Padel Tournament Checklist

Organising a padel tournament involves more than booking courts and sending invitations. You need a clear format, confirmed payments, a workable match schedule, reliable officials and enough equipment for players and volunteers. This checklist follows the planning sequence, from choosing the date and opening registration to printing rules, collecting prizes and preparing refreshments. Use it to spot details that are often left until the final week, especially court layouts, dietary requirements, power supplies and the waiting list.

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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
Reserve padel courts
Determine the tournament format
2 people
Secure prize money
2 people
Create a registration form
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
Collect dietary requirements
Check payments
Update participant list
Compile the waiting list
Draw up the match schedule
2 people
Confirm the course layout
Draw up the competition rules
2 people
Print game rules
Print the match schedule
Order prizes
Assign volunteers
2 people
Assign referees
2 people
Arrange first aid contact
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect prizes
Chill drinks
2 people
Confirm participants again
Check the weather forecast
Prepare bad weather plan
2 people

Event

Open venue
2 people
Check balls and rackets
2 people
Set up tournament desk
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the buffet
3 people
Set up the drinks station
2 people
Hang decorations
2 people
Place lane markers
2 people
Set out play balls for each lane
2 people
Test the registration desk
2 people
Test music and microphone
2 people
Prepare snacks
3 people
Register participants
3 people
Register the deposit and loan rackets
Give the opening briefing
2 people
Supervise the first matches
4 people
Record race results
2 people
Announce the new rounds
Refill drinks
2 people
Serve snacks
2 people
Empty trash bins
2 people
Replace balls
2 people
Record injuries and incidents
Restock break snacks
2 people
Announce finalists
Lead the final
3 people
Announce the winners
2 people
Present prizes
2 people
Handle loaner rackets and deposits
2 people
See participants off
2 people

Aftercare

Store leftovers safely
2 people
Tear down the buffet
3 people
Dismantle the drink station
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Collect track equipment
2 people
Register lost and found items
Return materials
2 people
Empty and clean coolers
2 people
Count inventory
Publish results
Thank participants
Pay out prize money

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 48
Bar tableqty 2
Tableclothqty 8
Clothing rack

Sports equipment

Padel racketsqty 16
Padel ballsqty 48
Ball basketsqty 4
Scoreboardsqty 8
Training bibsqty 16
Conesqty 20
Athletic tapeqty 6
Towelsqty 24

Equipment

Laptop
Tabletqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Wireless microphone
Power banksqty 4
Charging cablesqty 6
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Coffee maker
Handheld megaphone

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Decorations

Course signsqty 8
Match schedulesqty 8
Welcome sign
Balloonsqty 40
Buntingqty 4
Name stickersqty 80
Markersqty 12

Lighting

LED string lightsqty 4
LED lampsqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Bread basketsqty 4
Ice cube traysqty 6

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the tournament format before opening registration. Decide how many players or teams each court can handle, how long matches may run and how late arrivals will be treated.
Close registrations with enough time to check payments and dietary requirements. Keep a waiting list rather than overbooking courts, and update the participant list after every change.
Draw up the match schedule only after the final participant list is confirmed. Print copies for the registration desk and referees, and keep a digital version on a laptop or tablet.
Check the venue setup at least one day before play. Test the printer, speaker, microphone, extension cords and power strips, and confirm where tables, scoreboards and ball baskets will go.
Order and collect prizes before tournament day, not on the morning itself. Pack rackets, balls, bibs, cones, tape and towels separately from catering supplies so volunteers can find them quickly.

Frequently asked questions

How far in advance should I organise a padel tournament?: Start planning at least 8 to 12 weeks before the tournament. Reserve the courts first, then allow time for registration, payment checks, the schedule, prizes and volunteer assignments.
How many padel courts do I need for a tournament?: A padel court hosts one match at a time, so the number depends on your format, match length and available playing hours. As a planning guide, calculate the total match time and divide it by the number of courts, then add time for changeovers and delays.
When should I create the padel tournament schedule?: Create the final schedule 3 to 7 days before the event, after registrations and payments are checked. Print the match schedule and game rules before the day starts, while keeping one editable digital copy.
What equipment is needed for a padel tournament?: Plan for rackets, padel balls, ball baskets, scoreboards, training bibs, cones, athletic tape and towels. Also check practical items such as tables, chairs, a printer, extension cords, power banks, coolers and a portable speaker.

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