What you need for a tennis club open day

A tennis club open day needs more than rackets and tennis balls. You’ll need a clear mix of court equipment, registration supplies, refreshments and items for setting up shaded seating and serving areas. Plan quantities around your confirmed registrations, then add a small buffer for walk-ins, spills and damaged equipment. This checklist helps you shop before the final participant list is printed and the courts are ready.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 6 bags
- Baguettes - 8 pieces
- Mini bake-off rolls - 100 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Ham - 1 kilo
- Chicken breast - 1 kilo
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 3 kilos
- Cookies - 6 packs
- Muesli bars - 80 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Vegetarian sandwich spread salad - 4 tubs
- Gluten-free crackers - 3 packs
- Lactose-free margarine - 2 tubs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs
- Paper towels - 4 packs

Tips

Plan one reusable glass, plate and set of cutlery per attendee, plus roughly 10% extra for replacements and late arrivals. Count these before setting up the buffet tables.
Allow two to three drinks per person for the first hour, then one drink per hour afterwards. Chill the drinks in cool boxes before participants arrive and keep a separate supply for volunteers.
Prepare one name badge for every registered player and bring at least 10 blank badges for walk-ins or corrections. Keep markers at the registration desk so names can be filled in quickly.
Check the racket supply against the clinic schedule rather than the total attendance. For beginner sessions, have spare rackets and baskets of sorted tennis balls ready before the first group enters the court.
Bring at least one extension cord and power strip for the coffee maker, kettle and portable speaker, and test them before setup. Keep a charged phone available for weather updates and last-minute messages.

Frequently asked questions

How much food and drink do I need for a tennis club open day?: For drinks, allow two to three per person during the first hour, followed by one per person per additional hour. For snacks, plan one portion per attendee and add 10% extra for volunteers, walk-ins and dietary replacements.
How many tennis rackets and balls do I need?: Use the clinic schedule to calculate the equipment needed for each group, then add around 10% spare rackets and balls. Keep one ball basket per active court or station where possible so sessions do not stop for collection.
What should I buy for the registration desk?: Prepare one name badge per registered participant, at least 10 blank badges, and several markers. Keep the printed participant list, map and programme together at the desk, with a few spare copies for volunteers.
When should I buy and chill drinks for the open day?: Buy non-perishable supplies several days before the event and complete the fresh-food shop one day beforehand. Chill drinks in the cool boxes at least four hours before opening, or overnight when the event starts in the morning.

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