How to organise a padel tournament without losing track of the day

A padel tournament runs smoothly when the format, court time and player limit are fixed before you invite anyone. Start by reserving the courts, then build registration around the number of matches they can accommodate. Once entries close, form teams, publish the schedule and prepare a simple check-in system. On the day, leave time for court checks, refreshments and late changes—small delays can quickly affect every match.

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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 and location
2
Reserve padel courts
3
Determine the tournament format
2 people
4
Set participant limit
5
Create registration form
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm registrations
10
Assemble teams
2 people
11
Create the match schedule
2 people
12
Set the rules of the game
13
Check the weather forecast
14
Print participant list
15
Print the match schedule
16
Set out prize money and prizes
17
Do the shopping
2 people
18
Fill coolers
2 people
19
Set out fruit and snacks
2 people
20
Prepare sandwiches
3 people
21
Set up the coffee and tea station
2 people
22
Open venue
2 people
23
Check lanes and nets
2 people
24
Set up tables and chairs
3 people
25
Set up the reception table
2 people
26
Prepare competition materials
2 people
27
Put up signage
2 people
28
Test the music and speaker

Event

29
Receive participants
3 people
30
Register attendance
2 people
31
Distribute team assignments
2 people
32
Explain the tournament and rules
33
Lead a short warm-up
2 people
34
Guide the first competition round
2 people
35
Record scores
36
Refill drinks
2 people
37
Restock snacks
2 people
38
Lead the second round of the competition
2 people
39
Serve break snacks
3 people
40
Guide the third competition round
2 people
41
Supervise the fourth round
2 people
42
Serve dinner
4 people
43
Announce finalists
44
Lead the final
2 people
45
Honor the winners
2 people
46
Take group photo
47
Store leftovers in the fridge
2 people

Aftercare

48
Collect waste
3 people
49
Wash dishes and glasses
3 people
50
Clear tables and chairs
3 people
51
Clean the lanes and terrace
2 people
52
Lock up the venue
2 people
53
Return materials
2 people
54
Clean coolers and sports equipment
2 people
55
Return unused groceries

What to bring

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

Sports equipment

Padel ballsqty 48
Spare padel ballsqty 24
Padel racketsqty 8
Training bibsqty 32
Scoreboardsqty 4
Whistlesqty 4
Conesqty 20
Warm-up matsqty 8
Towelsqty 12

Furniture

Foldable tablesqty 6
Chairsqty 36
Standing tablesqty 2
Tableclothqty 6
Clothing rack

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30
Small bowlsqty 12
Serving plattersqty 8

Equipment

Coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Coffee maker
Kettlesqty 2
Rechargeable lampsqty 4

Decorations

Tournament banner
Team flagsqty 8
Balloonsqty 40
Wayfinding signsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knife
Serving tongsqty 4
Ice packsqty 12

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Reserve the courts before announcing the date, and allow at least 30 minutes before the first match to check the nets, lanes, balls and registration table.
Choose the tournament format before opening registration. Set a clear participant limit based on the number of courts and available playing hours, then publish how many matches each team can expect.
Close registration at least 7 days before the tournament. Use that time to confirm players, collect dietary requirements and assemble teams instead of changing the schedule on the morning itself.
Create the match schedule with fixed start times and a short buffer between rounds. Print both the schedule and participant list, and keep a digital copy available in case a player is missing.
Prepare refreshments before the first match: fill the coolers, set out fruit and snacks, and make sandwiches ahead of time. Keep coffee and tea separate from the reception area so check-in does not become crowded.

Frequently asked questions

How many courts do I need for a padel tournament?: Plan the number of courts from the format, match length and total playing time rather than from the guest list alone. As a starting point, allow 60 to 90 minutes per team match block and add at least 30 minutes of buffer for transitions and delays.
How far in advance should I organise a padel tournament?: Start planning at least 6 to 8 weeks ahead so you can reserve courts, choose the format and invite players. Close registrations about 7 days before the event, giving you time to form teams and publish the final schedule.
How many players should enter a padel tournament?: Set the limit after calculating court capacity and the maximum playing hours. Since padel matches use four players, keep the final field divisible by four where possible, or define substitutes before registration opens.
What should I prepare on the morning of a padel tournament?: Arrive at least 60 minutes before the first match. Use that time to check the courts and nets, place scoreboards and spare balls, set up the reception table, print the schedule and prepare drinks and snacks.

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