How to organise a camping volleyball tournament

A camping volleyball tournament combines match planning, overnight stays and everything needed around the court. Start by securing the playing location and camping spots, then set the format before opening registration. In the final week, confirm teams, payments, dietary requirements and the match schedule. On the day, leave enough time to mark the courts, set up nets, prepare signs and check the weather 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

1
Set tournament date
2 people
2
Reserve play location
3
Reserve camping spots
4
Set the tournament format
2 people
5
Draw up the competition rules
2 people
6
Send invitations
2 people
7
Open the registration form
8
Keep track of the participant list
9
Collect dietary requirements
10
Check payments
11
Assemble teams
2 people
12
Create the match schedule
2 people
13
Send participant information
14
Check the weather forecast
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Chill drinks
2 people
18
Print competition forms
19
Print team assignments
20
Prepare route signs
2 people
21
Set out prizes

Event

22
Mark out field locations
4 people
23
Set up nets
4 people
24
Set up lines and antennas
3 people
25
Build party tents
5 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Set up the catering table
3 people
29
Fill coolers
2 people
30
Test music and microphone
2 people
31
Signpost the campsite
2 people
32
Receive participants
3 people
33
Register teams
2 people
34
Open tournament
35
Supervise races
6 people
36
Process results
2 people
37
Refill drinks
2 people
38
Refill snacks
2 people
39
Empty trash bins
2 people
40
Check the fields in between
2 people
41
Announce the final
42
Lead the final
4 people
43
Present prizes
2 people
44
Support the evening program
3 people
45
Turn on lighting
2 people
46
Collect lost and found items

Aftercare

47
Turn off the music
48
Clean up catering
3 people
49
Wash dishes
3 people
50
Clear tables and chairs
4 people
51
Dismantle sports equipment
4 people
52
Take down party tents
5 people
53
Collect waste
4 people
54
Clean the grounds
4 people
55
Clean the restrooms
2 people
56
Inventory materials
2 people
57
Return rental items
2 people
58
Store leftovers
2 people
59
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

Set the date only after confirming both the playing location and camping capacity. Keep the registration form open for a defined period, then allow at least 3 days to assemble teams and publish the schedule.
Choose the tournament format before inviting people. State the number of players per team, match rules, scoring system and expected finish time so participants know what they are signing up for.
Close practical information at least 5 days before the event. Send team assignments, arrival instructions, route signs, camping details and any dietary arrangements together rather than in separate messages.
Prepare the courts before registration opens on the day. Allow around 60–90 minutes to mark field locations, install lines and antennas, set up nets, place scoreboards and check the spare pump and ball needles.
Treat weather and lighting as part of the tournament plan. Check the forecast the day before and on the morning itself, and test extension cords, LED lamps, string lights and flashlights before evening matches or camping activities.

Frequently asked questions

How far in advance should I organise a camping volleyball tournament?: Start booking the playing location and camping spots at least 6–8 weeks ahead. Open registration once the date, location and tournament format are fixed, and close it about 1 week before the event.
How long does it take to set up a camping volleyball tournament?: Allow 60–90 minutes for the courts, nets, lines, antennas, scoreboards and referee chairs. Add another 60 minutes if you also need to build party tents, arrange tables and chairs, prepare lighting and set out signs.
When should I make the volleyball tournament schedule?: Create the schedule after registration closes and teams are assembled, usually 5–7 days before the tournament. Send it with team assignments and participant information so players can plan their arrival.
What should I check the day before a camping volleyball tournament?: Check the weather forecast, participant list, payments, dietary requirements, shopping list and chilled drinks. Also verify that the nets, volleyballs, lines, antennas, scoreboards, whistles and power equipment are ready before loading everything.

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