How to organise a tennis camp from start to finish

Start by securing the tennis courts and setting a firm registration deadline. Once you know who is coming, collect dietary requirements and permissions, then build groups around age, ability and available courts. Send parents the schedule, arrival details and what participants should bring before camp day. On the day, prepare registration, water, first aid, food and court equipment before the first player arrives.

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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 tennis courts
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Collect permissions
6
Create participant list
7
Create the schedule and groups
2 people
8
Send parents practical information
9
Check the weather forecast
10
Check the shopping list
2 people
11
Do the shopping
2 people
12
Check tennis balls and rackets
2 people
13
Pack up materials
3 people
14
Chill drinks
2 people
15
Set out fruit and snacks
2 people
16
Prepare sandwiches and wraps
3 people
17
Set up tables and chairs
3 people
18
Set up registration desk
2 people
19
Check the tennis courts
2 people
20
Set up nets and field markings
3 people
21
Set up the first aid and water point
2 people
22
Brief chaperones
3 people

Event

23
Receive participants
3 people
24
Register attendance
2 people
25
Hand out wristbands
26
Lead the introduction game
3 people
27
Leading the warm-up
2 people
28
Explain basic tennis technique
4 people
29
Guide the technical circuit
4 people
30
Serve drinks and fruit
3 people
31
Refill drinks
32
Supervising tennis matches
4 people
33
Keep track of scores
34
Guide handwashing
2 people
35
Serve dinner
4 people
36
Serve diet meals separately
37
Refill drinks
2 people
38
Clear the dining tables
3 people
39
Lead the evening tournament
4 people
40
Record the finals and scores
2 people
41
Present prizes
2 people
42
Serve the final snack round
2 people
43
Ensure participants leave safely
3 people

Aftercare

44
Collect waste
3 people
45
Clear the tennis courts
3 people
46
Dismantle furniture
3 people
47
Wash dishes
2 people
48
Clean the venue
3 people
49
Inventory materials
2 people
50
Return borrowed items
2 people
51
Cleaning coolers and sports bags
2 people
52
Register lost property
53
Send thank-you message

What to bring

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

Sports equipment

Tennis racketsqty 30
Tennis ballsqty 60
Mini tennis ballsqty 30
Training hoopsqty 12
Coordination laddersqty 4
Conesqty 40
Training bibsqty 30
Skipping ropesqty 15
Scoreboardsqty 8
Whistlesqty 4
Prizesqty 6

Furniture

Foldable tablesqty 8
Folding chairsqty 36
Coolersqty 4

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Water jugsqty 6

Equipment

Kettlesqty 2
Coffee machinesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Ice packsqty 16
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Name stickersqty 40
Wristbandsqty 40
Balloonsqty 50
Notice board
Markersqty 12
Paper scorecardsqty 60

Lighting

LED lampsqty 6

Safety

First aid kit
Sunshadesqty 3
Rain ponchosqty 10

Cleaning

Waste binsqty 6
Hand broomsqty 2
Mopsqty 3

Catering

Groceries

Tips

Book the courts before sending invitations, and allow enough time between groups for moving players, collecting balls and resetting the nets. A late court booking can force you to rewrite the entire schedule.
Set a registration deadline at least 7 days before camp starts. Use the final participant list to confirm permissions, dietary requirements, groups, wristbands and the amount of food and water needed.
Send parents practical information 3 to 5 days in advance: arrival and collection times, clothing, racket requirements, weather arrangements and any food details. This prevents questions arriving while you are setting up.
Finish the equipment check on the day before camp. Count rackets and tennis balls, and pack cones, bibs, whistles, scoreboards and first-aid supplies together so nothing is still being searched for at registration.
Set up the registration desk, water and first-aid point before participants arrive. Chill drinks and put out fruit and snacks only after the courts, nets and field markings have been checked for safety.

Frequently asked questions

How far in advance should I organise a tennis camp?: Start booking the tennis courts and arranging chaperones at least 6 to 8 weeks ahead. Send invitations once the date, venue and broad programme are confirmed, then close registrations about 7 days before the camp.
How do I organise groups for a tennis camp?: Create the groups after registrations close, using age, experience and the number of courts available. Leave 10 to 15 minutes between rotating activities if players need to move courts or collect equipment.
What information should parents receive before tennis camp?: Send one practical message 3 to 5 days before the event with arrival and collection times, the schedule, clothing guidance, weather information, permissions and dietary arrangements. Include a contact number for changes on the day.
How early should I arrive to set up a tennis camp?: Allow at least 90 minutes before participant arrival. Use the first 45 minutes for tables, registration, water and food, then check nets, court markings, equipment and the first-aid point before opening registration.

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