Padel tournament checklist: what to arrange and when

A padel tournament needs more than courts and a draw. You need a format that fits the number of players, a schedule people can follow, enough balls and rackets, and clear information about rules, parking and arrival times. This checklist covers the planning sequence from choosing the date and opening registration to checking equipment, chilling drinks and publishing the final match times. Use it to keep player communication, catering and tournament-day logistics on track.

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

Set tournament date
Reserve padel courts
Determine the tournament format
2 people
Draw up the match schedule
2 people
Create registration form
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Order prizes and cups
Order balls
Book catering
Check music rights
Gather parking information
Set the rules
2 people
Send the rules to participants
Create final participant list
2 people
Publish match times
2 people
Check contact details
Check the shopping list
2 people
Check sports equipment stock
2 people
Collect prizes
Do the shopping
3 people
Chill drinks
2 people
Print competition cards
Making participant badges
2 people
Prepare the prize table
2 people
Prepare catering
3 people
Open venue
2 people
Inspect lanes
2 people
Clean the lanes
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Post competition information
2 people
Hang decorations
2 people
Connect the music
2 people
Set out first aid supplies
Set up the catering buffet
3 people
Display prizes
2 people
Test tournament software
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out badges
2 people
Check team assignments
2 people
Open tournament
Supervise races
4 people
Record results
2 people
Hand out balls
2 people
Track competition cards
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Announce breaks
Announce finalists
Lead the final
3 people
Check the final standings
2 people
Handle prize ceremony
3 people
Take group photo
2 people
See participants off
2 people

Aftercare

Gather sports equipment
3 people
Remove decorations
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
3 people
Clean the catering area
3 people
Carry out final track inspection
2 people
Leave venue clean
4 people
Return borrowed materials
2 people
Store leftover groceries
Send results to participants
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 4
Tableclothqty 8
Party tentqty 2

Sports equipment

Padel ballsqty 48
Spare padel ballsqty 24
Padel racketsqty 8
Scoreboardsqty 8
Match cardsqty 80
Conesqty 24
Whistlesqty 4
Towelsqty 20

Equipment

Laptop
Tabletqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speakerqty 2
Microphone
Power banksqty 4
Coolersqty 4
Thermos flasksqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 2
Kitchen knivesqty 4
Pliersqty 4
Ice packsqty 24
Corkscrewqty 2
Bottle openersqty 4

Decorations

Bannersqty 6
Balloonsqty 100
Balloon pumpqty 2
Prize table sign
Participant badgesqty 80
Badge holdersqty 80

Lighting

String lightsqty 6
Battery lampsqty 8

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Disinfectant sprayqty 4
First aid kit

Catering

Groceries

Tips

Set the tournament format before opening registration. Decide how many teams or players each court can handle, how long matches will run and how much time you need between rounds; those numbers determine the registration limit and match schedule.
Publish match times only after registrations, contact details and dietary requirements are checked. Send the final schedule with the rules and arrival instructions at least 48 hours before the first match.
Count padel balls by round, not just by court. Keep spare balls available for damaged or lost balls, and check rackets, scoreboards, match cards, cones and whistles before tournament day rather than during the first match.
Plan the power and communication setup early if you are using a laptop, printer, speaker or microphone. Test extension cords, power strips and power banks on site, and print essential match information in case the tablet or laptop fails.
Handle food and drinks as a separate timing task. Confirm catering quantities after registration closes, chill drinks before players arrive, and place reusable cups, plates, cutlery, serving utensils and cutting boards where the catering team can reach them quickly.

Frequently asked questions

How far in advance should I organise a padel tournament?: Set the date and reserve the courts at least 6 to 8 weeks ahead. Open registration once the format, court capacity and match schedule are workable, then close it early enough to confirm players, catering and prizes.
How many padel courts do I need for a tournament?: The number depends on player count, match length and the available event window. As a starting point, one court handles one match at a time, so build the schedule round by round and leave at least 10 to 15 minutes between matches for changeovers.
When should I send the final padel tournament schedule?: Send final match times, rules, parking information and arrival instructions 48 to 72 hours before the tournament. Check contact details first, because a wrong phone number can leave a player without their court assignment.
What equipment do I need for a padel tournament?: Prepare padel balls and spare balls, rackets, scoreboards, match cards, cones and whistles, plus towels for players. For administration and announcements, allow for a laptop or tablet, a printer, power supplies, a speaker and a microphone.

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.