How to organise a padel tournament

Start by fixing the date, booking enough padel courts and choosing the tournament format before opening registration. Then build the participant list, confirm payments and dietary requirements, and assign teams only after registrations close. The match schedule should be published with clear arrival times, court numbers and rules. On the day, leave time to check balls, rackets, scoreboards, forms, drinks and volunteer roles before the first match begins.

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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 padel courts
3
Set the tournament format
2 people
4
Arrange prize money and prizes
2 people
5
Create registration form
6
Send invitations
2 people
7
Publish the tournament online
8
Process registrations
2 people
9
Collect dietary requirements
10
Check participant list
2 people
11
Check payments
12
Finalise team assignments
2 people
13
Draw up the match schedule
2 people
14
Publish the match schedule
15
Send participant information
16
Assign referees
2 people
17
Assign volunteers
2 people
18
Collect prizes
19
Check tournament supplies
2 people
20
Check the shopping list
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Print competition forms
25
Making participant badges
2 people
26
Check the weather forecast
27
Assemble tournament case
2 people

Event

28
Open venue
2 people
29
Check lanes and nets
2 people
30
Set up the reception desk
2 people
31
Set up tables and chairs
4 people
32
Build the catering buffet
3 people
33
Hang decorations
2 people
34
Connect the sound system
2 people
35
Place scoreboards
2 people
36
Lay out competition equipment per lane
3 people
37
Set up registration desk
2 people
38
Brief volunteers
2 people
39
Register participants
3 people
40
Handle registrations and payments
2 people
41
Hand out participant badges
2 people
42
Explain the tournament rules
43
Lead the warm-up
2 people
44
Host the opening round
4 people
45
Register race standings
2 people
46
Distribute balls per match
2 people
47
Refill drinks
2 people
48
Serve snacks
3 people
49
Empty trash bins
2 people
50
Announce interim standings
51
Supervise the second round
4 people
52
Restock break buffet
2 people
53
Serve coffee and tea
2 people
54
Support the third round
4 people
55
Answer practical questions
56
Check final standings
2 people
57
Announce finalists
58
Lead the final
3 people
59
Present prizes
2 people
60
Take group photo
2 people
61
Serve the last refreshments
2 people
62
See participants off
2 people

Aftercare

63
Gather sports equipment
3 people
64
Clean up catering
3 people
65
Take down tables and chairs
4 people
66
Remove decorations
2 people
67
Collect and sort waste
3 people
68
Wash dishes
3 people
69
Clean the kitchen and buffet
3 people
70
Check lanes and changing rooms
2 people
71
Lock up the venue
2 people
72
Pack leftover food
2 people
73
Store materials clean and dry
2 people
74
Return borrowed materials
2 people
75
Share tournament photos
76
Send results to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 6
Tableclothqty 8

Tableware

Reusable glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Pitcherqty 4

Catering

Groceries

Sports equipment

Padel ballsqty 48
Spare padel racketsqty 8
Overgripsqty 24
Scoreboardsqty 8
Competition formsqty 100
Pensqty 30
Whistlesqty 6
Training bibsqty 24
Conesqty 20
Resistance bandsqty 4
Sports bagsqty 4
Towelsqty 24
Crates of drinking waterqty 8
Coolersqty 6
Umbrellasqty 4

Equipment

Laptop
Tabletqty 2
Mobile card terminal
Printer
Extension cordsqty 6
Power stripsqty 6
Chargersqty 8
Mobile phoneqty 2
Portable speaker
Microphone
Power banksqty 4
Thermos flasksqty 6
Coffee makerqty 2
Kettlesqty 2
Refrigeratorsqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 4
Storage binsqty 12
Thermometerqty 2
Ice packsqty 24

Decorations

Tournament bannerqty 2
Buntingqty 6
Balloonsqty 50
Table cardsqty 20
Participant badgesqty 40
Wristbandsqty 50
Prizesqty 6
Medal ribbonsqty 6
Table décorqty 8

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Rubber glovesqty 8
Towel rollsqty 4
Laundry basketsqty 4

Tips

Choose the format before sending invitations. A round-robin, knockout or mixed format changes the number of matches, court time and the final schedule.
Close registration early enough to create balanced teams and a workable draw. Allow at least 3 days between the registration deadline and publishing the match schedule.
Send participant information at least 48 hours before the tournament. Include arrival time, team assignment, match format, court details, payment status and what players need to bring.
Prepare a court-side control point with competition forms, pens, scoreboards, whistles and spare padel balls. Keep spare rackets and overgrips accessible rather than packed away with general supplies.
Chill drinks before players arrive and place water on court-side tables. Prepare snacks, reusable glasses and serving equipment in advance so volunteers are not shopping or setting up during the opening matches.

Frequently asked questions

How far in advance should I organise a padel tournament?: Start 6 to 8 weeks ahead if you need several courts, prizes and volunteers. Set the registration deadline at least 7 days before the tournament so teams and the match schedule can be finalised.
How many padel courts do I need for a tournament?: The number depends on your format and match length, but plan court capacity from the total number of matches rather than the number of players. For example, 16 players in doubles create 4 teams, while a larger draw may require several courts to avoid long waits.
When should I publish the padel tournament schedule?: Publish the final schedule 48 to 72 hours before the event, after payments, participant details and team assignments have been checked. Send any changes directly to affected players as soon as possible.
What equipment is easy to forget for a padel tournament?: Organisers often remember the courts but miss spare rackets, overgrips, scoreboards, pens, competition forms and enough padel balls. Check these items the day before, and keep drinking water, coolers and umbrellas ready for the playing area.

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