Squash tournament checklist: plan it in the right order

A squash tournament runs smoothly when court time, registration and match scheduling are settled before you focus on refreshments or prizes. Start by choosing the date and format, then reserve the courts and open registration early enough to build a reliable participant list. In the final week, confirm dietary requirements, volunteers, referees and the competition schedule. On the day, keep scoreboards, printed match slips, rackets and balls easy to reach so matches do not stop while someone searches for equipment.

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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 squash courts
Set the rules and game format
2 people
Create registration form
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Check registration fee
Update participant list
Draw up the match schedule
2 people
Assign referees
2 people
Arrange deposit and keys
Order prizes
Hang up promotional materials
2 people
Send participant information
Process final registrations
2 people
Finalize the competition schedule
2 people
Send volunteer instructions
Check the shopping list
2 people
Do the shopping
2 people
Collect prizes and medals
Prepare tournament folders
2 people
Print competition slips
Make labels and signage
2 people
Chill drinks
2 people
Prepare snacks
3 people
Gather materials
2 people

Event

Open venue
2 people
Check lanes and changing rooms
2 people
Set up the reception desk
2 people
Set up tables and chairs
3 people
Set up competition table
2 people
Place scoreboards
2 people
Hang lane signs
2 people
Set up the prize table
2 people
Build the catering buffet
3 people
Set out coffee and tea
2 people
Brief volunteers
2 people
Register participants
3 people
Hand out race numbers
2 people
Hand out balls and rackets
2 people
Give the opening briefing
Supervise the first matches
4 people
Process results
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Guide the quarterfinals
4 people
Restock break buffet
2 people
Guide the semifinals
4 people
Announce finalists
Lead the final
3 people
Honor the winners
3 people
Take group photo
Check out participants
2 people
Collect lost and found items
Collect sports equipment
2 people

Aftercare

Take down the buffet
3 people
Clear tables and chairs
3 people
Clean the Tracks and Changing Rooms
3 people
Collect waste
2 people
Lock up the venue
2 people
Publish results
Thank participants
Return the deposit and keys
Return borrowed equipment
2 people
Clear away leftover stock
2 people
Collect expense claims and receipts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Bar stoolsqty 6
Changing room benchesqty 4
Clothes racksqty 2

Sports equipment

Squash racketsqty 24
Squash ballsqty 60
Training bibsqty 24
Wristbandsqty 60
Scoreboardsqty 8
Referees' chairsqty 8
Sports bagsqty 4

Equipment

Laptop
Tablet
Printer
Extension cordsqty 4
Power stripsqty 4
Chargersqty 4
Mobile phoneqty 2
Handheld microphone
Bluetooth speaker

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 10
Pitchersqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Bread knivesqty 2
Pliersqty 4
Serving spoonsqty 4
Measuring cupsqty 2
Kettlesqty 2
Coffee machinesqty 2
Bottle openersqty 3

Decorations

Tournament banner
Lane signsqty 8
Welcome sign
Direction arrowsqty 12
Tableclothsqty 8
Medalsqty 6
Cupsqty 3
Ribbonsqty 3

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Microfiber clothsqty 12
Mopsqty 3
Rubber glovesqty 6

Lighting

LED lampsqty 4

Catering

Groceries

Tips

Set the match format before opening registration. Decide how many players each court can handle and allow time between matches for warm-up, court changes and delays.
Close registration early enough to publish a workable draw. A final participant list at least 3–5 days before the tournament gives you time to assign referees and print competition slips.
Confirm court access, deposit arrangements and keys before tournament day. Do this at least 1 week in advance, especially if the venue opens outside its normal staffed hours.
Prepare one tournament folder per court or match area. Include printed match slips, the schedule and a pen, with scoreboards and squash balls placed nearby rather than kept at a central desk.
Send participant and volunteer instructions 2–3 days before the event. Include arrival time, match format, court allocation, referee duties and what players should bring, so basic questions do not delay the first round.

Frequently asked questions

How far in advance should I book squash courts for a tournament?: Book the courts as soon as you have a date and estimated player count, preferably 4–8 weeks ahead. Reserve extra time for registration, warm-up, changeovers and possible overruns rather than booking only the expected match duration.
When should squash tournament registration close?: Close registration 3–5 days before the tournament if the player count is manageable and the draw is simple. Keep at least 2 days for processing late entries, checking fees, assigning referees and finalizing the schedule.
How many squash balls and rackets do I need?: Prepare at least 2 usable squash balls per active court, plus several spare balls for the full tournament. Have enough rackets for players who need to borrow one, and check them before the first match instead of waiting for equipment problems on court.
When should I send the final squash tournament schedule?: Send the final schedule 2–3 days before the tournament, after registrations and court assignments are closed. Include each player’s first match, arrival time, court information and the procedure for reporting scores.

Start this plan in Lizzt

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