How to organise a squash tournament without last-minute problems

Organising a squash tournament starts with court capacity, not catering or prizes. Decide the format first, then reserve enough courts, open registration and build the schedule from the confirmed player list. The details that cause the most trouble are usually late registrations, missing rackets or balls, unclear rules and a reception desk that is not ready when players arrive. Use the plan below to keep competition, equipment, food and venue setup in the right order.

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
Reserve squash courts
2
Determine the tournament format
2 people
3
Set the prize money
2 people
4
Create registration form
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Check participant list
2 people
9
Draw up the match schedule
2 people
10
Send competition rules
11
Assign referees
2 people
12
Order prizes
13
Check rackets
2 people
14
Check balls
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Collect prizes
18
Print match forms
19
Send participant emails
20
Cool catering
2 people
21
Pack the tournament crate
2 people
22
Open venue
2 people
23
Check lanes and changing rooms
2 people
24
Set up reception desk
2 people
25
Set up tables and chairs
3 people
26
Hang up the match schedule
27
Set up scoreboards
2 people
28
Set out rackets and balls
2 people
29
Set up the catering buffet
3 people
30
Prepare coffee and tea
2 people
31
Test music and speakers
32
Prepare first aid kit
33
Brief volunteers
2 people

Event

34
Receive participants
3 people
35
Register attendance
2 people
36
Give the introduction briefing
2 people
37
Supervise the first matches
6 people
38
Process results
2 people
39
Refill drinks
2 people
40
Restock fruit and snacks
2 people
41
Replace match balls
2 people
42
Publish interim results
43
Serve break snacks
3 people
44
Serve coffee and tea
2 people
45
Guide the quarterfinals
6 people
46
Register quarter-finals
2 people
47
Serve the meal
4 people
48
Collect tableware
2 people
49
Guide the semifinals
4 people
50
Register semifinals
2 people
51
Announce finalists
52
Lead the final
3 people
53
Record the final
54
Check the final standings
2 people
55
Hold the awards ceremony
3 people
56
Take group photo
57
See participants off
2 people

Aftercare

58
Collect waste
3 people
59
Clean up catering
3 people
60
Wash dishes
2 people
61
Clear tables and chairs
3 people
62
Gather sports equipment
2 people
63
Check the tracks and changing rooms
2 people
64
Clean the venue
3 people
65
Return materials
2 people
66
Store leftover food
67
Take waste to the collection point
2 people
68
Send results to participants

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 40
Reception desk
Buffet tablesqty 3

Sports equipment

Squash racketsqty 12
Squash ballsqty 30
Spare gripsqty 12
Scoreboardsqty 8
Competition bibsqty 12

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker
Power bankqty 2

Refrigeration

Coolersqty 3
Ice packsqty 12

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40
Tea glassesqty 40
Serving bowlsqty 8
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2

Decorations

Tableclothsqty 8
Tournament banner
Directional signsqty 6

Office

Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 6
Notepadsqty 8
Paperqty 250
Name stickersqty 60
Table numbersqty 8

Catering

Prizesqty 3
Medalsqty 20
Drink dispensersqty 3
Ice cube traysqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Safety

First aid kit
Cold packsqty 4
Bandagesqty 30

Groceries

Groceries

Tips

Reserve the courts before opening registration, then set a registration closing date at least 7 days before the tournament. You need the final player count to create a realistic match schedule.
Choose the format before sending invitations. A knockout, group stage or round-robin schedule changes the number of matches, court time and referees you need, so include the format and competition rules in the registration information.
Check the participant list twice: once when registration closes and again 24 hours before the event. Confirm dietary requirements at the first check, then use the final list to prepare match forms, competition bibs and emails.
Inspect rackets, squash balls, spare grips and scoreboards before packing the tournament crate. Bring a printer, extension cords, power strips and a power bank because registration and scorekeeping often depend on equipment that is easy to overlook.
Cool catering before players arrive and set up the reception desk, tables and chairs before opening the venue. Put coffee, tea and reusable cups in a separate serving area so food service does not block check-in or the changing rooms.

Frequently asked questions

How far in advance should I book squash courts for a tournament?: Book the courts as soon as you have chosen the date and format, ideally 4 to 8 weeks ahead. Keep the registration deadline at least 7 days before the tournament so you can match the confirmed player count to the available court time.
How many squash courts do I need for a tournament?: The number depends on the format, but plan from court time rather than player numbers alone. For a small event, confirm the expected match count and allow roughly 30 to 45 minutes per match before deciding whether one or more courts are needed.
When should I send the squash tournament schedule?: Send the provisional schedule with the competition rules as soon as registration closes, then send the final version 24 hours before play starts. This gives you time to correct withdrawals, dietary details and referee assignments.
What equipment should I check before a squash tournament?: Check rackets, squash balls, spare grips, scoreboards and competition bibs at least 2 days before the event. Test the laptop, printer, extension cords and power strips the day before, and pack a power bank as a backup.

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.