How to organize a volleyball tournament

A volleyball tournament runs smoothly when the competition format, venue and staffing are settled before you invite teams. Start by choosing the date, booking the sports location and defining the rules, match format and registration deadline. Then collect complete team details, assign referees and volunteers, and build a schedule with realistic changeover time. The details people most often leave too late are equipment checks, first aid cover, dietary information, weather checks and clear directions for every team.

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 the sports venue
3
Check permits
4
Set tournament rules
2 people
5
Define the competition format
2 people
6
Create a registration form
7
Send invitations
2 people
8
Distribute promotional poster
2 people
9
Process registrations
10
Check team details
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Book referees
14
Assign first aid provider
15
Draw up the match schedule
2 people
16
Publish team assignments
17
Confirm reservation
18
Check material stock
2 people
19
Reserve balls
20
Order prizes
21
Send directions
22
Check the weather forecast
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Set out prizes
28
Create a music playlist
29
Print score sheets
30
Print participant list
31
Compile emergency numbers

Event

32
Set up the check-in desk
2 people
33
Mark the sports fields
4 people
34
Set up nets
4 people
35
Set up referee chairs
2 people
36
Set up the score tables
2 people
37
Set up audience benches
3 people
38
Set up catering table
2 people
39
Set up the drinks buffet
2 people
40
Display snacks
2 people
41
Connect the sound system
2 people
42
Prepare first aid supplies
43
Staff the registration desk
2 people
44
Register teams
2 people
45
Explain the tournament rules
46
Guide the opening race
2 people
47
Referee matches
4 people
48
Keep track of scores
4 people
49
Update the stand
50
Put the balls back
51
Refill drinks
2 people
52
Refill snacks
2 people
53
Empty trash bins
2 people
54
Record injuries
55
Announce breaks
56
Announce finalists
57
Lead the final
3 people
58
Handle prize ceremony
2 people
59
Thank participants
60
Turn off the sound system

Aftercare

61
Clean up catering
3 people
62
Dismantle sports equipment
4 people
63
Put furniture back
3 people
64
Sort waste
2 people
65
Sweep floors
2 people
66
Clean the restrooms
2 people
67
Do final venue inspection
2 people
68
Collect lost and found items
69
Return materials
2 people
70
Clean coolers
71
Wash dishes
2 people
72
Store leftover stock
73
Publish results
74
Send participant message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 30
Audience benchesqty 8
Tableclothsqty 8
Clothes racksqty 2

Sports equipment

Volleyball netsqty 4
Net polesqty 8
Volleyballsqty 12
Ball pumpsqty 3
Spare valvesqty 10
Field marking tapeqty 8
Non-slip matsqty 8
Whistlesqty 6
Referees' chairsqty 4
Scoreboardsqty 4
Scoreboard markersqty 12
Competition foldersqty 6
Spare vestsqty 24
Towelsqty 12
Ice packsqty 24
First aid kit
Ice packsqty 12
Thermal blanketsqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Laptop
Printer

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pliersqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Kitchen scale

Decorations

Tournament bannersqty 6
Directional signsqty 8
Team name signsqty 24
Trophiesqty 3
Medal ribbonsqty 24
Stage signsqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the registration deadline at least 10 days before the tournament. Use the final team list to check player details, dietary needs and the number of courts, nets and volleyballs required.
Choose the match format before sending invitations. A round-robin, pools or knockout format changes the number of matches, so calculate court time before publishing the schedule.
Confirm referees, an first-aid responder and enough volunteers at least 7 days ahead. Assign someone specifically to scoresheets, announcements and handling schedule changes.
Inspect the sports equipment 2–3 days before the event. Check nets, poles, balls, pumps, spare valves, court marking tape, scoreboards, whistles and power supplies rather than discovering a shortage at setup.
Send the final schedule, team information, route and arrival time 3–5 days before play. On the day before, complete shopping, chill drinks and check the weather so outdoor plans have a clear fallback.

Frequently asked questions

How far in advance should I organize a volleyball tournament?: Book the venue and set the date at least 6–8 weeks ahead, especially if you need several courts. Open registration once the format and rules are fixed, then close it about 10 days before the tournament.
How many volleyballs do I need for a tournament?: Plan for at least 2 match-ready balls per active court, plus 2–4 spare balls for the whole tournament. Check them 2–3 days beforehand and keep a pump and spare valves at the equipment table.
How do I make a volleyball tournament schedule?: List every match, court and expected duration, then add 10–15 minutes between rounds for team changes and delays. Publish the final schedule 3–5 days before the event and keep a printed copy at the scoring desk.
How many referees and volunteers are needed for a volleyball tournament?: For each active court, schedule at least 1 referee and 1 person handling the score, with one roaming coordinator for the whole event. Add a first-aid responder and enough setup and refreshment volunteers to cover breaks without leaving a court unattended.

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.