How to organise a tennis tournament from start to finish

A smooth tennis tournament starts with the courts and format, not the food table. Secure the date and court bookings first, then set the rules, open registrations and build the schedule from the confirmed player list. In the final week, confirm reservations, volunteers, equipment and weather plans. On the day, leave enough time to set up the registration desk, check nets and courts, and brief players before the first match.

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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 and courts
2
Determine the tournament format and rules
2 people
3
Create a registration form
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign volunteers to courts
2 people
8
Draw up the match schedule
2 people
9
Confirm reservations
10
Order prizes and cups
11
Check the weather forecast
12
Create final participant list
2 people
13
Print the match schedule
14
Inform participants
2 people
15
Do the shopping
2 people
16
Check sports equipment
2 people
17
Chill drinks
2 people
18
Open venue
2 people
19
Set up tables and chairs
4 people
20
Set up registration desk
2 people
21
Set up the catering table
3 people
22
Check lanes and nets
3 people
23
Place scoreboards
2 people
24
Lay out prizes and medals
25
Post safety and game rules
2 people

Event

26
Receive participants
3 people
27
Register participants
3 people
28
Provide the tournament opening
2 people
29
Supervise races
6 people
30
Record results
2 people
31
Update scoreboards
2 people
32
Refill drinks
2 people
33
Serve snacks and sandwiches
3 people
34
Empty trash bins
2 people
35
Assist with the finals
4 people
36
Handle prize ceremony
3 people
37
See participants off
2 people

Aftercare

38
Gather sports equipment
3 people
39
Clear tables and chairs
4 people
40
Clean up catering
3 people
41
Collect and remove waste
2 people
42
Clean the venue
3 people
43
Wash tableware and equipment
2 people
44
Check lanes and changing rooms
2 people
45
Return borrowed equipment
2 people
46
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 2
Tableclothqty 8
Party tentqty 2

Sports equipment

Tennis netsqty 4
Tennis ballsqty 72
Spare tennis ballsqty 24
Tennis racketsqty 12
Ball basketsqty 4
Scoreboardsqty 4
Game clocksqty 4
Line sweepersqty 2
Coolersqty 4
Towelsqty 12
First aid kit
Ice packsqty 10
Athletic tapeqty 4
Sunscreen dispensersqty 2

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Megaphone
Power banksqty 3

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Serving spoonsqty 8
Coolersqty 2

Decorations

Welcome sign
Directional signsqty 8
Competition schedule board
Name badgesqty 60
Wristbandsqty 80

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Book the date and courts before sending invitations, then set a registration deadline at least 7 days before the tournament. You need the final number of players before drawing the match schedule.
Choose the format and rules early, including match length, scoring, tie-breaks and what happens if a player is late. Publish these details with the registration form so players arrive prepared.
Build the schedule only after registrations close. Allow 10 to 15 minutes between matches on each court for score updates, ball collection and unexpected delays.
Check tennis rackets, nets, balls, scoreboards and match clocks at least 2 days beforehand, and keep reserve tennis balls available courtside. Test the laptop, printer, extension cords and power banks before the event.
Prepare the venue 60 to 90 minutes before the first match. Set up the registration and catering tables, cool drinks, post safety and game rules, place prizes and medals where they are easy to find, and check the weather before players arrive.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Start at least 6 to 8 weeks ahead if you need several courts and many players. Book the date and courts first, then allow 2 to 3 weeks for invitations and registrations.
When should tennis tournament registrations close?: Close registrations at least 7 days before the event. That gives you time to confirm the player list, account for dietary requirements, assign court volunteers and print the schedule.
How much time should I allow between tennis matches?: Allow 10 to 15 minutes between matches on the same court. For longer matches or mixed abilities, add a 20-minute buffer to prevent the schedule from slipping after the first round.
How early should I arrive to set up a tennis tournament?: Arrive 60 to 90 minutes before the first match. Use this time to check courts and nets, set up tables and scoreboards, prepare the registration desk, and brief volunteers.

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