How to organise a squash tournament

A squash tournament runs smoothly when the format, court time and player numbers are fixed before you open registration. Start by booking enough courts, writing simple rules and setting a firm closing date for entries. After that, build the draw around realistic match lengths, assign referees and publish the schedule early. The details people often leave too late are dietary requirements, spare equipment, printed score forms, chilled drinks and prizes for the presentation.

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
Confirm date and format
2 people
2
Reserve squash courts
3
Draw up tournament rules
2 people
4
Arrange prize money and prizes
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm participant list
10
Update the waiting list
11
Create the match schedule
2 people
12
Publish the match schedule
13
Schedule volunteers
2 people
14
Assign referees
15
Check catering order
16
Create a shopping list
2 people
17
Order prizes and medals
18
Remind participants
19
Do the shopping
2 people
20
Collect prizes and materials
2 people
21
Chill drinks
2 people
22
Prepare sandwiches and wraps
3 people
23
Print competition forms
24
Prepare participant badges
2 people
25
Check lanes and changing rooms
2 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Set up scoreboards
2 people
29
Place route and lane signs
2 people
30
Hang decorations
2 people
31
Set out coffee and tea
2 people
32
Set up the catering buffet
3 people
33
Distribute sports equipment per lane
2 people
34
Test the music and timer
35
Give volunteer briefing
3 people

Event

36
Staff the registration desk
2 people
37
Receive participants
3 people
38
Give the opening briefing
2 people
39
Supervise races
6 people
40
Process results
2 people
41
Serve catering
3 people
42
Refill drinks
2 people
43
Check stock and waste
2 people
44
Announce finalists
45
Lead the final
3 people
46
Honor the winners
3 people
47
Take group photo
2 people
48
Collect lost and found items

Aftercare

49
Clean up catering
3 people
50
Wash dishes
2 people
51
Take down tables and chairs
4 people
52
Gather sports equipment
2 people
53
Dispose of waste
2 people
54
Clean the venue
4 people
55
Handle the deposit and keys
56
Return materials
2 people
57
Send results to participants
58
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Coat racksqty 2

Sports equipment

Squash ballsqty 50
Spare squash racketsqty 8
Squash gogglesqty 20
Scoreboardsqty 4
Whistlesqty 4
Medalsqty 6
Cupsqty 3

Office

Clipboardsqty 8
Pensqty 30
Markersqty 12
Participant badgesqty 50
Competition formsqty 100
Price listsqty 10
Paper wristbandsqty 60

Equipment

Laptopsqty 2
Mobile chargersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee mugsqty 50

Decorations

Tournament banner
Balloonsqty 40
Directional signsqty 8
Tableclothsqty 8

Safety

First aid kit

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the format before inviting players: decide the divisions, scoring system, match length and maximum number of entrants, then reserve courts for the full playing window plus at least 30 minutes for overruns.
Close registration at least 7 days before the tournament. Use the final list to confirm dietary requirements, fill cancellations from the waiting list and avoid rebuilding the draw on the morning itself.
Publish the match schedule 3 to 5 days ahead, including reporting times, court numbers and referee duties. Leave a 10-minute buffer between scheduled matches so one long game does not disrupt every later round.
Prepare one competition pack per active court: scoreboards, squash balls, pens, clipboards and printed competition forms. Keep spare squash rackets, squash goggles and extra balls at the control table rather than scattered around the venue.
Order prizes and medals at least 2 weeks before the event and check the delivery before tournament day. Chill drinks, prepare sandwiches and wraps, and check changing rooms and courts before players arrive; these are easy tasks to postpone while focusing on the draw.

Frequently asked questions

How many squash courts do I need for a tournament?: Plan around 45 to 60 minutes of court time per match, then divide the total matches by the number of courts available. For example, a 16-player single-elimination draw has 15 matches, so four courts usually need about 4 to 5 hours, including short gaps and a final presentation.
When should I close registration for a squash tournament?: Close entries at least 7 days before the first match, or earlier if the court booking has a strict player limit. Use that week to confirm the participant list, process withdrawals and publish the final schedule.
How far in advance should I book squash courts?: Book the courts as soon as the date and format are confirmed, preferably 4 to 8 weeks ahead. Reserve enough time for the draw, short changeovers and delays instead of booking only the estimated playing time.
How much food and drink do I need for a squash tournament?: For the first hour, allow 2 to 3 drinks per participant, then add more for longer sessions or warm conditions. Prepare at least one sandwich or wrap per player, plus extra portions for referees and volunteers, and confirm dietary requirements before ordering.

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.