Camping Volleyball Tournament Checklist

A camping volleyball tournament needs more planning than a single day of matches. You must coordinate the campsite, playing location, registrations, teams, competition format, food and evening setup in the right order. Book the camping spots and court location before inviting players, then close registrations early enough to create balanced teams and a workable match schedule. The checklist below covers the practical jobs and equipment, including nets, field lines, scoreboards, tents, lighting and power.

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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
2 people
Reserve play location
Reserve camping spots
Set the tournament format
2 people
Draw up the competition rules
2 people
Send invitations
2 people
Open the registration form
Keep track of the participant list
Collect dietary requirements
Check payments
Assemble teams
2 people
Create the match schedule
2 people
Send participant information
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Print competition forms
Print team assignments
Prepare route signs
2 people
Set out prizes

Event

Mark out field locations
4 people
Set up nets
4 people
Set up lines and antennas
3 people
Build party tents
5 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Fill coolers
2 people
Test music and microphone
2 people
Signpost the campsite
2 people
Receive participants
3 people
Register teams
2 people
Open tournament
Supervise races
6 people
Process results
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check the fields in between
2 people
Announce the final
Lead the final
4 people
Present prizes
2 people
Support the evening program
3 people
Turn on lighting
2 people
Collect lost and found items

Aftercare

Turn off the music
Clean up catering
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle sports equipment
4 people
Take down party tents
5 people
Collect waste
4 people
Clean the grounds
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftovers
2 people
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 50
Beer tablesqty 6
Changing room screensqty 4

Sports equipment

Volleyball netsqty 3
Volleyballsqty 12
Field linesqty 6
Net antennasqty 6
Referees' chairsqty 3
Scoreboardsqty 3
Whistlesqty 6
Competition bibsqty 48
Spare pumpqty 2
Ball needlesqty 6
First aid kitsqty 2
Ice packsqty 12
Sunscreen dispensersqty 2

Equipment

Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Rechargeable power banksqty 4
Clipboardsqty 8
Calculatorsqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Coffee mugsqty 40
Pitchersqty 6
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Thermos flasksqty 4
Cooling compartmentsqty 4

Decorations

Buntingqty 6
Tournament bannersqty 4
Name badgesqty 60
Pensqty 30
Prize trophiesqty 3
Medal ribbonsqty 48

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20

Camping

Conesqty 20
Herringqty 40
Ground pegsqty 30
Barrier tapeqty 4
Rain coversqty 3

Catering

Groceries

Tips

Reserve the playing area and camping spots before sending invitations. Confirm how many courts, tents and vehicles the site can accommodate, and check whether evening noise or electricity has restrictions.
Close registration early enough to build teams and a match schedule. Aim to finish team assignments and send participant information at least 3 days before arrival, including rules, route details and what players need to bring.
Prepare for changing conditions, not just rain. Check the forecast 48 hours before the tournament, and make sure party tents, changing-room screens, flashlights and LED lamps can be set up without blocking the courts.
Check the complete sports setup before guests arrive. For each court, verify the net, lines, antennas, referee’s chair, scoreboard and whistle, then keep a spare pump and ball needles accessible rather than packed away.
Handle food, drinks and power as separate jobs on the final day. Chill drinks before play starts, place reusable cups and serving items where people can find them, and test speakers, the microphone, extension cords and power strips before dusk.

Frequently asked questions

How far in advance should I organise a camping volleyball tournament?: Book the playing location and camping spots at least 6 to 8 weeks ahead, especially if the tournament is held during a busy camping period. Open registration after those bookings are confirmed so you know the available capacity.
When should I close registration for a camping volleyball tournament?: Close registration about 5 to 7 days before the event. That gives you enough time to check payments, collect dietary requirements, assemble teams and create the match schedule without last-minute changes.
How many volleyball courts do I need for a camping tournament?: The number depends on your format and team count, but plan the court layout before registrations close. Allow enough space around every court for field lines, antennas, referee chairs and safe movement between matches.
What should I do if the camping volleyball tournament runs into the evening?: Test LED lamps, string lights, flashlights and all power connections before the first match. Set up party tents and lighting before sunset, and keep rechargeable power banks available for phones or equipment if mains power is limited.

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.