Table Tennis Camp Checklist

A table tennis camp runs more smoothly when the schedule, equipment and participant information are ready before anyone arrives. Start with the venue and registrations, then confirm dietary requirements and build the tournament schedule. In the final days, print match materials, prepare scorecards, shop for catering and chill the drinks. On the day, allow time to set up tables, nets, barriers, registration and refreshments before the joint warm-up begins.

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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 venue
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Create the tournament schedule
2 people
Reserve materials
Print the match schedule
Print participant list
Print parent information
Do the shopping
3 people
Chill drinks
2 people
Prepare scorecards
2 people
Prepare catering
3 people
Open venue
2 people
Set up the table tennis tables
4 people
Set up nets and barriers
3 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Hang up match schedules
2 people
Hang decorations
2 people
Set out snacks and drinks
3 people

Event

Register participants
3 people
Explain camp rules
2 people
Lead the joint warm-up
2 people
Lead the practice carousel
4 people
Supervise races
6 people
Refill drinks
2 people
Serve dinner
4 people
Clear away dishes
3 people
Assist with the finals
4 people
Present prizes
2 people
Serve the last round
2 people

Aftercare

Gather sports equipment
4 people
Clear tables and chairs
4 people
Sort and remove waste
3 people
Clean the kitchen
3 people
Clean the room
4 people
Collect lost and found items
Return rental equipment
2 people
Clean up leftovers
2 people

What to bring

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

Sports equipment

Table tennis tablesqty 8
Table tennis netsqty 8
Table tennis paddlesqty 45
Table tennis ballsqty 150
Scoreboardsqty 8
Conesqty 24
Hoopsqty 12
Whistlesqty 6
Stopwatchesqty 6
Prizesqty 12

Furniture

Tablesqty 6
Chairsqty 50
Changing room benchesqty 4
Registration desk
Waste binsqty 6

Equipment

Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker

Kitchen

Coolersqty 4
Food warmersqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Pouring jugsqty 6

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Coffee cupsqty 30

Decorations

Buntingqty 6
Tableclothsqty 6
Name stickersqty 60

Lighting

LED light stringsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2
First aid kit

Catering

Groceries

Tips

Set a registration deadline early enough to process names, confirm attendance and collect dietary requirements before you create the tournament schedule. Leave at least 3 days to resolve missing information.
Print the match schedule, participant list and parent information before the camp day. Bring spare copies: one for the registration desk, one for the playing area and at least one backup set.
Check the playing area before setup starts. Table tennis tables, nets, barriers, scoreboards, paddles and balls should be ready before registration opens, with extension cords and power strips kept clear of walkways.
Plan catering around the camp timetable rather than serving everything at once. Chill drinks ahead of time, keep warm food in food warmers and place reusable cups, plates and cutlery where participants can reach them without crossing the match area.
Open the venue early enough for a full setup and briefing. A practical minimum is 60 minutes before registration: arrange tables and chairs, prepare the registration desk, hang schedules, set out refreshments and test the speaker if you use one.

Frequently asked questions

How early should I start planning a table tennis camp?: Start at least 4 to 6 weeks before the camp. Reserve the venue first, send invitations next, and set a registration deadline that leaves at least 3 days for confirming participants and dietary requirements.
How long does table tennis camp setup take?: Allow at least 60 minutes before registration for setup. This covers the tables, nets, barriers, registration desk, seating, schedules, refreshments and a quick equipment check.
When should I create and print the tournament schedule?: Create the schedule after registrations are processed and participants are confirmed. Print it at least 1 day before the camp, along with the participant list, parent information and scorecards.
How many table tennis balls do I need for a camp?: Plan for at least 2 balls per active table, plus 10 to 20 spare balls for the full camp. Count the tables you will use and check the balls before setup, since lost or damaged balls can interrupt matches.

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