Padel tournament checklist: what to arrange and when

A padel tournament needs more than reserved courts and a match draw. You need time to collect registrations, confirm payments, assign teams, prepare referees and volunteers, and get the equipment and refreshments ready. This checklist puts those jobs in a workable order, from choosing the format and opening registration to publishing the schedule and setting up on the day. It also covers details that are easy to leave until the last minute, such as spare rackets, scoreboards, dietary requirements and printed competition forms.

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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

Set tournament date
2 people
Reserve padel courts
Set the tournament format
2 people
Arrange prize money and prizes
2 people
Create registration form
Send invitations
2 people
Publish the tournament online
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Check payments
Finalise team assignments
2 people
Draw up the match schedule
2 people
Publish the match schedule
Send participant information
Assign referees
2 people
Assign volunteers
2 people
Collect prizes
Check tournament supplies
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print competition forms
Making participant badges
2 people
Check the weather forecast
Assemble tournament case
2 people

Event

Open venue
2 people
Check lanes and nets
2 people
Set up the reception desk
2 people
Set up tables and chairs
4 people
Build the catering buffet
3 people
Hang decorations
2 people
Connect the sound system
2 people
Place scoreboards
2 people
Lay out competition equipment per lane
3 people
Set up registration desk
2 people
Brief volunteers
2 people
Register participants
3 people
Handle registrations and payments
2 people
Hand out participant badges
2 people
Explain the tournament rules
Lead the warm-up
2 people
Host the opening round
4 people
Register race standings
2 people
Distribute balls per match
2 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Announce interim standings
Supervise the second round
4 people
Restock break buffet
2 people
Serve coffee and tea
2 people
Support the third round
4 people
Answer practical questions
Check final standings
2 people
Announce finalists
Lead the final
3 people
Present prizes
2 people
Take group photo
2 people
Serve the last refreshments
2 people
See participants off
2 people

Aftercare

Gather sports equipment
3 people
Clean up catering
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the kitchen and buffet
3 people
Check lanes and changing rooms
2 people
Lock up the venue
2 people
Pack leftover food
2 people
Store materials clean and dry
2 people
Return borrowed materials
2 people
Share tournament photos
Send results to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 6
Tableclothqty 8

Tableware

Reusable glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Pitcherqty 4

Catering

Groceries

Sports equipment

Padel ballsqty 48
Spare padel racketsqty 8
Overgripsqty 24
Scoreboardsqty 8
Competition formsqty 100
Pensqty 30
Whistlesqty 6
Training bibsqty 24
Conesqty 20
Resistance bandsqty 4
Sports bagsqty 4
Towelsqty 24
Crates of drinking waterqty 8
Coolersqty 6
Umbrellasqty 4

Equipment

Laptop
Tabletqty 2
Mobile card terminal
Printer
Extension cordsqty 6
Power stripsqty 6
Chargersqty 8
Mobile phoneqty 2
Portable speaker
Microphone
Power banksqty 4
Thermos flasksqty 6
Coffee makerqty 2
Kettlesqty 2
Refrigeratorsqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 4
Storage binsqty 12
Thermometerqty 2
Ice packsqty 24

Decorations

Tournament bannerqty 2
Buntingqty 6
Balloonsqty 50
Table cardsqty 20
Participant badgesqty 40
Wristbandsqty 50
Prizesqty 6
Medal ribbonsqty 6
Table décorqty 8

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Rubber glovesqty 8
Towel rollsqty 4
Laundry basketsqty 4

Tips

Set the tournament format before opening registration. Players need to know the number of matches, team setup and scoring system before they sign up, and the format determines how many courts and time slots you must reserve.
Close registrations early enough to build the draw properly. Aim to check the participant list, payments and dietary requirements at least 5–7 days before the tournament, then confirm team assignments and publish the schedule.
Allow time for schedule changes instead of filling every court minute. Keep at least one practical buffer between rounds for delayed matches, court changes and players who need to find the next fixture.
Count sports equipment separately from catering supplies. Prepare padel balls, spare rackets, overgrips, scoreboards, pens and competition forms, then check drinking water, reusable glasses, snacks and coolers before shopping.
Give every on-site role a named person. Assign referees and volunteers before the final participant information is sent, including who handles scores, welcomes players, manages supplies and deals with schedule questions.

Frequently asked questions

How far in advance should I organise a padel tournament?: Start at least 6–8 weeks before the tournament if you need several courts, prizes and volunteers. Reserve the courts first, then allow 2–3 weeks for registrations and leave 5–7 days for the final draw and schedule.
How many courts do I need for a padel tournament?: That depends on the number of teams, match length and tournament format. As a starting point, plan one court per match and add a buffer of at least 15–20 minutes between scheduled matches for changeovers and delays.
When should I publish the padel tournament schedule?: Publish the final schedule around 3–5 days before the event, after payments, participant details and team assignments have been checked. Send the same information directly to participants so nobody has to search for their first match.
What equipment do I need for a padel tournament?: Prepare padel balls, spare rackets, overgrips, scoreboards, competition forms, pens and whistles. Also arrange drinking water, coolers, towels and umbrellas, and check all equipment at least 1 day before play starts.

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