How to organise a padel tournament from start to finish

A padel tournament runs smoothly when the format, courts and match schedule are fixed before registration opens. Start by choosing the date and reserving enough courts, then build the registration process around the number of players and teams you can actually accommodate. Before match day, confirm dietary requirements, publish playing times and send the rules. The details most often missed are spare balls, scoreboards, power access, parking information and chilled drinks.

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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
Reserve padel courts
3
Determine the tournament format
2 people
4
Draw up the match schedule
2 people
5
Create registration form
6
Send invitations
2 people
7
Open registration
8
Process registrations
2 people
9
Collect dietary requirements
10
Send participant confirmations
11
Order prizes and cups
12
Order balls
13
Book catering
14
Check music rights
15
Gather parking information
16
Set the rules
2 people
17
Send the rules to participants
18
Create final participant list
2 people
19
Publish match times
2 people
20
Check contact details
21
Check the shopping list
2 people
22
Check sports equipment stock
2 people
23
Collect prizes
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Print competition cards
27
Making participant badges
2 people
28
Prepare the prize table
2 people
29
Prepare catering
3 people
30
Open venue
2 people
31
Inspect lanes
2 people
32
Clean the lanes
3 people
33
Set up tables
3 people
34
Set up chairs
3 people
35
Set up the reception desk
2 people
36
Post competition information
2 people
37
Hang decorations
2 people
38
Connect the music
2 people
39
Set out first aid supplies
40
Set up the catering buffet
3 people
41
Display prizes
2 people
42
Test tournament software
2 people
43
Brief volunteers
2 people

Event

44
Receive participants
4 people
45
Register attendance
2 people
46
Hand out badges
2 people
47
Check team assignments
2 people
48
Open tournament
49
Supervise races
4 people
50
Record results
2 people
51
Hand out balls
2 people
52
Track competition cards
2 people
53
Serve drinks
3 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Restock the buffet
2 people
57
Empty trash bins
2 people
58
Check toilets
59
Announce breaks
60
Announce finalists
61
Lead the final
3 people
62
Check the final standings
2 people
63
Handle prize ceremony
3 people
64
Take group photo
2 people
65
See participants off
2 people

Aftercare

66
Gather sports equipment
3 people
67
Remove decorations
2 people
68
Clear tables and chairs
4 people
69
Wash dishes
3 people
70
Empty coolers
2 people
71
Collect waste
3 people
72
Clean the catering area
3 people
73
Carry out final track inspection
2 people
74
Leave venue clean
4 people
75
Return borrowed materials
2 people
76
Store leftover groceries
77
Send results to participants
78
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 4
Tableclothqty 8
Party tentqty 2

Sports equipment

Padel ballsqty 48
Spare padel ballsqty 24
Padel racketsqty 8
Scoreboardsqty 8
Match cardsqty 80
Conesqty 24
Whistlesqty 4
Towelsqty 20

Equipment

Laptop
Tabletqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speakerqty 2
Microphone
Power banksqty 4
Coolersqty 4
Thermos flasksqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 2
Kitchen knivesqty 4
Pliersqty 4
Ice packsqty 24
Corkscrewqty 2
Bottle openersqty 4

Decorations

Bannersqty 6
Balloonsqty 100
Balloon pumpqty 2
Prize table sign
Participant badgesqty 80
Badge holdersqty 80

Lighting

String lightsqty 6
Battery lampsqty 8

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Disinfectant sprayqty 4
First aid kit

Catering

Groceries

Tips

Choose the tournament format before creating the registration form. State the maximum number of players or teams, how many matches each participant can expect and when registration closes.
Reserve the courts before sending invitations, then allow time between matches for changeovers. Publish the first match times only after registrations have been checked and the final participant list is complete.
Send participant confirmations with the rules, contact details, parking information and dietary arrangements. A final message 48 to 72 hours before the tournament catches last-minute changes.
Prepare at least one set of spare padel balls and make scoreboards, match cards, cones and whistles easy to find courtside. Do not assume the venue will provide every item on your equipment list.
Arrange catering and drinks early enough to confirm quantities, then chill drinks before players arrive. Check tables, chairs, serving equipment, extension cords and power strips the day before rather than during setup.

Frequently asked questions

How far in advance should I organise a padel tournament?: Set the date and reserve the courts at least 6 to 8 weeks ahead. Open registration once the format, capacity and match structure are clear, and close it early enough to create the schedule without rushing.
How many padel courts do I need for a tournament?: The number depends on the format, but plan the court capacity before opening registration. For a doubles tournament, one court serves four players at a time, so divide the number of simultaneous players by four and add time for court changes.
When should I send the padel tournament schedule?: Send confirmed match times as soon as the final participant list is checked, preferably 3 to 5 days before the event. Send the rules and practical information earlier, then repeat the essential details in the final reminder.
What equipment is easy to forget for a padel tournament?: Spare padel balls, scoreboards, match cards and power access are frequent omissions. Check them at least 24 hours before setup, along with the laptop or tablet, printer, microphone, speaker and power banks if you use them.

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.