How to organise a squash tournament without last-minute chaos

A squash tournament runs smoothly when you lock in the courts, entries and match format before buying food or printing paperwork. Start by setting the player limit and registration deadline, then collect consent and dietary information while you build groups and the schedule. Equipment checks, court setup and a staffed registration desk come next. The final checks are practical: match balls, working rackets, scoreboards, chilled drinks and enough time between rounds.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Collect consent forms
5
Reserve squash courts
6
Reserve extra sports equipment
7
Send transportation information
8
Create participant groups
2 people
9
Create the match schedule
2 people
10
Print contact list
11
Prepare name labels
2 people
12
Do the shopping
2 people
13
Check sports equipment
2 people
14
Check racket stringing
15
Prepare match balls
2 people
16
Prepare food
3 people
17
Chill drinks
2 people
18
Inspect venue
2 people
19
Set up the registration desk
2 people
20
Set up tables and chairs
4 people
21
Set up sports stations
4 people
22
Hang up signage
2 people
23
Set Dining Tables
3 people
24
Prepare attendance list

Event

25
Receive participants
4 people
26
Register attendance
2 people
27
Hand out name tags
2 people
28
Explain the camp rules
2 people
29
Lead the squash warm-up
3 people
30
Give technical training
4 people
31
Refill the water stations
2 people
32
Distribute the snack break
3 people
33
Explain the race schedule
2 people
34
Supervise races
6 people
35
Keep track of match scores
2 people
36
Serve dinner
4 people
37
Collect tableware
2 people
38
Guide the finals
4 people
39
Refill drinks
2 people
40
Present prizes
2 people
41
Check out participants
2 people

Aftercare

42
Gather sports equipment
4 people
43
Sort and remove waste
3 people
44
Wash dishes
3 people
45
Clear tables and chairs
4 people
46
Clean the squash courts
3 people
47
Clean the kitchen
2 people
48
Hand over the venue
2 people
49
Chill leftover food
2 people
50
Return borrowed items
2 people
51
Inform parents about the end time

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 32
Benchesqty 4

Sports equipment

Squash racketsqty 30
Squash ballsqty 60
Sports gogglesqty 30
Sports vestsqty 30
Conesqty 24
Coordination laddersqty 2
Stopwatchesqty 4
Scoreboardsqty 6
Training bandsqty 12
Sports bagsqty 4

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Megaphone
Coolersqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 32
Cutlery setsqty 40
Mugsqty 24
Pitchersqty 6
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6

Decorations

Name labelsqty 35
Waterproof markersqty 6
Signage boardsqty 8
Prizes and medalsqty 12

Cleaning

Waste binsqty 6
Broomsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12
Hand sanitizerqty 4

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the tournament. Use the final list to create participant groups, print the attendance and contact lists, and avoid rebuilding the schedule on the morning.
Reserve the squash courts before opening registration, then add a buffer of 10 to 15 minutes between matches if players need time to change courts or record scores. Send transport details with the invitation rather than the day before.
Check every racket, sports goggle and match ball 2 to 3 days ahead. Racket stringing problems and missing equipment are difficult to fix once the first matches have started, so prepare spare rackets and balls in one sports bag.
Set up registration, tables, chairs and signage at least 45 minutes before the first arrival. Keep name labels, consent forms and the attendance list together so one person can receive participants while another answers schedule questions.
Prepare food and drinks around the match timetable, not just the headcount. Chill drinks several hours beforehand, use coolers to keep them cold, and provide serving dishes, cups and cutlery where players can reach them without blocking the registration desk.

Frequently asked questions

How far in advance should I organise a squash tournament?: Book the courts and open registration at least 4 to 6 weeks ahead, especially if the venue has limited availability. Close entries about 7 days before the event so you have time to group players and create the match schedule.
How many squash courts do I need for a tournament?: The number depends on match length and player count, but one court usually handles only one match at a time. For a small tournament, calculate the total matches, allow roughly 25 to 35 minutes per match, and add 10 to 15 minutes of changeover time before confirming the schedule.
What should I check before a squash tournament?: Two to 3 days before the event, check court access, rackets, racket stringing, goggles, sports vests, scoreboards and match balls. On the day, inspect the venue, test the laptop and printer, and confirm that extension cords and power strips are safely placed.
When should I prepare the tournament match schedule?: Create the schedule after registration closes and consent forms are complete, normally 5 to 7 days before the tournament. Print a copy for the registration desk and keep a digital version available in case a player withdraws.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!