How to organize a squash tournament from start to finish

Start by fixing the tournament date, booking enough squash courts and choosing a game format that fits the number of players and available hours. Then open registration early enough to build a reliable participant list, collect dietary requirements and recruit volunteers. The final stage is about turning entries into a workable match schedule, assigning referees and preparing equipment, prizes and printed competition slips. Most problems appear when late registrations, court time and access arrangements are left until the last few days.

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
Set tournament date
2 people
2
Reserve squash courts
3
Set the rules and game format
2 people
4
Create registration form
5
Send invitations
2 people
6
Open registration
7
Process registrations
2 people
8
Collect dietary requirements
9
Recruit volunteers
2 people
10
Check registration fee
11
Update participant list
12
Draw up the match schedule
2 people
13
Assign referees
2 people
14
Arrange deposit and keys
15
Order prizes
16
Hang up promotional materials
2 people
17
Send participant information
18
Process final registrations
2 people
19
Finalize the competition schedule
2 people
20
Send volunteer instructions
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Collect prizes and medals
24
Prepare tournament folders
2 people
25
Print competition slips
26
Make labels and signage
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Gather materials
2 people

Event

30
Open venue
2 people
31
Check lanes and changing rooms
2 people
32
Set up the reception desk
2 people
33
Set up tables and chairs
3 people
34
Set up competition table
2 people
35
Place scoreboards
2 people
36
Hang lane signs
2 people
37
Set up the prize table
2 people
38
Build the catering buffet
3 people
39
Set out coffee and tea
2 people
40
Brief volunteers
2 people
41
Register participants
3 people
42
Hand out race numbers
2 people
43
Hand out balls and rackets
2 people
44
Give the opening briefing
45
Supervise the first matches
4 people
46
Process results
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Empty trash bins
2 people
50
Guide the quarterfinals
4 people
51
Restock break buffet
2 people
52
Guide the semifinals
4 people
53
Announce finalists
54
Lead the final
3 people
55
Honor the winners
3 people
56
Take group photo
57
Check out participants
2 people
58
Collect lost and found items
59
Collect sports equipment
2 people

Aftercare

60
Take down the buffet
3 people
61
Clear tables and chairs
3 people
62
Clean the Tracks and Changing Rooms
3 people
63
Collect waste
2 people
64
Lock up the venue
2 people
65
Publish results
66
Thank participants
67
Return the deposit and keys
68
Return borrowed equipment
2 people
69
Clear away leftover stock
2 people
70
Collect expense claims and receipts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Bar stoolsqty 6
Changing room benchesqty 4
Clothes racksqty 2

Sports equipment

Squash racketsqty 24
Squash ballsqty 60
Training bibsqty 24
Wristbandsqty 60
Scoreboardsqty 8
Referees' chairsqty 8
Sports bagsqty 4

Equipment

Laptop
Tablet
Printer
Extension cordsqty 4
Power stripsqty 4
Chargersqty 4
Mobile phoneqty 2
Handheld microphone
Bluetooth speaker

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 10
Pitchersqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Pliersqty 4
Serving spoonsqty 4
Measuring cupsqty 2
Kettlesqty 2
Coffee machinesqty 2
Bottle openersqty 3

Decorations

Tournament banner
Lane signsqty 8
Welcome sign
Direction arrowsqty 12
Tableclothsqty 8
Medalsqty 6
Cupsqty 3
Ribbonsqty 3

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Microfiber clothsqty 12
Mopsqty 3
Rubber glovesqty 6

Lighting

LED lampsqty 4

Catering

Groceries

Tips

Book the courts before opening registration. Allow enough court time for the planned format, plus at least 30 minutes for check-in, delays and resetting the schedule.
Set the rules and match format before sending invitations. State the entry deadline, scoring system, expected arrival time and what players should bring so you do not have to explain different rules individually.
Close registration on a fixed date and update the participant list immediately afterward. Keep a short waiting list if the court capacity is limited, rather than adding players informally at the last minute.
Build the draw only after final registrations are processed. Print competition slips, prepare scoreboards and give each referee clear instructions before the first match starts.
Arrange the deposit, keys and volunteer briefing at least one day before the tournament. Check the laptop, printer, chargers, extension cords and power strips before setting up, because missing access or power equipment can delay the whole event.

Frequently asked questions

How far in advance should I organize a squash tournament?: Set the date and reserve the courts at least 6 to 8 weeks in advance. Open registration soon after, then close it 7 to 10 days before the tournament so you have time to create the draw and schedule.
How many squash courts do I need for a tournament?: The number depends on the match format and total court hours available. As a planning rule, allow roughly 30 to 45 minutes per match, then add at least 30 minutes of buffer time for check-in, delays and schedule changes.
When should I finalize the squash tournament schedule?: Finalize the competition schedule 3 to 5 days before the event, after processing all final registrations. Send participant information at the same time, including arrival instructions, match times and the rules.
What should I prepare the day before a squash tournament?: Prepare the tournament folders, printed competition slips, scoreboards, prizes and referee instructions the day before. Also check the rackets, balls, wristbands, changing-room setup and all charging and power equipment before arriving at the venue.

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.