Tennis camp checklist and planning guide

A tennis camp runs smoothly when court time, participant information and equipment are organised before the first player arrives. Start by reserving the courts and collecting registrations, permissions and dietary requirements. Then build groups, share practical information with parents and prepare food, water and first aid. On the day, allow time for registration, court checks, net setup and a clear briefing for chaperones. Use the checklist below to keep the preparation in sequence.

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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 tennis courts
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect permissions
Create participant list
Create the schedule and groups
2 people
Send parents practical information
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Check tennis balls and rackets
2 people
Pack up materials
3 people
Chill drinks
2 people
Set out fruit and snacks
2 people
Prepare sandwiches and wraps
3 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Check the tennis courts
2 people
Set up nets and field markings
3 people
Set up the first aid and water point
2 people
Brief chaperones
3 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out wristbands
Lead the introduction game
3 people
Leading the warm-up
2 people
Explain basic tennis technique
4 people
Guide the technical circuit
4 people
Serve drinks and fruit
3 people
Refill drinks
Supervising tennis matches
4 people
Keep track of scores
Guide handwashing
2 people
Serve dinner
4 people
Serve diet meals separately
Refill drinks
2 people
Clear the dining tables
3 people
Lead the evening tournament
4 people
Record the finals and scores
2 people
Present prizes
2 people
Serve the final snack round
2 people
Ensure participants leave safely
3 people

Aftercare

Collect waste
3 people
Clear the tennis courts
3 people
Dismantle furniture
3 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Cleaning coolers and sports bags
2 people
Register lost property
Send thank-you message

What to bring

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

Sports equipment

Tennis racketsqty 30
Tennis ballsqty 60
Mini tennis ballsqty 30
Training hoopsqty 12
Coordination laddersqty 4
Conesqty 40
Training bibsqty 30
Skipping ropesqty 15
Scoreboardsqty 8
Whistlesqty 4
Prizesqty 6

Furniture

Foldable tablesqty 8
Folding chairsqty 36
Coolersqty 4

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Water jugsqty 6

Equipment

Kettlesqty 2
Coffee machinesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Ice packsqty 16
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Name stickersqty 40
Wristbandsqty 40
Balloonsqty 50
Notice board
Markersqty 12
Paper scorecardsqty 60

Lighting

LED lampsqty 6

Safety

First aid kit
Sunshadesqty 3
Rain ponchosqty 10

Cleaning

Waste binsqty 6
Hand broomsqty 2
Mopsqty 3

Catering

Groceries

Tips

Reserve the courts before sending invitations, then set a registration deadline that leaves at least 7 days to create groups and send parents the final schedule.
Ask for dietary requirements and permissions during registration, not on arrival. Keep one participant list with attendance, emergency details and group allocation.
Check rackets, tennis balls, mini tennis balls, cones and training equipment at least 2 days beforehand. Pack spares rather than discovering missing equipment when a session starts.
Prepare chilled drinks, fruit and snacks before participants arrive, and set up a separate water and first-aid point. For a full-day camp, plan a drink refill at least once every 60–90 minutes.
On the morning, arrive 60–90 minutes early to check the courts, mark fields, set up nets, arrange the registration desk and brief chaperones before receiving participants.

Frequently asked questions

How far in advance should I organise a tennis camp?: Reserve the tennis courts at least 6–8 weeks ahead, especially if the camp takes place during school holidays. Open registrations early enough to close them at least 7 days before the camp, leaving time to create groups and send practical information.
What information should parents receive before a tennis camp?: Send the schedule, arrival and collection times, court or venue details, what participants should bring, food arrangements and contact information at least 5 days before the camp. Include any weather-related changes and the deadline for reporting dietary or medical requirements.
How many tennis balls do I need for a tennis camp?: Plan for at least 3–5 usable balls per active court, plus a spare supply for drills and lost balls. Check the tennis balls, mini tennis balls and rackets 2 days before the camp and separate damaged equipment.
When should I set up the tennis camp on the day?: Be on site 60–90 minutes before participants arrive. Use that time to check the courts, set up nets and markings, arrange tables and chairs, prepare the water and first-aid point, and brief chaperones.

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