Tennis club open day checklist

A tennis club open day runs smoothly when visitors know where to go, courts are ready and every activity has someone responsible for it. This checklist takes you from invitations and registrations to the final court inspection and refreshments. It also covers the details that are easy to leave too late, such as dietary requirements, name badges, weather checks and charging the phone used at the registration desk. Use the plan to work through the 57 tasks and 51 items in a sensible order.

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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
2 people
Publish open day online
Process registrations
2 people
Collect dietary requirements
Reserve tennis courts
Create the clinic schedule
2 people
Assign volunteers
Check the weather forecast
Print the final participant list
Prepare name badges
2 people
Print the map and program
Prepare the registration desk
2 people
Sort tennis balls
2 people
Check rackets
2 people
Do the shopping
2 people
Fill coolers
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Inspect the tennis court
2 people
Check the tennis nets
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Set up buffet tables
3 people
Hang decorations
3 people
Put up route signs
2 people
Connect the music
2 people
Prepare sports equipment per lane
3 people
Conduct a safety check
2 people

Event

Register visitors
3 people
Welcome visitors
2 people
Explain the program
Hand out rackets
2 people
Lead the tennis clinics
4 people
Manage lane changes
2 people
Collect tennis balls
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
Keep the buffet tidy
2 people
Check toilets
Empty trash bins
2 people
Inform participants about membership
2 people
Announce the closing

Aftercare

Collect sports equipment
3 people
Clear buffet
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes and glasses
3 people
Collect waste
3 people
Clean the grounds
4 people
Turn off the sound equipment
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Chairqty 50
Buffet tableqty 3
Stoolqty 6

Sports equipment

Tennis racketqty 30
Tennis ballqty 120
Mini tennis netqty 4
Marker coneqty 30
Training ladderqty 2
Hoopqty 12
Scoreboardqty 4
Ball basketqty 6
Ropeqty 4

Tableware

Reusable glassqty 80
Reusable plateqty 80
Reusable cutleryqty 80

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Serving platterqty 8
Serving tongsqty 6
Cutting boardqty 3
Kitchen knifeqty 3

Equipment

Cool boxqty 4
Portable speaker
Extension cordqty 3
Power stripqty 3
Charging phone

Decorations

Buntingqty 6
Balloonsqty 100
Table runnerqty 8
Name signqty 6

Lighting

LED light stringqty 4
LED lampqty 6

Cleaning

Waste binqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketqty 2
First aid kit

Office

Clipboardqty 4
Ballpoint penqty 20
Markersqty 2
Name badgesqty 80
Tapeqty 4
Scissorsqty 3
Registration formsqty 100
Program flyersqty 100
Route signqty 10

Catering

Groceries

Tips

Close registrations early enough to print the final participant list, prepare name badges and group visitors before the first clinic starts. A clear cutoff gives you time to handle missing details instead of checking names at the desk.
Build the clinic schedule around the number of courts, instructors and available rackets. Keep beginner activities such as mini tennis, marker-cone drills and the training ladder separate from the main court rotation.
Inspect the courts and tennis nets before guests arrive, then sort tennis balls and check every racket. Put balls in baskets and place cones, hoops, ropes and scoreboards at the activity areas so volunteers are not searching during a session.
Set up the registration desk with the participant list, map, program and badges before opening time. Leave a stool, charged phone and a clearly marked route to the courts nearby so one volunteer can answer questions without blocking arrivals.
Plan refreshments by service point rather than placing everything on one table. Chill drinks in cool boxes, prepare coffee and tea in advance, and use separate buffet tables for snacks, reusable plates, cutlery, glasses and serving utensils.

Frequently asked questions

How far in advance should I organise a tennis club open day?: Start at least 6 weeks before the event. Use the first 2 weeks for the date, court reservation and online announcement, then allow the final 7 days for registrations, printing, shopping and volunteer confirmations.
When should registrations close for a tennis club open day?: Close registrations 3 to 5 days before the open day. That gives you enough time to collect dietary requirements, print the participant list and badges, and create groups for the clinic schedule.
How many volunteers do I need for a tennis club open day?: Plan for at least 1 volunteer at registration, 1 person coordinating the schedule and 1 responsible adult per active court or activity area. Add another volunteer for refreshments if more than 30 visitors are expected.
What should I check on the morning of a tennis club open day?: Check the weather, courts, nets, power connections and activity equipment 2 to 3 hours before visitors arrive. Finish the registration desk, tables, chairs, tents, drinks, coffee, tea and snacks at least 30 minutes before opening.

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.