Tennis Day checklist: organise the day without last-minute gaps

A Tennis Day needs more than booked courts and a rack of balls. You need a clear registration process, a workable match schedule, food timed around play, and a setup that still works if the weather changes. Start with the courts and catering location, then confirm players and dietary requirements before preparing the programme. In the final 24 hours, check the forecast, inspect rackets and balls, chill drinks, and print the schedule so the day can run without constant questions.

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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
Reserve catering location
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Finalize the participant list
Make the competition schedule
2 people
Send program to attendees
Check the weather forecast
Order groceries
Check tennis rackets
2 people
Sort tennis balls
Prepare name badges
Print the match schedule
Pick up groceries
2 people
Chill drinks
2 people
Set out fruit and snacks
2 people
Prepare lunch packages
3 people
Prepare the buffet
3 people
Set up tables
3 people
Set up chairs
3 people
Build party tents
4 people
Hang up decorations
2 people
Set up the reception table
2 people
Check tennis courts
2 people
Set out sports equipment
2 people
Lay out the first aid kit
Test music and microphone
2 people

Event

Receive participants
2 people
Hand out name badges
Serve welcome drinks
2 people
Give game instructions
2 people
Supervise tennis rounds
3 people
Keep scoreboards updated
2 people
Refill the water stations
2 people
Serve fruit and snacks
2 people
Collect used glasses
2 people
Assist with the finals
2 people
Present prizes
2 people
Set up the buffet
3 people
Serve the evening buffet
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
See off guests and manage departure
2 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Gather sports equipment
3 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Return materials
2 people
Return borrowed items
Clean up leftovers
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Buffet tablesqty 3
Waste binsqty 4

Tableware

Reusable drinking glassesqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Coffee cupsqty 30
Serving traysqty 6

Sports equipment

Tennis racketsqty 24
Tennis ballsqty 72
Ball basketsqty 4
Scoreboardsqty 6
Training bibsqty 24
Whistlesqty 3
Water dispensersqty 3
Towelsqty 30

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Outdoor lightsqty 6
Portable speaker
Microphone

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 6
Thermos flasksqty 4

Decorations

Tennis balloonsqty 30
Buntingqty 6
Name badgesqty 30
Wayfinding signsqty 6
Prizes and trophiesqty 6

Cleaning

First aid kit
Cleaning bucketsqty 2
Washing-up tubsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before Tennis Day. Use the final participant list to create the competition schedule, then send the programme to attendees before they arrive.
Build the schedule around actual court time, not just the number of players. Leave at least 10 minutes between match blocks for changeovers, scorekeeping and players finding the next court.
Check rackets, tennis balls, ball baskets, scoreboards and other court equipment 1–2 days beforehand. Counting the balls and testing equipment early gives you time to replace missing or damaged items.
Plan food in two stages: have fruit, snacks and water available during play, then prepare lunch packages or the buffet for the longer break. Collect dietary requirements before finalising the order.
Make the final setup list for the venue the day before. Tables, chairs, tents, waste bins, the reception table, drinks and printed schedules are easy to overlook when attention is focused on the matches.

Frequently asked questions

How far in advance should I organise a Tennis Day?: Book the tennis courts and catering location at least 4–6 weeks ahead, especially if the event is on a weekend. Send invitations early enough to close registrations about 7 days before the event.
When should I make the Tennis Day match schedule?: Create the schedule as soon as registrations close and the participant list is final, ideally 5–7 days before Tennis Day. Send it to attendees and print a copy for the reception table before setup.
How much food and drink do I need for a Tennis Day?: Plan water for the full playing period, plus fruit and snacks that can be eaten between matches. Order the main food after collecting dietary requirements, and chill drinks several hours before guests arrive.
What should I check the day before a Tennis Day?: Check the weather forecast, inspect the rackets and tennis balls, confirm the venue and catering arrangements, and prepare name badges and printed schedules. Finish this check at least 24 hours before the first match.

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