What you need for a table tennis tournament

A table tennis tournament needs more than tables, nets and balls. You also need clear scoring materials, field markers, seating, refreshments and a way to keep paperwork moving during the matches. Check that every playing field has its own score display, pens and forms before participants arrive. Buy or collect refreshments early enough to fill the coolers and thermos flasks before opening the venue.

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What to bring

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

Sports equipment

Table tennis tablesqty 6
Table tennis netsqty 6
Table tennis paddlesqty 24
Table tennis ballsqty 100
Scoreboardsqty 12
Competition formsqty 100
Pens for scoreboardsqty 12
Whistlesqty 6
Floor marking tapeqty 6

Furniture

Chairsqty 60
Tablesqty 8
Clothes racksqty 2

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Stopwatchqty 3
Laminator

Catering

Reusable drinking glassesqty 80
Reusable coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Pitcherqty 4
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Tournament banner
Direction signsqty 8
Tableclothsqty 8
Prizes and trophiesqty 6
Name badgesqty 80

Cleaning

Bucketsqty 2
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Groceries

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Mini cucumbers - 2 kilo
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 25 pieces
- Mini buns - 80 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese slices - 2 packs
- Turkey breast - 2 packs
- Vegetarian spread - 3 tubs
- Unsalted butter - 2 packs
- Cookies - 6 packs
- Muesli bars - 50 pieces
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Lemon juice - 1 bottle
- Ice cubes - 8 kilos
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 rolls

Tips

Plan one complete scoring set for each playing field: a scoreboard, pen, competition forms and a stopwatch. Add spare pens because match administration stops quickly when one runs dry.
Count tables, nets and paddles against the tournament format, not just the number of participants. Check every net and playing surface before setup, and keep extra table tennis balls available for lost or damaged balls.
Use floor marking tape and numbered signs to make the playing fields easy to find. Put the field numbers and direction signs up before registration starts, rather than during the first matches.
Prepare the serving area before the venue opens. Fill the coolers, thermos flasks and pitcher in advance, and set out reusable glasses, coffee cups, plates and cutlery where players can reach them without crossing the playing area.
Print the participant list and match forms before match day, then bring a laptop, printer, extension cords and power strips only if you have a reliable place to run them. Keep the paperwork, prizes and pens together at the administration table.

Frequently asked questions

How many table tennis balls do I need for a tournament?: Plan at least 3 to 5 usable balls per playing field, plus a small reserve for balls that roll away or become damaged. For four fields, that means starting with 12 to 20 balls.
What should I buy for scoring a table tennis tournament?: Prepare one scoreboard, pen, competition form and stopwatch per playing field. Add at least 2 spare pens and print a few extra match forms before the tournament begins.
How much catering equipment is needed for a table tennis tournament?: Provide one reusable drinking glass per participant, with a reserve of roughly 10% for replacements. Add coffee cups, plates and cutlery according to the number of people eating, and prepare the serving platters and spoons before doors open.
When should I prepare the shopping for a table tennis tournament?: Check the full shopping list at least 7 days before the tournament and complete the main shopping 1 to 2 days beforehand. Buy or collect perishable refreshments as late as practical, then fill the coolers and thermos flasks on the event day.

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