How to organise a volleyball tournament without losing track

Start by fixing the sports hall and tournament date, then build the format around the number of teams that actually register. Set the rules, match length and registration deadline before sending invitations. Once entries are in, check contact details and dietary requirements, assign volunteers and confirm referees. The final week is for publishing the schedule, checking equipment and ordering catering; on the day, leave enough time to inspect the floor, prepare the courts and test the scoring and sound setup.

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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 the sports hall
2
Set tournament date
2 people
3
Draw up tournament rules
2 people
4
Create the match schedule
2 people
5
Send invitations
2 people
6
Register teams
2 people
7
Process registrations
2 people
8
Check contact details
9
Collect dietary requirements
10
Order catering
11
Order prizes and medals
12
Assign volunteers
2 people
13
Confirm referees
14
Publish the match schedule
15
Send weather and route update
16
Check sports equipment
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare tournament folders
2 people
20
Prepare the prize table
2 people

Event

21
Open the sports hall
2 people
22
Check the floor and dressing rooms
2 people
23
Set up volleyball courts
4 people
24
Adjust nets
2 people
25
Set up referee chairs
2 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Set up the catering buffet
3 people
29
Test music and announcements
2 people
30
Prepare match forms
2 people
31
Welcome the teams
3 people
32
Register attendance
2 people
33
Confirm team assignments
2 people
34
Give welcome speech
35
Explain the game rules
36
Supervise races
6 people
37
Keep track of scores
4 people
38
Process results
2 people
39
Refill drinks
2 people
40
Refill snacks
2 people
41
Announce breaks
42
Replace match balls
43
Lead the final
4 people
44
Announce the winners
45
Present prizes
2 people
46
See participants off
3 people

Aftercare

47
Dismantle sports equipment
4 people
48
Clear tables and chairs
4 people
49
Wash dishes
3 people
50
Collect waste
3 people
51
Clean the sports hall
4 people
52
Check changing rooms
2 people
53
Collect lost and found items
2 people
54
Return materials
2 people
55
Clear away leftover groceries
2 people
56
Handle the deposit and keys
57
Send thank-you message

What to bring

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

Sports equipment

Volleyball netsqty 2
Volleyball postsqty 4
Volleyballsqty 12
Antenna setsqty 2
Referees' chairsqty 2
Team bibsqty 80
Whistlesqty 4
Scoreboardsqty 2
Competition foldersqty 8
Conesqty 20
Ball bagsqty 2
Medalsqty 24
Cup
Trophy
Prize ribbonsqty 8
Pensqty 20
Pencilsqty 12
Markersqty 8
Clipboardsqty 8
Tapeqty 6

Furniture

Tablesqty 10
Chairsqty 80
Buffet tablesqty 3
Changing room benchesqty 8

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable work lightsqty 2

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Small bowlsqty 12
Serving spoonsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Serving plattersqty 12

Decorations

Tournament banner
Round tableclothsqty 6
Team table signsqty 8
Prize tablecloth

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 2
Microfiber clothsqty 12
Rubber glovesqty 8

Catering

Groceries

Tips

Set the registration deadline at least 10 days before the tournament. Use the final team list to make the match schedule, prepare team bibs and check whether you need extra volleyballs or scoreboards.
Allow 15 to 20 minutes before the first match to open the sports hall, inspect the floor and changing rooms, adjust the nets, and place referees’ chairs and scoreboards.
Give every referee and volunteer a tournament folder with the rules, court assignments, match schedule and contact details. Prepare one folder per court rather than sharing a single copy.
Order catering only after collecting dietary requirements, and plan roughly 1.5 litres of water per player for a full tournament day. Chill drinks in cool boxes before teams arrive, not during the first break.
Prepare the prize table and medals before the first match starts. Test the microphone, speakers, extension leads and power strips at least 30 minutes before announcements or the award ceremony.

Frequently asked questions

How far in advance should I organise a volleyball tournament?: Reserve the sports hall and set the date at least 8 to 12 weeks ahead. Send invitations 4 to 6 weeks before the tournament and close team registration about 10 days before the event.
How do I make a volleyball tournament schedule?: First confirm the number of teams, courts and available hours. Add match duration, changeover time and at least one longer break; publish the final schedule 5 to 7 days before the tournament.
How many referees and volunteers do I need for a volleyball tournament?: Plan at least one referee and one scorekeeper for every active court, plus one coordinator for the whole event. For a four-court tournament, that means at least 8 people covering refereeing and scoring, before adding setup and catering help.
When should I prepare the volleyball courts?: Start court setup 60 to 90 minutes before the first match. Check the floor and net height, place antennas and referees’ chairs, set out balls and scoreboards, and complete a safety check before teams enter.

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