How to organise a squash match from first booking to final score

Start by fixing the competition format, then book enough courts for the number of players and matches you expect. Once registrations are in, turn the rules into a practical schedule with referees, volunteers and clear reporting times. The details people often miss are equipment checks, dietary information, court access and a workable registration desk. Finish the setup with visible match information, refreshments and a plan for collecting prizes and recording results.

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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
Define the competition format
2 people
2
Reserve squash courts
3
Draw up competition rules
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Book referees
8
Assign volunteers
9
Check participant list
10
Create the match schedule
2 people
11
Send the competition schedule
12
Order catering
13
Order prizes and medals
14
Check sports equipment
2 people
15
Do the shopping
2 people
16
Collect prizes
17
Chill the groceries
2 people
18
Prepare match folders
2 people
19
Remind participants

Event

20
Check the venue and lanes
2 people
21
Set up competition table
2 people
22
Set up the catering table
2 people
23
Set up chairs and tables
3 people
24
Hang up the match schedule
25
Set out rackets and balls
2 people
26
Chill drinks
2 people
27
Set out coffee and tea
2 people
28
Prepare snacks
3 people
29
Set up registration desk
2 people
30
Brief the referees
2 people
31
Receive participants
3 people
32
Give the opening and game instructions
2 people
33
Supervise races
4 people
34
Record results
2 people
35
Refill drinks
2 people
36
Serve snacks
2 people
37
Serve dinner
3 people
38
Check balls and lanes
2 people
39
Announce finalists
40
Lead the final
3 people
41
Present prizes
2 people
42
See participants off
2 people

Aftercare

43
Clean up catering
3 people
44
Gather sports equipment
2 people
45
Collect waste
2 people
46
Wash dishes
2 people
47
Put tables and chairs back
3 people
48
Clean the tracks and changing rooms
3 people
49
Hand over the venue
2 people
50
Publish results
51
Return borrowed equipment
2 people

What to bring

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

Sports equipment

Squash racketsqty 12
Squash ballsqty 40
Sports gogglesqty 12
Scoreboardsqty 4
Whistlesqty 4
Stopwatchesqty 4
Marker discsqty 12
Towelsqty 20

Furniture

Registration tablesqty 2
Buffet tablesqty 4
Chairsqty 45
Stoolsqty 8

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Power banksqty 3

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 30
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Competition postersqty 6
Directional signsqty 8
Prize display

Catering

Groceries

Tips

Choose the format before inviting players: decide whether you are running a knockout, round-robin or group stage, and estimate the number of matches and court hours it requires.
Set a registration deadline at least 7 days before the match. Use the final participant list to build the schedule, assign referees and check dietary requirements instead of making changes on the day.
Send the schedule no later than 48 hours beforehand, including arrival time, first match time, court allocation, rules and what players need to bring. Keep a printed copy at the competition table.
Check every racket, ball, scoreboard, stopwatch and pair of sports goggles at least 24 hours before play. Missing equipment is harder to replace once matches have started.
Plan the venue setup around the first match: put the registration table and schedule where players enter, set out rackets and balls, and prepare water, chilled food and serving equipment before players arrive.

Frequently asked questions

How far in advance should I organise a squash match?: Start court bookings and format planning 4 to 6 weeks ahead, especially if several courts are needed. Set the registration deadline 7 days before the event so you have time to create the schedule.
How many squash courts do I need for a competition?: The number depends on the format, but one court usually handles one match at a time. Count your total matches, allow around 30 to 45 minutes per match, and divide that time across the available court hours.
When should I send the squash match schedule?: Send the final schedule at least 48 hours before the competition. Include arrival time, court assignments, match rules and the referee or reporting process so players do not need last-minute explanations.
What should I check on the day of a squash match?: Arrive at least 90 minutes before the first match to check the venue and courts, set up registration and catering tables, test the laptop and printer, and place the rackets, balls and schedule where players can find them.

Start this plan in Lizzt

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