How to organise a tennis club open day

Start with the player journey: registration, arrival, coaching, refreshments and a clear finish. Set a registration deadline, then use the numbers and dietary requirements to build the clinic schedule, reserve courts and assign volunteers. A few days before the event, check the forecast, confirm equipment and print the final participant list. On the day, leave enough time to inspect the courts, test the nets and set up the registration desk before the first players arrive.

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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
Send invitations
2 people
2
Publish open day online
3
Process registrations
2 people
4
Collect dietary requirements
5
Reserve tennis courts
6
Create the clinic schedule
2 people
7
Assign volunteers
8
Check the weather forecast
9
Print the final participant list
10
Prepare name badges
2 people
11
Print the map and program
12
Prepare the registration desk
2 people
13
Sort tennis balls
2 people
14
Check rackets
2 people
15
Do the shopping
2 people
16
Fill coolers
2 people
17
Chill drinks
2 people
18
Set out coffee and tea
2 people
19
Prepare snacks
3 people
20
Inspect the tennis court
2 people
21
Check the tennis nets
2 people
22
Build party tents
4 people
23
Set up tables and chairs
4 people
24
Set up the registration desk
2 people
25
Set up buffet tables
3 people
26
Hang decorations
3 people
27
Put up route signs
2 people
28
Connect the music
2 people
29
Prepare sports equipment per lane
3 people
30
Conduct a safety check
2 people

Event

31
Register visitors
3 people
32
Welcome visitors
2 people
33
Explain the program
34
Hand out rackets
2 people
35
Lead the tennis clinics
4 people
36
Manage lane changes
2 people
37
Collect tennis balls
2 people
38
Serve snacks
3 people
39
Serve drinks
2 people
40
Refill drinks
2 people
41
Refill coffee and tea
42
Keep the buffet tidy
2 people
43
Check toilets
44
Empty trash bins
2 people
45
Inform participants about membership
2 people
46
Announce the closing

Aftercare

47
Collect sports equipment
3 people
48
Clear buffet
3 people
49
Clear tables and chairs
4 people
50
Take down party tents
4 people
51
Wash dishes and glasses
3 people
52
Collect waste
3 people
53
Clean the grounds
4 people
54
Turn off the sound equipment
55
Inventory materials
2 people
56
Return borrowed materials
2 people
57
Store leftover stock
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Chairqty 50
Buffet tableqty 3
Stoolqty 6

Sports equipment

Tennis racketqty 30
Tennis ballqty 120
Mini tennis netqty 4
Marker coneqty 30
Training ladderqty 2
Hoopqty 12
Scoreboardqty 4
Ball basketqty 6
Ropeqty 4

Tableware

Reusable glassqty 80
Reusable plateqty 80
Reusable cutleryqty 80

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Serving platterqty 8
Serving tongsqty 6
Cutting boardqty 3
Kitchen knifeqty 3

Equipment

Cool boxqty 4
Portable speaker
Extension cordqty 3
Power stripqty 3
Charging phone

Decorations

Buntingqty 6
Balloonsqty 100
Table runnerqty 8
Name signqty 6

Lighting

LED light stringqty 4
LED lampqty 6

Cleaning

Waste binqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketqty 2
First aid kit

Office

Clipboardqty 4
Ballpoint penqty 20
Markersqty 2
Name badgesqty 80
Tapeqty 4
Scissorsqty 3
Registration formsqty 100
Program flyersqty 100
Route signqty 10

Catering

Groceries

Tips

Set registration deadlines at least 7 days before the open day. That gives you time to process names, collect dietary requirements and create groups that fit the available courts.
Build the clinic schedule around court capacity rather than the total number of visitors. Keep the final participant list, map and programme at the registration desk, with name badges ready for every registered player.
Assign volunteers to specific jobs and time slots at least 3 days beforehand. One person should own registration while others supervise clinics, refreshments and transitions between activities.
Check rackets, tennis balls, mini nets and training equipment the day before, not during setup. Sort balls into baskets and keep spare rackets available so a missing item does not delay a whole group.
Plan refreshments as a separate setup area. Chill drinks, fill coolers and prepare coffee, tea and snacks before players arrive; also check the extension cord, power strip and charging phone if equipment needs power.

Frequently asked questions

How far in advance should you plan a tennis club open day?: Start planning at least 4 weeks ahead. Publish the event and send invitations early, then close registrations about 7 days before the day so you can finalise groups, dietary requirements and volunteer duties.
How do I organise tennis open day registrations?: Set one registration deadline and record each participant’s name, experience level and dietary requirements. Print the final list and prepare name badges 1 day before the event, rather than relying on handwritten additions at the desk.
When should I check the weather for a tennis club open day?: Check the forecast 3 days before the event, then check it again the evening before and on the morning itself. Use the final check to decide when to build party tents and how to position tables, chairs and refreshments.
How much equipment do I need for a tennis club open day?: Plan one racket and one set of activity equipment per active player where possible, plus spare rackets and balls for the busiest group. Count the equipment against your clinic schedule at least 1 day beforehand, including nets, cones, ladders, hoops and ball baskets.

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