Squash tournament checklist: what to arrange and when

A squash tournament needs more than court bookings and a draw. You need a clear format, confirmed players, enough rackets and balls, visible scoring materials, and a schedule that keeps matches moving. Start with the courts and competition rules, then manage registrations and food orders before preparing the venue. This checklist covers the details that are easy to overlook, including dietary requirements, registration-desk equipment, chilled drinks, printed schedules 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

Reserve squash courts
Determine the tournament format
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Order prizes
Set up the tournament schedule
2 people
Develop competition rules
2 people
Order groceries
Confirm participants
Pick up groceries
2 people
Checking prizes
Print tournament schedule
Check sports equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Prepare competition materials
2 people
Hang decorations
2 people
Build the catering buffet
3 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the tournament
2 people
Guide rounds
4 people
Process results
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Lead the final
2 people
Honor the winners
2 people
See participants off
2 people

Aftercare

Gather sports equipment
3 people
Tear down the buffet
3 people
Sort and dispose of waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Remove decorations
2 people
Return keys and materials
Return borrowed items
2 people

What to bring

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

Furniture

Registration desk
Buffet tablesqty 3
Dining tablesqty 4
Chairsqty 40
Clothing rack

Sports equipment

Squash racketsqty 20
Squash ballsqty 40
Sports gogglesqty 16
Scoreboardsqty 4
Stopwatchesqty 4
Conesqty 12
Towelsqty 20
Prizesqty 3

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Tableware

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

Kitchen

Coffee maker
Thermos flasksqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4
Bottle openersqty 2

Decorations

Tournament banner
Tableclothsqty 6
Name stickersqty 40
Wayfinding signsqty 6

Cleaning

Waste binsqty 4
Mop and bucket
Broom and dustpan
Cleaning clothsqty 12
Dishpanqty 2

Catering

Groceries

Tips

Book the squash courts before sending invitations, then set a registration deadline that leaves at least 7 days to create the draw and match schedule. Keep a participant list with names, contact details and any dietary requirements.
Choose the tournament format before registrations open. Decide how many matches each player will get, how long matches can run, and when players must report to the registration desk.
Print the tournament schedule on the day before the event and keep a digital copy on the laptop. Prepare scoreboards, stopwatches, cones and competition materials together so officials are not searching between matches.
Check the number and condition of squash rackets, balls, sports goggles and towels at least 24 hours before opening. Arrange backup equipment and place extension cords and power strips safely away from walkways.
Chill drinks and prepare snacks before participants arrive, then set up the buffet with plates, cutlery, reusable glasses and serving utensils. Allow at least 30 minutes before registration opens for tables, chairs, the registration desk and catering area.

Frequently asked questions

How far in advance should I book squash courts for a tournament?: Book the courts at least 4 to 6 weeks ahead, especially if the tournament needs several courts at the same time. Confirm the booking again 7 days before the event and check the available opening and closing times.
How many squash courts do I need for a tournament?: For a small tournament, plan on 1 court for every 4 to 6 active players if matches are short and players rotate. Add courts when you need to finish within a fixed time or when each participant must play several matches.
When should registrations close for a squash tournament?: Close registrations at least 7 days before the tournament. That gives you time to confirm participants, process dietary requirements, create the schedule and print the final tournament documents.
What equipment do I need on tournament day?: Prepare rackets, squash balls, sports goggles, towels, scoreboards, stopwatches and cones, plus a laptop and printer for registration and schedule updates. Check everything at least 24 hours beforehand and keep extension cords and power strips ready for the equipment that needs power.

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