Squash tournament checklist and planning guide

A squash tournament runs smoothly when the competition format, courts and player information are settled before you buy supplies or publish the schedule. Start by reserving enough courts, setting registration deadlines and deciding how matches will be scored. In the final week, confirm players, referees, prizes and equipment, then prepare the match forms and tournament crate. On the day, allow time to inspect the courts and changing rooms before setting up reception, seating and refreshments.

Organize this event for free with Lizzt

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
Set the prize money
2 people
Create registration form
Send invitations
Process registrations
Collect dietary requirements
Check participant list
2 people
Draw up the match schedule
2 people
Send competition rules
Assign referees
2 people
Order prizes
Check rackets
2 people
Check balls
Check the shopping list
2 people
Do the shopping
2 people
Collect prizes
Print match forms
Send participant emails
Cool catering
2 people
Pack the tournament crate
2 people
Open venue
2 people
Check lanes and changing rooms
2 people
Set up reception desk
2 people
Set up tables and chairs
3 people
Hang up the match schedule
Set up scoreboards
2 people
Set out rackets and balls
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Test music and speakers
Prepare first aid kit
Brief volunteers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Give the introduction briefing
2 people
Supervise the first matches
6 people
Process results
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Replace match balls
2 people
Publish interim results
Serve break snacks
3 people
Serve coffee and tea
2 people
Guide the quarterfinals
6 people
Register quarter-finals
2 people
Serve the meal
4 people
Collect tableware
2 people
Guide the semifinals
4 people
Register semifinals
2 people
Announce finalists
Lead the final
3 people
Record the final
Check the final standings
2 people
Hold the awards ceremony
3 people
Take group photo
See participants off
2 people

Aftercare

Collect waste
3 people
Clean up catering
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Gather sports equipment
2 people
Check the tracks and changing rooms
2 people
Clean the venue
3 people
Return materials
2 people
Store leftover food
Take waste to the collection point
2 people
Send results to participants

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 40
Reception desk
Buffet tablesqty 3

Sports equipment

Squash racketsqty 12
Squash ballsqty 30
Spare gripsqty 12
Scoreboardsqty 8
Competition bibsqty 12

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker
Power bankqty 2

Refrigeration

Coolersqty 3
Ice packsqty 12

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40
Tea glassesqty 40
Serving bowlsqty 8
Serving tongsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2

Decorations

Tableclothsqty 8
Tournament banner
Directional signsqty 6

Office

Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 6
Notepadsqty 8
Paperqty 250
Name stickersqty 60
Table numbersqty 8

Catering

Prizesqty 3
Medalsqty 20
Drink dispensersqty 3
Ice cube traysqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Safety

First aid kit
Cold packsqty 4
Bandagesqty 30

Groceries

Groceries

Tips

Reserve the courts before opening registration, then calculate the schedule from the number of players, courts and expected match length. Leave at least 15 minutes between rounds for players to finish, recover and report scores.
Set a clear registration deadline and send the competition rules before drawing the fixtures. Confirm dietary requirements at registration rather than trying to collect them at the reception desk.
Check rackets, squash balls, spare grips and scoreboards several days before the tournament. Bring backup balls and equipment instead of discovering a shortage when the first match is due to start.
Print match forms and prepare the laptop, printer, extension cords and power strips before match day. Pack them with the participant list, referee assignments and competition bibs so results can be recorded without searching for supplies.
Collect prizes and chill catering in advance, but keep cold items in coolers with ice packs until needed. Arrive early enough to inspect courts and changing rooms, then set up the reception desk, tables and chairs before players check in.

Frequently asked questions

How far in advance should I reserve squash courts for a tournament?: Reserve the courts at least 6 to 8 weeks ahead, especially if the tournament is on a weekend. Confirm the number of courts, opening time and access to changing rooms before sending invitations.
How many squash courts do I need for a tournament?: For planning, allow roughly one court for every 8 to 12 players in a compact event, depending on match length and format. Add courts or schedule extra time if players will have several matches each.
When should I send the squash tournament schedule?: Send the confirmed schedule and competition rules 3 to 5 days before the tournament. Finalise it only after registrations and withdrawals have been checked, so players receive accurate start times.
What should I prepare the day before a squash tournament?: The day before, collect prizes, print match forms, check rackets and balls, pack the tournament crate and confirm catering. Keep at least 2 spare balls per active court and have the participant list ready for reception.

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.