Squash tournament checklist: what to arrange and when

Organising a squash tournament involves more than booking courts and printing a draw. You need a clear registration process, consent and dietary information, grouped matches, working rackets and enough balls, plus a simple arrival and scoring setup. Start with the court reservation and participant numbers, then build the schedule around available courts. In the final week, check equipment, prepare food and drinks, print lists and labels, and confirm transport details so the event can start on time.

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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

Send invitations
Process registrations
Collect dietary requirements
Collect consent forms
Reserve squash courts
Reserve extra sports equipment
Send transportation information
Create participant groups
2 people
Create the match schedule
2 people
Print contact list
Prepare name labels
2 people
Do the shopping
2 people
Check sports equipment
2 people
Check racket stringing
Prepare match balls
2 people
Prepare food
3 people
Chill drinks
2 people
Inspect venue
2 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Set up sports stations
4 people
Hang up signage
2 people
Set Dining Tables
3 people
Prepare attendance list

Event

Receive participants
4 people
Register attendance
2 people
Hand out name tags
2 people
Explain the camp rules
2 people
Lead the squash warm-up
3 people
Give technical training
4 people
Refill the water stations
2 people
Distribute the snack break
3 people
Explain the race schedule
2 people
Supervise races
6 people
Keep track of match scores
2 people
Serve dinner
4 people
Collect tableware
2 people
Guide the finals
4 people
Refill drinks
2 people
Present prizes
2 people
Check out participants
2 people

Aftercare

Gather sports equipment
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the squash courts
3 people
Clean the kitchen
2 people
Hand over the venue
2 people
Chill leftover food
2 people
Return borrowed items
2 people
Inform parents about the end time

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 32
Benchesqty 4

Sports equipment

Squash racketsqty 30
Squash ballsqty 60
Sports gogglesqty 30
Sports vestsqty 30
Conesqty 24
Coordination laddersqty 2
Stopwatchesqty 4
Scoreboardsqty 6
Training bandsqty 12
Sports bagsqty 4

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Megaphone
Coolersqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 32
Cutlery setsqty 40
Mugsqty 24
Pitchersqty 6
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6

Decorations

Name labelsqty 35
Waterproof markersqty 6
Signage boardsqty 8
Prizes and medalsqty 12

Cleaning

Waste binsqty 6
Broomsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12
Hand sanitizerqty 4

Catering

Groceries

Tips

Reserve the squash courts before creating the match schedule. Base the schedule on the number of courts and registered players, and leave at least 10–15 minutes between rounds for results, movement and delays.
Close registrations early enough to group participants and collect consent forms and dietary requirements. A deadline 7 days before the tournament gives you time to adjust the draw and food order.
Check every racket and inspect the stringing at least 2–3 days beforehand. Prepare more squash balls than the schedule strictly requires, because damaged or lost balls can otherwise stop a match.
Set up the registration desk with the attendance list, contact list, name labels and a laptop or printer before participants arrive. Keep signage visible from the entrance and use a megaphone if announcements must reach several courts.
Chill drinks and prepare food on the day, but set out serving trays, reusable cups, plates and cutlery before the first break. Keep coolers and thermos flasks close to the dining tables so volunteers do not leave the courts unattended.

Frequently asked questions

How far in advance should I book squash courts for a tournament?: Book the courts as soon as you have an estimated player count, preferably 4–8 weeks before the tournament. Finalise the number of courts after registrations close, ideally at least 7 days before the event.
When should squash tournament registrations close?: Set the registration deadline around 7 days before the tournament. That gives you enough time to process entries, collect consent and dietary information, create participant groups and publish the match schedule.
How many squash balls do I need for a tournament?: Prepare at least 2 balls per active court, plus several spare balls for the full tournament. For example, a tournament using 4 courts should have at least 8 balls ready and additional replacements available.
What should I prepare on the morning of a squash tournament?: Allow 60–90 minutes for venue inspection, registration-desk setup, tables and chairs, sports stations, signage, food and drinks. Complete the attendance list and equipment check before participants are due to arrive.

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