How to organise a volleyball tournament without the usual chaos

Start by fixing the tournament format, number of teams and available court time before opening registration. Then reserve the sports hall, write the rules and build a match schedule that includes breaks and setup time. As teams sign up, assign volunteers and confirm referees rather than leaving those jobs until the final week. The details people often miss are spare balls, working scoreboards, first-aid supplies, dietary information and clear instructions for where each team should go.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Finalize tournament setup
2 people
2
Reserve the sports hall
3
Create the match schedule
2 people
4
Draw up participation rules
2 people
5
Create registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Confirm referees
11
Make competition forms
2 people
12
Send participant information
2 people
13
Order prizes
14
Create a shopping list
2 people
15
Order catering
16
Check material stock
2 people
17
Reserve extra supplies
18
Create floor plan
19
Print signs and labels
2 people
20
Check participant list
2 people
21
Checking prizes
22
Prepare game rules
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Gather materials
3 people
27
Load transport
3 people

Event

28
Open the sports hall
2 people
29
Check the floor and dressing rooms
2 people
30
Mark out fields
4 people
31
Place nets
4 people
32
Place referee tables
2 people
33
Set up the grandstand
4 people
34
Set up the registration desk
2 people
35
Set up catering table
3 people
36
Test sound system
2 people
37
Display prizes and cups
2 people
38
Prepare match forms
2 people
39
Brief volunteers
3 people
40
Welcome the teams
3 people
41
Register teams
3 people
42
Give the start briefing
2 people
43
Host the opening round
4 people
44
Keep track of match scores
4 people
45
Support referees
2 people
46
Manage water points
2 people
47
Refill drinks
2 people
48
Serve snacks
3 people
49
Empty trash bins
2 people
50
Check changing rooms
2 people
51
Publish interim results
52
Guide the final round
4 people
53
Check the final standings
2 people
54
Handle prize ceremony
3 people
55
See participants off
3 people

Aftercare

56
Clean up catering
3 people
57
Gather sports equipment
4 people
58
Clear away chairs and tables
4 people
59
Tear down fields
4 people
60
Sort waste
3 people
61
Clean changing rooms
3 people
62
Clean the sports hall
4 people
63
Transport materials
3 people
64
Return borrowed equipment
2 people
65
Collect laundry
2 people
66
Store leftover stock
2 people

What to bring

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

Sports equipment

Volleyball netsqty 4
Volleyball postsqty 8
Volleyballsqty 16
Spare ballsqty 4
Line marking tapeqty 8
Whistlesqty 8
Scoreboardsqty 4
Team bibsqty 80
Pumpqty 2
Ball needlesqty 10
First aid kitsqty 2
Ice packsqty 12

Furniture

Tablesqty 10
Chairsqty 40
Bar stoolsqty 4
Changing room benchesqty 12
Waste binsqty 8

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Hand trucksqty 2

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Ice packsqty 24

Decorations

Team table labelsqty 8
Start number signsqty 8
Stage ribbonsqty 3

Lighting

LED lampsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the format before inviting teams: decide how many teams you can fit into the booked court time, how many matches each team plays and how long you need between matches for rotation and scoring.
Create the schedule only after allowing time for court setup, equipment checks and breaks. Send the final schedule and participation rules at least 7 days before the tournament so teams can arrive prepared.
Assign separate people to refereeing, scoring, registration and refreshments. Confirm referees and volunteers 3 to 5 days beforehand, including their start time and where they should report.
Check every court kit at least 48 hours before play: nets, posts, balls, reserve balls, line-marking tape, scoreboards, whistles, a pump and spare needles. Arrange extra equipment before the event if anything is missing.
Finish food and access planning from the confirmed participant list. Collect dietary requirements at least 7 days ahead, chill drinks before doors open and place signs for registration, changing rooms, courts and refreshments.

Frequently asked questions

How far in advance should I organise a volleyball tournament?: Start at least 6 to 8 weeks ahead if you need a sports hall, referees and several teams. Use the final 7 days to confirm attendance, dietary requirements, volunteers, equipment and the match schedule.
How do I make a volleyball tournament schedule?: List the teams, courts, match duration and breaks first, then place matches in time slots and add setup and changeover time. Finish the schedule at least 7 days before the event and leave a buffer of 5 to 10 minutes between matches.
How many volleyballs do I need for a tournament?: Plan at least one match ball for each active court plus 2 to 3 reserve balls for the tournament. Check them 48 hours beforehand and keep a pump and spare ball needles at the scoring table.
What equipment is easy to forget for a volleyball tournament?: Reserve balls, ball needles, a pump, whistles, scoreboards, line-marking tape and first-aid supplies are commonly missed. Check these items 48 hours before setup, then place them courtside rather than leaving them in storage.

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.