2 people
Prepare first aid supplies

Event

Register team captains
2 people
Receive participants
3 people
Give the opening speech
Explain the game rules
Supervise races
6 people
Record results
2 people
Monitor water stations
2 people
Refill drinks
2 people
Serve snacks
3 people
Provide the break bell
Update race schedule
Guide the final round
6 people
Open the buffet
3 people
Restock the buffet
3 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Pour the anniversary toast
3 people
Host the open bar
3 people
Announce the final round
See participants off
3 people

Aftercare

Chill leftover food
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the catering area
3 people
Clear the sports hall
6 people
Take down nets and poles
4 people
Remove decorations
3 people
Sweep the floor and stands
3 people
Check changing rooms
2 people
Collect lost and found items
Lock up the venue
2 people
Wash dishes
3 people
Inventory materials
2 people
Check the deposit materials
Return borrowed materials
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 110
Buffet tablesqty 4
Registration desk
Changing room benchesqty 12

Sports equipment

Volleyballsqty 12
Volleyball netsqty 3
Volleyball postsqty 6
Referees' chairsqty 3
Scoreboardsqty 3
Competition whistlesqty 6
Ball pumpqty 2
Backup ball basketsqty 3
Team bibsqty 32
Training conesqty 20
Athletic tapeqty 12
Ice packsqty 12
First aid kit
Ice packsqty 10

Equipment

Wireless microphone
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 3
Prize display
Laptop
Printer

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 20
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Bread basketsqty 6
Thermos dispensersqty 3
Water jugsqty 8

Decorations

Anniversary bannerqty 2
Balloon archesqty 2
Balloonsqty 150
Tableclothsqty 12
Team table numbersqty 12
Flower arrangementsqty 6
Photo backdrop
Photo propsqty 12

Lighting

LED light stringsqty 6
LED table lampsqty 8
Night lightsqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Toilet brushesqty 4

Catering

Insulated bagsqty 4
Drink dispensersqty 4
Cake serversqty 2
Cake knivesqty 2
Label holdersqty 20
Corkscrewsqty 3
Bottle openersqty 4
Groceries

Tips

Reserve the sports hall before opening registration, and confirm how many courts, changing rooms, tables and chairs are available. Ask when you can enter for setup and when the building must be cleared.
Set the tournament format before drawing the schedule. Allow time for registration, court changes and short breaks; a schedule with no buffer will fall behind after the first delayed match.
Close registrations early enough to process team details and dietary requirements. Send the final team assignments and schedule several days before the tournament, rather than making players wait at the registration desk.
Check referees, supervisors and match materials as one package. Prepare the rules, match forms, scoreboards, whistles, referee chairs and a working ball pump before the event day.
Calculate catering for the actual number of players, officials and guests, then check serving equipment. Reusable cups, coffee cups, plates, cutlery, bowls and serving spoons are easy to overlook when the shopping list focuses only on food.

Frequently asked questions

How far in advance should I book a sports hall for an anniversary volleyball tournament?: Book the sports hall as soon as the date is agreed, preferably at least 8 to 12 weeks before the tournament. Confirm court availability, changing rooms, access for setup and the required cleanup time before announcing registration.
When should registration close for a volleyball tournament?: Close registration about 7 to 10 days before the tournament. This gives you time to process entries, collect dietary requirements, assign teams and send the final schedule without last-minute changes.
How many referees and supervisors do I need?: Plan at least one referee for every match running at the same time, plus one tournament supervisor for the event desk and schedule. Add a backup referee if the tournament lasts several hours or uses more than two courts.
What volleyball equipment should I check before tournament day?: Check the nets, posts, volleyballs, scoreboards, whistles, referee chairs and ball pump at least 3 days beforehand. Keep backup balls, ball baskets, team bibs, athletic tape and ice packs ready so a missing or damaged item does not stop play.

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.