Squash match checklist and planning guide

A squash match needs more than reserved courts and a list of players. You need a clear competition format, rules, referees, match schedule and enough equipment for play to run without delays. Registration details, dietary requirements and catering also need deadlines, especially when several matches happen in one session. Use this checklist to work from the competition setup through venue preparation, player reminders and the final equipment check.

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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

Define the competition format
2 people
Reserve squash courts
Draw up competition rules
Send invitations
2 people
Process registrations
Collect dietary requirements
Book referees
Assign volunteers
Check participant list
Create the match schedule
2 people
Send the competition schedule
Order catering
Order prizes and medals
Check sports equipment
2 people
Do the shopping
2 people
Collect prizes
Chill the groceries
2 people
Prepare match folders
2 people
Remind participants

Event

Check the venue and lanes
2 people
Set up competition table
2 people
Set up the catering table
2 people
Set up chairs and tables
3 people
Hang up the match schedule
Set out rackets and balls
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Set up registration desk
2 people
Brief the referees
2 people
Receive participants
3 people
Give the opening and game instructions
2 people
Supervise races
4 people
Record results
2 people
Refill drinks
2 people
Serve snacks
2 people
Serve dinner
3 people
Check balls and lanes
2 people
Announce finalists
Lead the final
3 people
Present prizes
2 people
See participants off
2 people

Aftercare

Clean up catering
3 people
Gather sports equipment
2 people
Collect waste
2 people
Wash dishes
2 people
Put tables and chairs back
3 people
Clean the tracks and changing rooms
3 people
Hand over the venue
2 people
Publish results
Return borrowed equipment
2 people

What to bring

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

Sports equipment

Squash racketsqty 12
Squash ballsqty 40
Sports gogglesqty 12
Scoreboardsqty 4
Whistlesqty 4
Stopwatchesqty 4
Marker discsqty 12
Towelsqty 20

Furniture

Registration tablesqty 2
Buffet tablesqty 4
Chairsqty 45
Stoolsqty 8

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Power banksqty 3

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 30
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Competition postersqty 6
Directional signsqty 8
Prize display

Catering

Groceries

Tips

Decide the competition format and rules before inviting players. Set a registration deadline early enough to create the draw, confirm the participant list and publish the match schedule before match day.
Reserve enough courts for the planned number of matches and build in time between games. Check the venue and lanes before players arrive, rather than discovering access or setup problems at the start.
Count rackets, squash balls, sports goggles, scoreboards, stopwatches and whistles before the event. Put marker discs and towels with the sports equipment so volunteers are not searching for them between matches.
Assign referees and volunteers to specific jobs, including registration, scorekeeping and schedule updates. Prepare match folders and place the printed schedule where players can see it without crowding the competition table.
Arrange food and drinks around the match timetable, not just the headcount. Chill groceries in advance, set up separate registration and catering tables, and check that cups, plates, cutlery, serving utensils and coffee equipment are ready.

Frequently asked questions

How far in advance should I reserve squash courts for a match?: Reserve the courts at least 4 to 6 weeks before the match if you are planning a competition with several players. Confirm the booking again 7 days before the event and check the available setup time.
When should I send the squash match schedule?: Send the final schedule 3 to 5 days before the match, after registrations close and the participant list is checked. Include arrival time, first match time, court assignments and the competition rules.
How many squash balls and rackets do I need?: Plan at least 1 ball and 1 racket per active player, plus spare balls and rackets for breakage or missing equipment. Check the full supply 1 day before the event and set it out before registration opens.
When should catering be ordered for a squash tournament?: Order catering at least 5 to 7 days in advance, once registrations and dietary requirements are confirmed. Chill drinks and perishable food on the day before the match, then set up the catering table before the first game.

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