How to organise a table tennis camp

A table tennis camp runs smoothly when registration, equipment and match planning are settled before participants arrive. Start by booking a venue that fits the number of tables, then collect registrations and dietary requirements before creating the schedule. Print the match plan and participant information in advance, and leave enough time on the day to set up tables, nets, barriers and the registration desk. A short joint warm-up gives the camp a clear start and helps everyone understand the rules.

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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
Reserve venue
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Confirm participants
6
Create the tournament schedule
2 people
7
Reserve materials
8
Print the match schedule
9
Print participant list
10
Print parent information
11
Do the shopping
3 people
12
Chill drinks
2 people
13
Prepare scorecards
2 people
14
Prepare catering
3 people
15
Open venue
2 people
16
Set up the table tennis tables
4 people
17
Set up nets and barriers
3 people
18
Set up tables and chairs
4 people
19
Set up the registration desk
2 people
20
Hang up match schedules
2 people
21
Hang decorations
2 people
22
Set out snacks and drinks
3 people

Event

23
Register participants
3 people
24
Explain camp rules
2 people
25
Lead the joint warm-up
2 people
26
Lead the practice carousel
4 people
27
Supervise races
6 people
28
Refill drinks
2 people
29
Serve dinner
4 people
30
Clear away dishes
3 people
31
Assist with the finals
4 people
32
Present prizes
2 people
33
Serve the last round
2 people

Aftercare

34
Gather sports equipment
4 people
35
Clear tables and chairs
4 people
36
Sort and remove waste
3 people
37
Clean the kitchen
3 people
38
Clean the room
4 people
39
Collect lost and found items
40
Return rental equipment
2 people
41
Clean up leftovers
2 people

What to bring

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

Sports equipment

Table tennis tablesqty 8
Table tennis netsqty 8
Table tennis paddlesqty 45
Table tennis ballsqty 150
Scoreboardsqty 8
Conesqty 24
Hoopsqty 12
Whistlesqty 6
Stopwatchesqty 6
Prizesqty 12

Furniture

Tablesqty 6
Chairsqty 50
Changing room benchesqty 4
Registration desk
Waste binsqty 6

Equipment

Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker

Kitchen

Coolersqty 4
Food warmersqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Pouring jugsqty 6

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Coffee cupsqty 30

Decorations

Buntingqty 6
Tableclothsqty 6
Name stickersqty 60

Lighting

LED light stringsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2
First aid kit

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the camp. Use the final participant list to create matches, check dietary requirements and prepare parent information without last-minute changes.
Create the tournament schedule after registrations close, not before. Print the match schedule, participant list and parent information at least 1 day ahead, and keep a digital copy on a laptop.
Allow at least 60 minutes for venue setup. Tables, nets and barriers take longer to position than expected, especially when several courts must be safe and easy to supervise.
Prepare scorecards and place scoreboards at every playing area before the warm-up. Keep spare balls, paddles, stopwatches and whistles at the registration desk so play does not stop when equipment goes missing.
Plan food and drinks around the playing blocks. Chill drinks before participants arrive, prepare snacks and catering in advance, and use coolers or food warmers so serving does not depend on constant kitchen access.

Frequently asked questions

How far in advance should I organise a table tennis camp?: Book the venue and reserve table tennis equipment at least 4 to 6 weeks ahead. Set the registration deadline about 7 days before the camp so you can confirm participants and create the tournament schedule.
How long does it take to set up a table tennis camp?: Allow at least 60 minutes for setup, plus another 15 minutes if the venue needs furniture moved. Set up the tables, nets, barriers, registration desk, schedules and catering before registration opens.
When should I make the table tennis tournament schedule?: Create the schedule after registrations close and participant numbers are confirmed, usually 5 to 7 days before the camp. Print the final match schedule at least 1 day before the event.
What should participants bring to a table tennis camp?: Tell participants what to bring in the invitation at least 1 week before the camp. The organiser should have tables, nets, paddles, balls, scoreboards and warm-up equipment ready before the first match.

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