Beach Volleyball Tournament Checklist

Use this checklist to organise a beach volleyball tournament in the right order, from securing the beach location to packing away after the final match. It covers permits, toilets, power, registration, pool divisions, referees, volunteers, equipment and participant information. Start several weeks ahead so you have time to confirm teams, order prizes and adjust the schedule. On tournament day, the scorecards, rules board, team labels and working sound equipment should already be ready before players arrive.

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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

Reserve beach location
Check permits
Reserve toilets
Arrange power supply
Set competition format
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check registration fee
Send team confirmations
Assign referees
2 people
Assign volunteers
2 people
Create the match schedule
2 people
Create pool divisions
2 people
Draw up rules and house rules
Compile emergency numbers
Print participant list
Print scorecards
Print the rules board
Prepare the team labels
2 people
Order prizes
Check the weather forecast
Inform participants about the weather
Check sports equipment
2 people
Test sound equipment
2 people
Charge batteries
Do the shopping
3 people
Prepare snacks
3 people
Chill drinks
2 people
Load materials
3 people
Inspect venue
2 people
Mark the area
4 people
Set up nets
4 people
Mark off competition fields
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up competition table
2 people
Set up the registration table
2 people
Set up catering point
3 people
Set up sound system
2 people
Hang lighting
3 people
Place signs and banners
2 people
Prepare first aid supplies
Distribute scorecards
2 people
Brief the referees
2 people

Event

Register participants
3 people
Hand out team labels
2 people
Open tournament
Explain the game rules
Guide the preliminary round
8 people
Process scores
2 people
Refill drinks
2 people
Serve fruit and snacks
2 people
Publish interim results
Guide the quarterfinals
8 people
Restock the sandwich buffet
3 people
Guide the semifinals
8 people
Provide music
Inform the audience
Lead the final
4 people
Set out prizes
2 people
Handle prize ceremony
2 people
Serve the last drinks round
2 people
Guide visitors to the exit
2 people

Aftercare

Collect waste
4 people
Clear the catering area
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Dismantle audio equipment
2 people
Remove lighting
3 people
Take down nets and lines
4 people
Clean the grounds
5 people
Reload materials
4 people
Return borrowed items
2 people
Take waste to the collection point
2 people
Chill leftover food
2 people
Empty coolers
2 people
Count inventory

What to bring

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

Furniture

Party tentqty 3
Folding tableqty 8
Folding chairqty 40
Bar stoolqty 6
Buffet tableqty 3
Waste binqty 8
Clothing rack
Tableclothqty 8

Sports equipment

Beach volleyball netqty 4
Net postqty 8
Line setqty 4
Beach volleyballqty 12
Ball pumpqty 2
Pump needleqty 6
Scoreboardqty 4
Scoreboard numbersqty 16
Whistleqty 8
Referee chairqty 4
Score clipboardqty 8
Sand measuring cupqty 4
Marker coneqty 24
Team bibqty 32
Cool boxqty 6
Towelqty 12

Equipment

Speakerqty 2
Wireless microphone
Mixer
Extension cordqty 4
Power stripqty 4
Power bankqty 4
Charging cableqty 6
Megaphone

Catering

Thermosqty 4
Drink dispenserqty 4
Refrigerator
Serving platterqty 12
Serving utensilsqty 12
Groceries

Tableware

Reusable drinking glassqty 150
Reusable plateqty 150
Reusable cutleryqty 150

Decorations

Tournament bannerqty 4
Arrow signqty 8
Start number boardqty 4
Buntingqty 8
Prize table sign

Lighting

LED lampqty 8
String lightsqty 6
Battery lanternqty 6

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopqty 2
Bucketqty 4
Cleaning cart

Safety

First aid kitqty 2
Safety vestqty 8
Flashlightqty 6

Tips

Reserve the beach location and check permit requirements before opening registration. Confirm toilets, power access and the space needed for courts, spectators, tables and a party tent at the same time.
Set the competition format before sending invitations. Once registrations close, divide teams into pools, create the match schedule and send confirmations with arrival times, rules and weather instructions.
Assign referees and volunteers no later than one week before the tournament. Give referees the rules, score clipboards, whistles and scorecards, and make sure volunteers know who handles registration, equipment and emergencies.
Check every court and equipment item at least one day before play. Test the beach volleyball nets, posts, lines, balls, scoreboard, ball pump and pump needle rather than discovering a missing or damaged item at setup.
Plan the first hour around arrivals and registration, not the first serve. Print the participant list, rules board, team labels and scorecards in advance, and test the speaker, wireless microphone, mixer, extension cords and power supply before players gather.

Frequently asked questions

How early should I start organising a beach volleyball tournament?: Start at least 6 to 8 weeks before the tournament. Reserve the beach location and check permits first, then allow 2 to 3 weeks for registrations and at least 1 week to finalise pools, referees, volunteers and the match schedule.
How many beach volleyball courts do I need?: The number depends on your format and team count, but plan one court for every 8 to 12 teams if you want a tournament lasting roughly 4 to 6 hours. Confirm the court layout with the location before accepting registrations.
When should I close registrations for a beach volleyball tournament?: Close registrations 7 to 10 days before the event. This gives you time to process fees and dietary requirements, create pool divisions, assign teams and send final confirmations without changing the schedule at the last minute.
What should I do if the weather forecast is bad?: Check the forecast 3 to 5 days before the tournament and again on the morning itself. Tell participants the decision deadline, then communicate clearly whether the event continues, moves or is cancelled, including any changes to arrival time and equipment setup.

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