How to organize a volleyball tournament

A volleyball tournament runs smoothly when the competition format, venue, and schedule are settled before teams are invited. Start by choosing the date and number of courts, then set registration rules and a firm deadline. Once entries are confirmed, build the team list, match schedule, referee rota, and volunteer briefing around the actual number of teams. Leave time for equipment checks, chilled drinks, printed score sheets, and opening the venue before the first match.

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 play location
3
Reserve competition fields
4
Determine the tournament format
2 people
5
Draw up competition rules
2 people
6
Create registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Answer teams' questions
2 people
11
Confirm registrations
2 people
12
Create team assignments
2 people
13
Create the match schedule
2 people
14
Assign referees
2 people
15
Assign table service
2 people
16
Plan volunteer briefing
17
Order prizes and medals
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Collect materials
3 people
21
Chill drinks
2 people
22
Sort prizes
23
Print competition forms
24
Send route information

Event

25
Open venue
2 people
26
Check the floors and changing rooms
2 people
27
Mark out fields
4 people
28
Set up nets
4 people
29
Set up referee chairs
2 people
30
Prepare match balls
2 people
31
Set up tables and chairs
4 people
32
Set up registration desk
2 people
33
Set up the catering buffet
3 people
34
Connect the sound system
2 people
35
Set up the prize table
36
Brief volunteers
2 people
37
Welcome the teams
4 people
38
Register attendance
3 people
39
Explain the competition rules
2 people
40
Guide the opening race
3 people
41
Supervise races
8 people
42
Update match standings
2 people
43
Support referees
2 people
44
Supervise table service
2 people
45
Refill drinks
2 people
46
Restock fruit and snacks
2 people
47
Serve coffee and tea
2 people
48
Empty trash bins
2 people
49
Check changing rooms
2 people
50
Record injuries
51
Announce finalists
2 people
52
Lead the final
4 people
53
Present prizes
3 people
54
See participants off
3 people

Aftercare

55
Clean up catering
3 people
56
Dismantle sports equipment
4 people
57
Clear tables and chairs
4 people
58
Collect waste
3 people
59
Clean the venue
4 people
60
Leave the changing rooms clean
2 people
61
Inventory supplies
2 people
62
Return borrowed equipment
2 people
63
Store leftover stock
2 people
64
Publish results
65
Thank participants

What to bring

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

Sports equipment

Volleyball netsqty 4
Volleyballsqty 12
Spare volleyballsqty 4
Field marking tapeqty 8
Net polesqty 8
Referee chairsqty 4
Scoreboardsqty 4
Whistlesqty 8
Pump with needlesqty 2
Spare antennasqty 8
Competition bibsqty 24

Furniture

Tablesqty 10
Chairsqty 40
Beer tablesqty 6
Changing room benchesqty 12
Party tentsqty 2

Equipment

Laptop
Printer
Extension cordsqty 6
Power stripsqty 4
Sound system
Microphoneqty 2
Megaphone
Rechargeable walkie-talkiesqty 6

Catering

Coolersqty 6
Drink dispensersqty 4
Thermos flasksqty 6
Medalsqty 48
Winner's cupsqty 3
First aid kit
Ice pickqty 6
Notice boardsqty 2
Pensqty 30
Markersqty 12
Clipboardsqty 8
Groceries

Tableware

Reusable cupsqty 250
Coffee cupsqty 200
Platesqty 200
Cutlery setsqty 200
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 16
Pliersqty 8
Kettlesqty 3
Coffee machinesqty 2
Corkscrewqty 2
Bottle openersqty 4

Decorations

Tournament bannersqty 4
Team table numbersqty 16
Pennant garlandsqty 6
Tableclothsqty 12

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Tips

Choose the tournament format before sending invitations. Decide how many teams each court can handle, how long matches will last, and whether teams are guaranteed a minimum number of games.
Set the registration deadline at least 7 days before the tournament. You need the final team count to create balanced divisions, assign matches, schedule referees, and confirm dietary requirements.
Build the match schedule with realistic changeover time. Allow at least 10 minutes between matches for teams to leave the court, update the scoreboards, and prepare the next game.
Check every court setup before participants arrive. Test the volleyball nets, net posts, court-marking tape, scoreboards, referee chairs, antennas, whistles, and spare balls rather than discovering a missing item during play.
Brief volunteers before the first match, not at the venue entrance. Assign table service, refereeing, refreshments, registration questions, and announcements, and keep charged radios or a megaphone available for quick updates.

Frequently asked questions

How far in advance should I organize a volleyball tournament?: Reserve the venue and courts at least 6 to 8 weeks ahead, especially if you need several courts. Send invitations once the date, format, registration rules, and venue are confirmed.
When should volleyball tournament registration close?: Close registration 7 to 10 days before the event. This gives you enough time to confirm teams, collect dietary requirements, create the schedule, assign referees, and print match forms.
How much time should I allow between volleyball matches?: Plan for at least 10 minutes between matches on the same court. Add more time if teams need to move between courts or if the tournament includes longer knockout rounds.
What volleyball equipment should I prepare for tournament day?: Prepare one complete setup for every court, plus spare volleyballs, a pump with needles, reserve antennas, scoreboards, whistles, referee chairs, and court-marking tape. Check the equipment the day before and again when the venue opens.

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.