Squash tournament checklist: plan every stage

A squash tournament needs more than booked courts and a draw. You need a clear format, confirmed players, timed matches, referees, equipment, refreshments, and a venue setup that works before the first game starts. Use this checklist to work backwards from tournament day: secure the venue first, then manage registrations and scheduling, and finish with equipment and reception checks. The final setup should leave enough time to test the courts, post schedules, and brief everyone involved.

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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
Reserve the cafeteria
Determine the tournament setup
2 people
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants and payment
Draw up the match schedule
2 people
Send the competition rules
Assign referees
Assign volunteers
Order prizes and medals
Check sports equipment
2 people
Do the shopping
2 people
Collect prizes and medals
Print schedules and forms
Set out balls and rackets
2 people
Charge tablets and phones
Prepare name badges
2 people

Event

Open venue
2 people
Check lanes and changing rooms
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Hang up match schedules
Place scoreboards
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Register participants
3 people
Check Entry Fees and Forms
Explain the game rules
Lead a short warm-up
Manage preliminary rounds
4 people
Process results
2 people
Announce matches
Refill drinks
2 people
Serve snacks and lunch
3 people
Collect used dishes
2 people
Guide the semifinals
4 people
Serve soup and bread
3 people
Lead the final
3 people
Hold the awards ceremony
2 people
Take group photo
Collect lost property
Collect sports equipment
2 people
Close the cafeteria
2 people

Aftercare

Clear tables and chairs
4 people
Clean the Tracks and Changing Rooms
3 people
Collect and take away waste
2 people
Wash dishes
3 people
Return venue keys
Return rented materials
2 people
Publish results
Thank participants
Share tournament photos

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Clothes racksqty 2
Waste binsqty 6

Tableware

Reusable cupsqty 60
Platesqty 50
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving traysqty 6
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Soup kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4

Sports equipment

Squash racketsqty 8
Squash ballsqty 40
Safety gogglesqty 20
Training bibsqty 32
Scoreboardsqty 6
Spare gripsqty 12

Equipment

Laptop
Tabletqty 2
Printer
Extension cordsqty 4
Power stripsqty 4

Office

Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 6
Tapeqty 4
Scissorsqty 3
Name badgesqty 50

Decorations

Tournament bannerqty 2
Tableclothsqty 6

Safety

First aid kit
Cool packsqty 6

Cleaning

Broomqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Book the courts and cafeteria before opening registration. Calculate the number of courts from your match format, and keep at least 30 minutes before the first match for venue checks and setup.
Close registration early enough to build the draw and schedule. A deadline 7–10 days before the tournament gives you time to confirm payments, dietary requirements, referees, and volunteers.
Plan match blocks with changeover time included. Add 5–10 minutes between matches for players to leave the court, the next pair to warm up, and the scoreboard or schedule to be updated.
Check equipment in the week before the event, not on the morning itself. Count rackets, balls, goggles, scoreboards, spare grips, and charging equipment, then arrange replacements for anything missing or damaged.
Prepare the reception and food area separately from the courts. Set out name badges, printed schedules, cups, serving equipment, coffee or hot-water equipment, coolers, and waste bins so players can register without blocking court access.

Frequently asked questions

How far in advance should I book squash courts for a tournament?: Book the courts and cafeteria at least 6–8 weeks in advance, especially if the tournament uses several courts or a full day. Confirm the final court allocation again 7 days before the event.
When should squash tournament registration close?: Close registration 7–10 days before the tournament. This leaves enough time to process entries, confirm payments and dietary requirements, make the draw, and send the match schedule and rules.
How much time should I allow between squash matches?: Allow 5–10 minutes between scheduled matches for players to leave and enter the court, update the scoreboard, and handle delays. Add a longer break of 20–30 minutes if food or a formal briefing is planned.
What should I check on the morning of a squash tournament?: Arrive at least 60 minutes before the first match. Check the courts and changing rooms, set up reception, post the schedules, place balls and rackets, charge tablets and phones, and brief referees and volunteers.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.