Tennis clinic checklist: what to arrange and when

A tennis clinic needs more than court time and rackets. You also need a coach, a clear registration process, enough training equipment, and food and drinks ready before participants arrive. This checklist covers the full run-up, from reserving courts and sending invitations to setting up the registration desk and leading the warm-up. Use the order of the plan to avoid late equipment checks, missing dietary information and a rushed welcome.

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 tennis courts
Arrange a tennis coach
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Check the weather forecast
Order catering groceries
Check materials are complete
2 people
Inform participants
Pick up groceries
2 people
Sort tennis balls
Chill drinks
Prepare snacks
2 people
Prepare the wrap buffet
3 people
Set up tables and chairs
2 people
Set up registration desk
Lay out name badges
Set out sports equipment
2 people
Conduct a safety check
2 people

Event

Receive participants
2 people
Register attendance
Serve welcome drinks
2 people
Explain the program
Lead the warm-up
2 people
Demonstrate basic strokes
2 people
Supervise technical exercises
2 people
Refill drinks
Serve snack breaks
2 people
Explain doubles
2 people
Coach doubles play
3 people
Track scores
Set up the dinner buffet
3 people
Serve dinner buffet
2 people
Refill drinks
Handle prize ceremony
Take group photo
Serve the last drinks round

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Gather sports equipment
2 people
Clean the venue
3 people
Check stock
Return borrowed items
2 people
Handle deposit and lost and found

What to bring

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

Sports equipment

Tennis racketsqty 20
Tennis ballsqty 60
Ball basketsqty 4
Marker discsqty 24
Conesqty 20
Agility ladderqty 2
Training bibsqty 12
Resistance bandsqty 10
Whistlesqty 2
Scoreboardsqty 4

Furniture

Foldable tablesqty 6
Chairsqty 24
Benchesqty 4
Clothes racksqty 2

Equipment

Stopwatchesqty 4
Portable speaker
Extension cordsqty 2
Rechargeable power banksqty 2

Catering

Coolersqty 3
Water dispensersqty 2
Thermos flasksqty 4
Coffee maker
Serving traysqty 4
Serving plattersqty 8
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Groceries

Tableware

Reusable platesqty 30
Reusable bowlsqty 24
Reusable glassesqty 40
Coffee cupsqty 24
Cutlery setsqty 30

Decorations

Name badgesqty 25
Pensqty 12
Registration sign
Schedule of roundsqty 6

Cleaning

Waste binsqty 4
Hand sanitizerqty 3
Cleaning bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 2

Safety

First aid kit
Cold packsqty 6
Sunshadesqty 3

Tips

Reserve the courts and arrange the coach before sending invitations, so you can state the confirmed schedule and available places. Keep the participant limit aligned with the number of courts and the coach-to-player ratio.
Close registrations early enough to update the participant list and collect dietary requirements. A practical deadline is 7 days before the clinic, leaving time to adjust groceries and catering.
Check every racket, ball basket, marker disc, cone, agility ladder, bib, resistance band and stopwatch at least 2 days before the event. Put replacement items aside rather than discovering shortages during the warm-up.
Plan the food and drink setup around the start time: chill drinks, fill water dispensers and prepare the wrap buffet before participants arrive. For the first hour, allow roughly 2 to 3 drinks per person, including water.
Complete the weather forecast check and safety inspection on the morning of the clinic. Set up the registration desk, name badges, seating, speaker and extension cords before opening attendance, with cables kept clear of playing areas.

Frequently asked questions

How far in advance should I book courts for a tennis clinic?: Book the courts as soon as you have a target date, ideally 6 to 8 weeks ahead. This gives you time to arrange the coach, confirm the playing schedule and send invitations with accurate details.
When should registration close for a tennis clinic?: Close registration about 7 days before the clinic. Use that week to update the participant list, collect dietary requirements and order the right amount of groceries and drinks.
How many tennis balls do I need for a tennis clinic?: Plan at least 3 to 4 usable balls per active court, plus a reserve basket for drills. Check and sort them 2 days before the clinic so worn or missing balls do not disrupt the exercises.
What should be ready before tennis clinic participants arrive?: Set up the registration desk, name badges, seating, sports equipment, drinks and snacks before the stated arrival time. Finish the safety check and test the portable speaker and power connections at least 30 minutes beforehand.

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.