Squash tournament checklist: what to arrange and when

A squash tournament runs smoothly when the playing schedule, courts and people are organised before the first match. This checklist takes you from confirming the format and opening registration to publishing fixtures, assigning referees and preparing food and equipment. It also covers details that are easy to leave until the last day, such as dietary requirements, spare rackets, printed competition forms and checking changing rooms. Use it as a running plan, then keep the final checks for the day before and event morning.

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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

Confirm date and format
2 people
Reserve squash courts
Draw up tournament rules
2 people
Arrange prize money and prizes
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm participant list
Update the waiting list
Create the match schedule
2 people
Publish the match schedule
Schedule volunteers
2 people
Assign referees
Check catering order
Create a shopping list
2 people
Order prizes and medals
Remind participants
Do the shopping
2 people
Collect prizes and materials
2 people
Chill drinks
2 people
Prepare sandwiches and wraps
3 people
Print competition forms
Prepare participant badges
2 people
Check lanes and changing rooms
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up scoreboards
2 people
Place route and lane signs
2 people
Hang decorations
2 people
Set out coffee and tea
2 people
Set up the catering buffet
3 people
Distribute sports equipment per lane
2 people
Test the music and timer
Give volunteer briefing
3 people

Event

Staff the registration desk
2 people
Receive participants
3 people
Give the opening briefing
2 people
Supervise races
6 people
Process results
2 people
Serve catering
3 people
Refill drinks
2 people
Check stock and waste
2 people
Announce finalists
Lead the final
3 people
Honor the winners
3 people
Take group photo
2 people
Collect lost and found items

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Take down tables and chairs
4 people
Gather sports equipment
2 people
Dispose of waste
2 people
Clean the venue
4 people
Handle the deposit and keys
Return materials
2 people
Send results to participants
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Coat racksqty 2

Sports equipment

Squash ballsqty 50
Spare squash racketsqty 8
Squash gogglesqty 20
Scoreboardsqty 4
Whistlesqty 4
Medalsqty 6
Cupsqty 3

Office

Clipboardsqty 8
Pensqty 30
Markersqty 12
Participant badgesqty 50
Competition formsqty 100
Price listsqty 10
Paper wristbandsqty 60

Equipment

Laptopsqty 2
Mobile chargersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee mugsqty 50

Decorations

Tournament banner
Balloonsqty 40
Directional signsqty 8
Tableclothsqty 8

Safety

First aid kit

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the format and rules before opening registration. Decide how matches will be scored, how players progress and what happens if someone withdraws, so the schedule does not need rewriting later.
Reserve the squash courts as soon as the date and format are confirmed. Build the fixture schedule only after registrations close and the participant list is confirmed; keep a waiting list for cancellations.
Assign referees and volunteers against specific matches or time blocks, rather than asking for help on the day. Give each referee the rules, a clipboard, pens and the competition forms before play starts.
Check equipment by court, not just by category. Have squash balls, spare rackets, goggles, scoreboards and whistles ready, and test laptops, chargers, extension cords and power strips before participants arrive.
Finish food and arrival details at least one day ahead. Confirm dietary requirements, chill drinks, prepare sandwiches and wraps, print badges and forms, and check the lanes and changing rooms before the first match.

Frequently asked questions

How far in advance should I reserve squash courts for a tournament?: Reserve the courts as soon as the date and tournament format are agreed, ideally several weeks before registration opens. You need the confirmed court availability to set realistic match times and publish a reliable schedule.
When should I close registration for a squash tournament?: Close registration early enough to confirm the participant list and create the match schedule, usually at least 3 to 5 days before the event. Use the remaining time to process withdrawals, update the waiting list and assign referees.
How many squash balls and spare rackets do I need?: Prepare at least one suitable ball for every active court, plus spare balls for replacements during play. Keep at least one spare racket available at the venue, and check that goggles and scoreboards are ready before players arrive.
When should I publish the squash tournament schedule?: Publish the schedule after registrations are processed and the participant list is confirmed, preferably 2 to 3 days before the tournament. Send a reminder shortly before the event with arrival details, first-match times and any venue instructions.

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