How to organise a tennis tournament

A tennis tournament runs smoothly when the playing format, court time and match schedule are fixed before invitations go out. Start by booking enough courts, deciding how many matches each player will get and setting a registration deadline. Once the final participant list is known, build the schedule with realistic changeover time and send it out in advance. On the day, keep registration, scores, refreshments and match progress in one clearly managed area.

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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
Set the tournament format
2 people
3
Arrange prize money and prizes
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Finalize participant list
8
Create the match schedule
2 people
9
Send the competition schedule
10
Do the shopping
2 people
11
Check prizes and materials
2 people
12
Chill drinks
2 people
13
Prepare fruit and snacks
3 people
14
Set up tables and chairs
4 people
15
Build party tents
4 people
16
Set up registration desk
2 people
17
Set up scoreboards
2 people
18
Inspect tennis courts
2 people
19
Distribute tennis balls
2 people
20
Test the PA system
2 people

Event

21
Staff the reception desk
2 people
22
Register participants
2 people
23
Explain the tournament
2 people
24
Start the competitions
4 people
25
Track the progress of the match
2 people
26
Process scores
2 people
27
Replace tennis balls
28
Serve drinks
2 people
29
Refill snacks
2 people
30
Refill drinks
2 people
31
Collect waste
2 people
32
Announce finalists
33
Lead the final
2 people
34
Present prizes
2 people
35
See participants off
2 people

Aftercare

36
Check tennis courts
2 people
37
Dismantle tables and chairs
4 people
38
Take down party tents
4 people
39
Wash dishes
2 people
40
Dispose of waste
2 people
41
Clean the venue
3 people
42
Sort materials
2 people
43
Return borrowed materials

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Registration desk
Waste binsqty 6
Tableclothsqty 8

Sports equipment

Tennis ballsqty 48
Backup tennis racketsqty 4
Tennis towelsqty 12
Scoreboardsqty 8
Match netsqty 4
Line sweepersqty 4
Conesqty 20
Start and stop whistlesqty 4

Equipment

Laptopsqty 2
Tabletsqty 2
Mobile chargersqty 4
Mobile sound system
Microphone
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable drinking cupsqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 3
Chef's knivesqty 3
Bread knivesqty 2
Ice packsqty 20

Decorations

Tournament bannersqty 4
Buntingqty 6
Table numbersqty 8
Directional signsqty 8

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Hand sanitizerqty 4
First aid kit

Catering

Groceries

Tips

Book the courts before opening registration, then work backwards from the available court hours. Allow at least 10 minutes between matches for players to leave, scores to be recorded and the next group to get ready.
Set the tournament format before sending invitations. State the maximum number of players, match length, scoring rules and whether participants should expect one match or several.
Close registration at least 5–7 days before the tournament so you can finalise the participant list and create a workable schedule. Send the schedule as soon as it is ready, including arrival time and the registration location.
Prepare a backup plan for missing or damaged equipment. Keep reserve tennis rackets, extra tennis balls, scoreboards, chargers and extension cords together rather than searching for them during a match.
Make the first 30 minutes visible and structured: staff the registration table, explain the format, distribute balls and test the microphone before the opening announcement. Prepare drinks, fruit and snacks before matches begin so players do not have to wait.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Book the courts and choose the format at least 4–6 weeks ahead if possible. Set the registration deadline 5–7 days before the event, leaving time to finalise the schedule and prepare equipment.
How many tennis courts do I need for a tournament?: The number depends on match length, player numbers and the total court time available. As a starting point, calculate one court for every match played at the same time, then add at least 10 minutes between matches for changeovers.
When should I send the tennis tournament schedule?: Send the final schedule immediately after registration closes, ideally 3–5 days before the tournament. Include arrival time, registration instructions, court assignments and what players need to bring.
What should I prepare on the morning of a tennis tournament?: Arrive at least 90 minutes before the first match. Use the first hour to inspect the courts and nets, set up the registration table, place scoreboards and tennis balls, cool drinks, and test the sound system.

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