How to organise a tennis day without last-minute problems

A successful tennis day starts with the courts and a realistic competition format, not with decorations or catering. Reserve the courts and catering location first, then open registrations and collect dietary requirements before finalising the participant list. Once you know the numbers, create the match schedule, arrange the rackets and balls, and send the programme to attendees. The final setup is mostly about timing: food, drinks, seating, shade and scorekeeping must be ready before the first match begins.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set a registration deadline at least 10 days before the tennis day. You need the final participant list to create balanced matches, print the schedule and prepare name badges.
Build the competition schedule around the available court time, including at least 10 minutes between rounds for players to change courts and record scores. Print a spare copy for the reception table.
Check rackets, ball baskets, scoreboards and tennis balls two or three days beforehand. Count the balls and assign equipment to each court instead of discovering shortages after the first match starts.
Plan food around the match rhythm: have fruit, snacks and water available from arrival, then serve lunch packages or the buffet during a scheduled break. Chill drinks before guests arrive and keep dietary meals clearly separated.
Check the weather forecast 48 hours before the event and again on the morning itself. If play is outdoors, finish the party tents, tables, chairs, lighting and power arrangements before participants arrive, not between matches.

Frequently asked questions

How far in advance should I organise a tennis day?: Reserve the tennis courts and catering location at least 6 to 8 weeks ahead, especially if the event is on a weekend. Send invitations 3 to 4 weeks before the day and close registrations around 10 days beforehand.
How many tennis courts do I need for a tennis day?: The number depends on the format, but plan roughly 4 players per court for rotating doubles. For 24 participants, six courts allow shorter waiting times; with fewer courts, schedule longer rounds and clear breaks.
When should I make the tennis day match schedule?: Create the schedule as soon as registrations close, ideally 7 to 10 days before the event. Send it with the programme and print extra copies so players, organisers and the reception table can refer to the same version.
How much food and drink do I need for a tennis day?: Allow at least 2 to 3 drinks per person during the first hour, then provide water throughout play and more drinks with lunch. Prepare one lunch portion per participant plus around 10% extra, and confirm dietary requirements before ordering groceries.