How to organise a tennis tournament

Start by fixing the tournament format, venue and number of courts before inviting anyone. The format determines how many matches you can run and how much time you need for each round. Then open registration, collect dietary and emergency contact details, and publish a realistic schedule. In the final week, confirm players, referees and volunteers, prepare printed information, and check equipment, refreshments and the weather. On the day, keep scoring, player flow and hospitality moving in parallel.

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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
Determine the tournament format
2 people
2
Reserve lanes and venue
3
Draw up the match schedule
2 people
4
Create registration form
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm participants
9
Check hospitality reservation
10
Order prizes and medals
11
Assign volunteers
2 people
12
Confirm referees
13
Collect first aid contact details
14
Check the weather forecast
15
Print participant list
16
Print the match schedule
17
Do the shopping
2 people
18
Check sports equipment
2 people
19
Prepare trophies
20
Label balls
2 people
21
Prepare route signs
22
Chill drinks
2 people
23
Set out fruit and snacks
2 people
24
Prepare coffee and tea
2 people
25
Set up tables and chairs
4 people
26
Set up registration desk
2 people
27
Set up competition management
2 people
28
Place scoreboards
2 people
29
Check the lanes
2 people
30
Check Nets and Ropes
2 people
31
Fill ball baskets per lane
2 people
32
Hang decorations
2 people
33
Put up signs and signage
2 people
34
Display prizes
35
Brief volunteers
2 people

Event

36
Open registration desk
2 people
37
Receive participants
3 people
38
Hand out introductory information
2 people
39
Explain the tournament
2 people
40
Lead the warm-up
2 people
41
Start the first matches
4 people
42
Supervise races
6 people
43
Record results
2 people
44
Update scoreboards
2 people
45
Replace balls
2 people
46
Serve drinks
2 people
47
Refill drinks
2 people
48
Serve coffee and tea
49
Restock snacks and fruit
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Check lanes during the race
2 people
53
Guide the quarterfinals
4 people
54
Guide the semifinals
4 people
55
Announce the final
56
Lead the final
3 people
57
Prepare awards ceremony
2 people
58
Announce the winners
59
Present prizes
2 people
60
Take group photo
61
See participants off
2 people
62
Finalize competition administration
2 people

Aftercare

63
Collect tableware
2 people
64
Store food safely
2 people
65
Switch off equipment
2 people
66
Gather sports equipment
3 people
67
Clear tables and chairs
4 people
68
Remove decorations
2 people
69
Collect waste
3 people
70
Wash dishes
2 people
71
Clean the venue
3 people
72
Leave the lanes tidy
2 people
73
Check borrowed items
2 people
74
Return borrowed items
2 people
75
Publish results
76
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Beer tablesqty 4
Party tentsqty 2
Clothes racksqty 2

Sports equipment

Tennis netsqty 4
Tennis ballsqty 96
Spare tennis ballsqty 24
Scoreboardsqty 4
Ball basketsqty 8
Tennis umpire chairsqty 4
Training hoopsqty 12
Marker discsqty 24
Skipping ropesqty 8
Water cratesqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker
Microphone
Megaphonesqty 2
Printer
Power banksqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Pouring jugsqty 6
Thermos flasksqty 4
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Ice packsqty 16
Storage boxesqty 8

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Stage signsqty 3

Lighting

LED light stringsqty 4
Outdoor lightsqty 4

Catering

Groceries

Registration

Name stickersqty 100
Pensqty 30
Clipboardsqty 8
Competition formsqty 100
Envelopesqty 40
Wristbandsqty 100

Communication

Walkie-talkiesqty 6
Phone chargersqty 4
Printer paperqty 2
Tapeqty 6
Markersqty 12
Notepadsqty 8
Directional signsqty 12
A4 information boardsqty 8

Safety

First aid kit
Cold packsqty 6
Safety vestsqty 8
Flashlightsqty 4
Non-slip matsqty 6

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Waste binsqty 8
Trash grabbersqty 2
Toilet brushesqty 2
Hand broomsqty 4

Prizes

Winner's cupsqty 3
Medalsqty 12
Prize packagesqty 3
Certificatesqty 40
Ribbonsqty 12

Tools

Hammerqty 2
Cable tiesqty 100
Cable tiesqty 50
Scissorsqty 4
Measuring tapesqty 2
Umbrellasqty 4

Tips

Choose the format and match duration before creating the schedule. Allow at least 10–15 minutes between rounds for changeovers, score updates and late finishes.
Set a registration deadline 7–10 days before the tournament. Use the form to collect player details, dietary requirements and first-aid contact information instead of chasing these separately.
Confirm the venue, courts, referees and hospitality reservation at least one week ahead. Recheck court access, power outlets and the location of tables and chairs three days before play.
Prepare two printed copies each of the participant list and match schedule, plus a digital backup. Label tennis balls by court or round and keep spare balls ready at the scoring area.
Plan refreshments around the playing schedule: chill drinks before players arrive, prepare fruit and snacks for breaks, and set up coffee and tea where players can reach them without crossing the courts.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Start planning 6–8 weeks ahead if you need to reserve courts, arrange referees and order prizes or medals. Close registration 7–10 days before the event so you can produce the draw and match schedule.
How long does a tennis tournament take?: A small tournament with 16 players usually needs around 4–6 hours, depending on the format and match length. Add 10–15 minutes between rounds and extra time for registration, prize-giving and delays.
What information should a tennis tournament registration form collect?: Ask for the player’s name, contact details, playing level or category, availability and dietary requirements. Also collect an emergency or first-aid contact and set a response deadline, ideally 7–10 days before the tournament.
What should I check the day before a tennis tournament?: Check the weather forecast, court and venue access, tennis nets, balls, scoreboards, seating and power supplies. Print the schedule and participant list, prepare trophies, chill drinks and confirm every referee and volunteer.

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