How to organise a wheelchair basketball tournament

Start with the sports hall and tournament date, then build the schedule around the number of teams, available courts and match length. Accessibility checks, referees, table officials and emergency contacts need confirming before invitations go out. Keep registration, dietary requirements and parking information in one participant list. In the final week, print the rules and team assignments, brief volunteers, check every equipment item and chill the drinks before teams arrive.

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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
Confirm tournament date
2
Reserve the sports hall
3
Draw up the match schedule
2 people
4
Invite teams
2 people
5
Send audience invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Check accessibility
2 people
10
Send parking information
11
Recruit volunteers
2 people
12
Confirm referees
13
Assign table officials
14
Record emergency contact
15
Order prizes
16
Book catering
17
Check the shopping list
2 people
18
Print competition rules
19
Print team assignments
20
Create floor plan
21
Prepare the volunteers briefing
22
Close registrations
23
Update participant list
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Check sports equipment
2 people
28
Pick up keys
29
Open venue
2 people
30
Check sports flooring
2 people
31
Mark the playing field
3 people
32
Check the basketball hoop
2 people
33
Set up tables
4 people
34
Set up chairs
4 people
35
Keep wheelchair spaces clear
2 people
36
Set up registration desk
2 people
37
Set up competition table
2 people
38
Test scoreboard
2 people
39
Test the music
40
Build the catering buffet
3 people
41
Hang up signage
2 people
42
Check sanitary facilities
2 people
43
Brief volunteers
3 people

Event

44
Welcome the teams
3 people
45
Register participants
3 people
46
Check team uniforms
2 people
47
Give the opening speech
48
Guide First Competition Round
6 people
49
Process results
2 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Welcome the audience
2 people
53
Guide round two of the competition
6 people
54
Archive scorecards
55
Keep the break area clean
2 people
56
Guide round three
6 people
57
Announce breaks
58
Serve the hot meal
4 people
59
Announce finalists
60
Lead the final
6 people
61
Present prizes
3 people
62
Give the closing speech
63
Support team departures
3 people

Aftercare

64
Collect waste
4 people
65
Wash dishes
3 people
66
Clean up catering
3 people
67
Gather sports equipment
3 people
68
Clear tables and chairs
4 people
69
Clean the competition floor
3 people
70
Clean the restrooms
2 people
71
Switch off the equipment
2 people
72
Collect lost and found items
73
Lock up the venue
2 people
74
Store scores digitally
75
Share photos with permission
76
Publish results
77
Return materials
2 people
78
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 4
Wheelchair-accessible tablesqty 4
Waste binsqty 8

Sports equipment

Wheelchair basketballsqty 12
Spare basketballsqty 4
Basketball pumpsqty 2
Pump needlesqty 10
Conesqty 20
Training bibsqty 24
Whistlesqty 6
Scoreboardsqty 2
Score padsqty 20
Game clocksqty 2
Team table signsqty 8
Toss coinsqty 2
First aid blanketsqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile phonesqty 3
Portable speakersqty 2
Microphone
Power banksqty 4

Catering

Coolersqty 4
Thermos flasksqty 6
Groceries

Tableware

Reusable glassesqty 120
Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Pitchersqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Serving plattersqty 12
Serving tongsqty 6
Ice packsqty 20

Decorations

Team flagsqty 8
Stage ribbonsqty 12
Tableclothsqty 10
Competition postersqty 12
Name badgesqty 120
Pensqty 30
Tapeqty 6
Scissorsqty 4
Directional signsqty 20

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Hand spray bottlesqty 6
Work glovesqty 12
Toilet brushesqty 4

Tips

Reserve the sports hall before inviting teams, and confirm the court layout, accessible tables, seating, toilets, entrances and parking at least 8 weeks before the tournament.
Set a registration closing date 10–14 days before the event. Use the final participant list to confirm teams, dietary requirements, emergency contacts and parking instructions.
Create the match schedule as soon as you know the number of teams. Allow time between games for court changes, wheelchair movement and scorekeeping rather than scheduling matches back to back.
Confirm referees, table officials and volunteers at least 3 weeks ahead. Give volunteers a written briefing covering the game clock, score pads, scoreboards, team tables, first aid and who to call in an emergency.
Do a full equipment check 2–3 days before the tournament: count wheelchair basketballs and spares, test pumps and pump needles, check whistles and clocks, and charge phones, the laptop, microphone and power banks.

Frequently asked questions

How far in advance should I organise a wheelchair basketball tournament?: Start 8–12 weeks before the tournament. The sports hall, referees, teams and accessibility arrangements usually take the longest to confirm, while catering and prizes can be finalised closer to the date.
When should wheelchair basketball tournament registration close?: Close registration 10–14 days before the event. That gives you enough time to process entries, collect dietary requirements, finish the team assignments and publish the match schedule.
How many officials and volunteers does a wheelchair basketball tournament need?: Plan at least 2 table officials per court, plus 1 lead coordinator and enough volunteers for check-in, accessibility support, catering and first aid. Add cover for breaks if the tournament lasts more than 4 hours.
What should I check at the sports hall before a wheelchair basketball tournament?: Visit the hall at least 4 weeks beforehand and check step-free access, accessible toilets, door widths, spectator seating, wheelchair-accessible tables, parking and power points. Also confirm where the scoreboards, team tables, first-aid supplies and emergency exits will be placed.

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.