How to organise a tennis clinic from start to finish
Start by booking the tennis courts and coach before inviting anyone. Then collect registrations, dietary requirements and skill information so you can plan groups, equipment and catering accurately. On the day, allow time for the registration desk, safety check, warm-up and a clear explanation of the programme before play begins. This guide follows the practical order of work, including details that are often left until the last minute, such as chilled drinks, sorted tennis balls and a weather check.
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
Arrange a tennis coach
- 3
Send invitations
- 4
Process registrations
- 5
Collect dietary requirements
- 6
Update participant list
- 7
Check the weather forecast
- 8
Order catering groceries
- 9
Check materials are complete
2 people
- 10
Inform participants
- 11
Pick up groceries
2 people
- 12
Sort tennis balls
- 13
Chill drinks
- 14
Prepare snacks
2 people
- 15
Prepare the wrap buffet
3 people
- 16
Set up tables and chairs
2 people
- 17
Set up registration desk
- 18
Lay out name badges
- 19
Set out sports equipment
2 people
- 20
Conduct a safety check
2 people
Event
- 21
Receive participants
2 people
- 22
Register attendance
- 23
Serve welcome drinks
2 people
- 24
Explain the program
- 25
Lead the warm-up
2 people
- 26
Demonstrate basic strokes
2 people
- 27
Supervise technical exercises
2 people
- 28
Refill drinks
- 29
Serve snack breaks
2 people
- 30
Explain doubles
2 people
- 31
Coach doubles play
3 people
- 32
Track scores
- 33
Set up the dinner buffet
3 people
- 34
Serve dinner buffet
2 people
- 35
Refill drinks
- 36
Handle prize ceremony
- 37
Take group photo
- 38
Serve the last drinks round
Aftercare
- 39
Collect waste
2 people
- 40
Wash dishes
2 people
- 41
Clear tables and chairs
2 people
- 42
Gather sports equipment
2 people
- 43
Clean the venue
3 people
- 44
Check stock
- 45
Return borrowed items
2 people
- 46
Handle deposit and lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Sports equipment
- Tennis racketsqty 20
- Tennis ballsqty 60
- Ball basketsqty 4
- Marker discsqty 24
- Conesqty 20
- Agility ladderqty 2
- Training bibsqty 12
- Resistance bandsqty 10
- Whistlesqty 2
- Scoreboardsqty 4
Furniture
- Foldable tablesqty 6
- Chairsqty 24
- Benchesqty 4
- Clothes racksqty 2
Equipment
- Stopwatchesqty 4
- Portable speaker
- Extension cordsqty 2
- Rechargeable power banksqty 2
Catering
- Coolersqty 3
- Water dispensersqty 2
- Thermos flasksqty 4
- Coffee maker
- Serving traysqty 4
- Serving plattersqty 8
- Cutting boardsqty 3
- Chef's knivesqty 3
- Serving tongsqty 6
- Groceries
Tableware
- Reusable platesqty 30
- Reusable bowlsqty 24
- Reusable glassesqty 40
- Coffee cupsqty 24
- Cutlery setsqty 30
Decorations
- Name badgesqty 25
- Pensqty 12
- Registration sign
- Schedule of roundsqty 6
Cleaning
- Waste binsqty 4
- Hand sanitizerqty 3
- Cleaning bucketsqty 2
- Cleaning clothsqty 12
- Dish brushesqty 2
Safety
- First aid kit
- Cold packsqty 6
- Sunshadesqty 3
Tips
- Book the courts and coach first, then send invitations with a firm registration deadline. Keep the participant list updated as people confirm, cancel or add dietary requirements.
- Check the equipment at least one day before the clinic. Count rackets, tennis balls and ball baskets, and test stopwatches, whistles, the portable speaker and any extension cords before participants arrive.
- Plan the arrival period as a separate part of the event. Set up the registration desk, name badges, seating and welcome drinks before the advertised start time, so the coach can begin the warm-up on schedule.
- Prepare food and drinks in a timed sequence. Chill drinks and fill water dispensers before arrival, then prepare snacks and the wrap buffet close enough to serving time that they remain fresh.
- Check the weather forecast the day before and again on the morning itself. Decide in advance when you will inform participants about changes, rather than waiting until people are already travelling to the courts.
Frequently asked questions
- How far in advance should I book tennis courts for a clinic?
- Book the courts as soon as you have a likely date and session length, preferably at least 4 to 6 weeks ahead. Confirm the number of courts, access time and cancellation arrangements before sending invitations.
- How early should participants arrive at a tennis clinic?
- Ask participants to arrive 20 to 30 minutes before the first coaching activity. This gives you time to register attendance, hand out name badges, serve welcome drinks and resolve missing equipment or late dietary information.
- When should I check the weather for an outdoor tennis clinic?
- Check the forecast the day before and again 3 to 4 hours before the start. Send any weather-related update as soon as the decision is made, so participants have time to adjust their travel plans and clothing.
- How long before the clinic should I prepare the catering?
- Buy groceries and confirm quantities at least 1 to 2 days beforehand. Chill drinks and prepare the snack and wrap-buffet components on the day, allowing about 60 to 90 minutes for setup and serving preparation.
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