How to organize a tennis tournament from start to finish

A tennis tournament runs smoothly when you fix the format, court time and player numbers before you deal with the details. Start by reserving the courts and setting registration deadlines, then build the draw, rules and match schedule around the confirmed entries. Leave time for referees, volunteers, scoring equipment and player information. On the final week, check payments, the weather forecast and your backup plan. On the day itself, prepare scorecards, balls, refreshments and the welcome area before the first players 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
Set tournament date and location
2 people
2
Reserve tennis courts
3
Set the tournament format
2 people
4
Arrange prize money and prizes
2 people
5
Create registration form
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Update participant list
10
Check payments
11
Create the match schedule
2 people
12
Set competition rules
2 people
13
Confirm the track layout
14
Contact referees
2 people
15
Assign volunteers
2 people
16
Order prizes
17
Send participant information
18
Check the weather forecast
19
Confirm bad-weather alternative
2 people
20
Do the shopping
2 people
21
Gather tournament materials
2 people
22
Print the match schedule
23
Prepare scorecards
24
Check tennis balls
2 people
25
Chill drinks
2 people
26
Set out sandwiches and fruit
3 people
27
Set out balls and rackets
2 people
28
Set up tables and chairs
4 people
29
Set up the competition management table
2 people
30
Set up the registration desk
2 people
31
Place lane markers
2 people
32
Hang up information boards
2 people
33
Test music and microphone
2 people
34
Check first aid kit
35
Check toilets
36
Brief volunteers
2 people

Event

37
Receive participants
3 people
38
Register attendance
2 people
39
Explain lane layout
40
Explain the opening and rules of the game
2 people
41
Start the first matches
4 people
42
Collect scores
2 people
43
Announce matches
44
Hand out tennis balls
2 people
45
Replenish competition materials
46
Serve sandwiches and fruit
3 people
47
Refill drinks
2 people
48
Serve coffee and tea
2 people
49
Empty trash bins
2 people
50
Check tires and nets
2 people
51
Guide the semifinals
3 people
52
Lead the final
3 people
53
Check final standings
2 people
54
Present prizes
3 people
55
See participants off
2 people

Aftercare

56
Take down tennis nets and posts
3 people
57
Clear tables and chairs
4 people
58
Switch off equipment
2 people
59
Collect tableware
2 people
60
Collect and sort waste
3 people
61
Clean the tracks and changing rooms
3 people
62
Clean the kitchen and serving area
2 people
63
Clean the restrooms
2 people
64
Chill leftover food
65
Return borrowed materials
2 people
66
Return rented materials
2 people
67
Publish results
68
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Beer tablesqty 4
Tableclothqty 8
Party tentsqty 3

Sports equipment

Tennis netsqty 4
Tennis net postsqty 8
Tennis ballsqty 48
Spare ballsqty 24
Tennis scoreboardsqty 4
Tennis racketsqty 12
Gripsqty 20
Training bibsqty 20
Marker conesqty 20
Lane brushesqty 4
Towelsqty 30
Reusable water bottlesqty 50

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Wireless microphone
Power banksqty 3
Coolersqty 4
Air pumpqty 2

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Tea glassesqty 40
Serving plattersqty 10
Serving spoonsqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Pliersqty 4

Decorations

Tournament flagsqty 8
Directional signsqty 8
Name badgesqty 60
Pensqty 30
A4 sign holdersqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 2
First aid kit

Catering

Groceries

Tips

Set the tournament format before opening registration. Decide how many players or pairs each court can handle, how long matches may run and when registration closes, so you do not promise more places than the available court time supports.
Create the match schedule only after registrations and payments are checked. Print copies for the welcome table and referees, and keep a digital version on the laptop in case a player withdraws or a match time changes.
Confirm the competition rules and referee coverage at least one week ahead. Players should receive the format, scoring rules, arrival time and contact details before the tournament, rather than hearing them for the first time at the courts.
Prepare equipment in separate groups: rackets and spare balls for play, scoreboards and scorecards for officials, and tables, chairs, drinks and cups for the player area. Check tennis nets, posts and balls before loading everything.
Make the weather decision early enough to contact everyone. Check the forecast the day before, confirm the bad-weather alternative, and keep tents, towels, coolers, water bottles and power supplies ready if conditions change.

Frequently asked questions

How far in advance should I organize a tennis tournament?: Start planning at least 6 to 8 weeks before the tournament. Reserve the courts first, then allow 3 to 4 weeks for invitations and registration, followed by one week to finalize the draw, rules and volunteer assignments.
How many tennis courts do I need for a tournament?: The number depends on the match format and available court time. As a planning estimate, one court can usually handle 4 to 8 players in a short-format event; calculate the match blocks first, then reserve enough courts to avoid a schedule that runs late.
When should I send the tennis tournament schedule?: Send the confirmed schedule 3 to 5 days before the event, after checking registrations and payments. Include each player's arrival time, first match, court number, rules, parking or access information and a contact number for changes.
What should I prepare the day before a tennis tournament?: Print the match schedule and scorecards, check the nets, posts, balls and scoreboards, charge the laptop, speaker and microphone, and chill the drinks. Complete these checks by the evening before so missing equipment can still be replaced.

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.