How to organise a tennis tournament from start to finish

A tennis tournament runs smoothly when the format, court time and player limit are fixed before invitations go out. Start by working backwards from the tournament date: reserve enough courts, choose match lengths and build a realistic schedule. Confirm registrations before assigning matches, then prepare scorecards, balls, rackets and refreshments. Most problems happen when organisers leave the timetable, prizes or cold drinks until the final day.

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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
Set tournament date
2
Reserve tennis courts
3
Determine the tournament format
2 people
4
Set match duration
2 people
5
Set the participant limit
6
Draft invitations
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Confirm participants
11
Create the match schedule
2 people
12
Send the competition schedule
13
Order prizes
14
Check tennis balls
15
Inventory rackets
16
Print scorecards
17
Print participant list
18
Check the shopping list
19
Do the shopping
2 people
20
Buy non-perishable groceries
2 people
21
Collect prizes
22
Pick up rental items
2 people
23
Fill coolers
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Fill tournament folders
2 people
27
Prepare name badges
28
Check the weather forecast
29
Prepare weather contingency plan
2 people
30
Open venue
2 people
31
Inspect lanes
2 people
32
Sweep the lanes
2 people
33
Check nets
2 people
34
Set up tables
3 people
35
Set up chairs
3 people
36
Set up party tents
4 people
37
Set up the registration table
2 people
38
Set up competition table
2 people
39
Place scoreboards
2 people
40
Prepare sports equipment
2 people
41
Set up buffet
3 people
42
Set out drinks
2 people
43
Set up coffee station
2 people
44
Place waste bins
2 people
45
Check toilets

Event

46
Receive participants
3 people
47
Register participants
2 people
48
Hand out name badges
49
Give the opening briefing
2 people
50
Supervise the first matches
3 people
51
Update match standings
2 people
52
Replace tennis balls
53
Refill drinks
2 people
54
Serve coffee and tea
2 people
55
Refill snacks
2 people
56
Collect waste
2 people
57
Communicate interim results
58
Serve the break buffet
3 people
59
Collect tableware
2 people
60
Wash dishes
2 people
61
Guide the semifinals
3 people
62
Lead the final
3 people
63
Record final standings
64
Present prizes
2 people
65
Photograph the winners
66
See participants off
2 people

Aftercare

67
Tear down the buffet
3 people
68
Clear away drinks
2 people
69
Gather sports equipment
3 people
70
Clear away scoreboards
2 people
71
Clear tables and chairs
4 people
72
Take down party tents
4 people
73
Sort waste
2 people
74
Clean the venue
3 people
75
Clean the restrooms
2 people
76
Perform final track check
2 people
77
Return rental items
2 people
78
Empty and clean coolers
2 people
79
Store leftover materials
2 people
80
Distribute leftover food
2 people
81
Publish results
82
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 8

Sports equipment

Tennis racketsqty 24
Tennis ballsqty 48
Scoreboardsqty 6
Scorecardsqty 100
Conesqty 20
Competition whistlesqty 4
Towelsqty 24
Water cratesqty 6

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 2

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 6
Thermos flasksqty 4

Decorations

Competition postersqty 6
Directional signsqty 12
Name badgesqty 70
Markersqty 12

Lighting

LED lampsqty 6

Cleaning

Trash binsqty 8
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Spongesqty 8
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Prizesqty 6
Groceries

Tips

Set the participant limit from the number of courts and available hours, not from the number of people who show interest. Leave time between matches for changeovers, scores and players finding the next court.
Choose the tournament format before sending invitations. A round-robin needs more court time than a knockout, so calculate the number of matches and set a registration deadline that gives you time to create the schedule.
Send the match schedule only after registrations are confirmed. Include court numbers, start times and what players should do if they are late, then print a participant list for the organiser’s table.
Check rackets, tennis balls, scoreboards and scorecards several days before the tournament. Count balls by court and keep spare rackets and scorecards together rather than discovering shortages during the first matches.
Plan refreshments around the playing schedule: put water crates and coolers near the courts, chill drinks in advance and prepare snacks that can be served quickly. Test coffee machines, kettles, extension cords and power strips before guests arrive.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Start planning at least 6 to 8 weeks before the tournament. Reserve the courts first, then allow 2 to 3 weeks for invitations and registrations and several days to finalise the match schedule and equipment.
How many tennis courts do I need for a tournament?: Base the number on match duration, format and player count. As a working estimate, one court handles about 2 to 3 matches per hour if matches last 20 minutes and you allow time for changeovers; calculate the schedule before setting the participant limit.
When should I send the tennis tournament schedule?: Send the final schedule 2 to 3 days before the tournament, once registrations and withdrawals are closed. Keep a printed copy of the participant list and schedule at the organiser’s table for last-minute questions.
What should I prepare the day before a tennis tournament?: Prepare scorecards, prizes, participant lists, rackets and tennis balls the day before. Chill drinks overnight, check rented equipment and set aside tables, chairs, coolers and serving items so setup does not depend on last-minute shopping.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.