How to organise a volleyball tournament without losing track
Start by fixing the tournament date and booking a sports hall with enough space for every court, changing area and spectator table. Set the rules before registration opens, then use one form to collect team details, contacts and dietary needs. Once entries are closed, build the schedule, assign referees and table officials, and send each team a final confirmation. The last checks are practical: print the schedule and team list, test the equipment, chill drinks and prepare snacks before the first match.
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 people
- 2
Reserve the sports hall
- 3
Set up the playing fields
2 people
- 4
Set tournament rules
2 people
- 5
Create the match schedule
2 people
- 6
Send invitations
2 people
- 7
Open the registration form
- 8
Register teams
2 people
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Check contact details
- 12
Send confirmation to the teams
2 people
- 13
Print participant list
- 14
Print the match schedule
- 15
Check team assignments
2 people
- 16
Assign referees
2 people
- 17
Assign table leaders
2 people
- 18
Check first aid supplies
- 19
Order prizes
- 20
Check the shopping list
2 people
- 21
Do the shopping
3 people
- 22
Chill drinks
2 people
- 23
Portion snacks
3 people
- 24
Set out prizes
- 25
Create a music playlist
- 26
Set up the reception desk
2 people
- 27
Check sports flooring
2 people
- 28
Set up volleyball courts
4 people
- 29
Set up nets
4 people
- 30
Adjust the nets at height
2 people
- 31
Place referee tables
2 people
- 32
Set up tables
3 people
- 33
Set up chairs
3 people
- 34
Set up the reception table
2 people
- 35
Set up the catering buffet
3 people
- 36
Chill drinks
2 people
- 37
Connect the sound system
2 people
- 38
Prepare competition materials
2 people
- 39
Hang up route signs
2 people
- 40
Check changing rooms
2 people
- 41
Brief volunteers
2 people
Event
- 42
Welcome the teams
4 people
- 43
Register attendance
2 people
- 44
Hand out team shirts
2 people
- 45
Open tournament
- 46
Explain the game rules
2 people
- 47
Supervise races
8 people
- 48
Keep track of match scores
4 people
- 49
Hand out whistles and balls
2 people
- 50
Refill drinks
3 people
- 51
Serve coffee and tea
2 people
- 52
Restock fruit and snacks
2 people
- 53
Empty trash bins
2 people
- 54
Check changing rooms
2 people
- 55
Publish interim results
- 56
Announce finalists
- 57
Supervise the final match
6 people
- 58
Check the result
2 people
- 59
Present prizes
3 people
- 60
Give a thank-you speech
- 61
Guide the audience's departure
3 people
Aftercare
- 62
Gather competition materials
4 people
- 63
Take down nets
4 people
- 64
Clear the stands and chairs
4 people
- 65
Clear tables
3 people
- 66
Pack leftover catering
3 people
- 67
Wash dishes
3 people
- 68
Clean the sports floor
3 people
- 69
Clean changing rooms
2 people
- 70
Collect waste
3 people
- 71
Remove decorations
2 people
- 72
Turn off the sound system
2 people
- 73
Return materials
3 people
- 74
Return borrowed items
2 people
- 75
Clean up leftovers
2 people
- 76
Share the results
- 77
Send thank-you messages
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 80
- Bar stoolsqty 8
- Tableclothsqty 12
- Changing room benchesqty 12
Sports equipment
- Volleyball netsqty 4
- Volleyball postsqty 8
- Volleyballsqty 16
- Spare volleyballsqty 6
- Field marking tapeqty 8
- Referee whistlesqty 8
- Scoreboardsqty 8
- Competition formsqty 120
- Pen setsqty 12
- Team bibsqty 80
- Referee chairsqty 8
- Ball cartsqty 4
- Conesqty 24
- Sports bagsqty 8
- Towelsqty 16
Equipment
- Laptopqty 2
- Printer
- Sound system
- Wireless microphonesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Rechargeable walkie-talkiesqty 6
- Power banksqty 4
- Wall clocksqty 4
Tableware
- Reusable cupsqty 300
- Reusable platesqty 250
- Reusable cutleryqty 250
- Coffee cupsqty 100
- Tea glassesqty 100
- Serving plattersqty 16
- Serving tongsqty 12
- Coffee potsqty 6
- Thermos flasksqty 6
Kitchen
- Coolersqty 8
- Drink dispensersqty 4
- Cutting boardsqty 6
- Bread knivesqty 4
- Kitchen knivesqty 4
- Measuring cupsqty 4
- Storage binsqty 12
- Serving trays with lidsqty 12
Catering
- Coffee machinesqty 3
- Kettlesqty 3
- Hot drink urnsqty 4
- Ice cube traysqty 8
- Ice packsqty 24
- Groceries
Decorations
- Balloonsqty 150
- Balloon pumpsqty 4
- Buntingqty 12
- Team flagsqty 16
- Directional signsqty 12
- Prize tablecloth
Lighting
- LED lampsqty 8
- Light Stripsqty 4
Cleaning
- Waste binsqty 12
- Waste sorting binsqty 4
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning cartsqty 2
Safety
- First aid kitsqty 2
- Ice packsqty 12
- Non-slip matsqty 8
- Flashlightsqty 4
Tips
- Build the match schedule around realistic changeover time, not just playing time. Leave at least 5 to 10 minutes between matches for teams to clear the court, update the scoreboards and get the next teams ready.
- Close registration early enough to check every team entry and contact detail. A deadline 7 to 14 days before the tournament gives you time to resolve missing players, dietary information or duplicate teams.
- Assign one referee and one table official to every court block, then keep a written backup rota. Without named replacements, one late volunteer can delay the entire tournament.
- Check the sports hall equipment before event day, including volleyball nets, poles, balls, spare balls, court marking tape, scoreboards and referee chairs. Pack extra pens and printed match forms because scoresheets are easy to run out of.
- Prepare food and drinks before teams arrive: chill the drinks, portion the snacks and set out reusable cups. Keep the prizes together and ready for the final presentation instead of searching for them after the last match.
Frequently asked questions
- How far in advance should I organise a volleyball tournament?
- Book the sports hall and fix the date at least 8 to 12 weeks ahead, especially if you need several courts. Open team registration 4 to 6 weeks before the tournament and close it 7 to 14 days before match day.
- How do I make a volleyball tournament schedule?
- List the teams, available courts and playing format first, then add every match and a 5 to 10 minute changeover. Finish the schedule at least 7 days before the event so you can check team numbers and assign referees and table officials.
- How many referees and table officials do I need?
- Plan for one referee and one table official per active court, plus at least one backup for each role across the tournament. Confirm the rota 3 to 7 days before the event and print a copy for the organiser’s desk.
- What should I prepare on the day of a volleyball tournament?
- Set up the courts, scoreboards, match forms, balls and referee chairs before teams arrive, ideally 60 to 90 minutes beforehand. Have the printed team list and schedule ready, and finish drinks, snacks, prizes and the first equipment check before the opening briefing.
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