Tennis party checklist: from court booking to final match

A tennis party needs more planning than a normal get-together because court time, equipment and match order all affect the schedule. Start by confirming the courts and registrations, then build teams and matches around the number of players. On the day, allow time to check rackets, balls, nets and court markings before guests arrive. Food, drinks, seating and clear signs should be ready before the first match starts, so no one has to leave the courts to find what they need.

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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
Process registrations
Collect dietary requirements
Reserve tennis courts
Confirm reservation
Make the competition schedule
Assign teams
Do the shopping
2 people
Collect tennis equipment
2 people
Check racquets and balls
2 people
Print the match schedule
Prepare scorecards
Put up wayfinding signs
Chill drinks
2 people
Prepare snacks
3 people
Prepare the buffet
2 people
Set up tables
3 people
Set up chairs and benches
3 people
Set out tableware
2 people
Hang decorations
2 people
Set up music
Check tennis courts
2 people

Event

Welcome guests
2 people
Register participants
2 people
Hand out rackets and teams
2 people
Explain the rules
Give safety instructions
Supervise races
4 people
Keep track of scores
2 people
Refill drinks
2 people
Serve snacks
2 people
Serve the buffet
3 people
Clear tables
2 people
Guide the final round
2 people
Announce the winners
Collect tennis equipment
2 people
Store leftover stock safely
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the venue
3 people
Leave tennis courts tidy
2 people
Return borrowed equipment
2 people
Empty coolers
2 people

What to bring

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

Sports equipment

Tennis racketsqty 18
Tennis ballsqty 36
Ball basketsqty 4
Tennis netsqty 4
Course markingsqty 8
Scoreboardsqty 4
Whistlesqty 4
Wristbandsqty 30

Furniture

Tablesqty 6
Chairsqty 30
Benchesqty 2
Tableclothsqty 6

Tableware

Reusable cupsqty 40
Platesqty 35
Bowlsqty 30
Cutlery setsqty 35
Coffee mugsqty 30
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Bread knivesqty 2
Thermos bottlesqty 3
Drink dispensersqty 2
Food coversqty 6

Equipment

Coolersqty 4
Bluetooth speaker
Power stripsqty 2

Decorations

Party buntingqty 4
Balloonsqty 40

Catering

Groceries

Tips

Book the courts before sending invitations, then confirm the reservation once you know the playing time and number of courts. Keep the final confirmation with the event details so you can check the booking on the day.
Close registrations early enough to make balanced teams and a workable competition schedule. Aim to print the match schedule and prepare scorecards at least 24 hours before the party.
Count rackets, balls, ball baskets and scoreboards before setup, and check that nets and course markings are usable. Have spare balls available rather than discovering a shortage between matches.
Set up the welcome point, wristbands, team information and wayfinding signs before guests arrive. Registering participants and handing out rackets and teams should take no more than 5 minutes per group.
Chill drinks and prepare snacks before the first match, then set up the buffet with serving platters, tongs, food covers and drink dispensers. Plan seating with tables, chairs or benches so players can eat without blocking court access.

Frequently asked questions

How far in advance should I book tennis courts for a party?: Book the courts at least 4 to 6 weeks ahead, especially if the party is on a weekend. Confirm the reservation again 7 days before the event and check the booked start and end times.
How many tennis balls do I need for a tennis party?: Plan on at least 3 balls per active court, plus 6 to 12 spare balls for the full event. For example, 4 courts need at least 12 balls in play and a separate reserve.
When should I send invitations for a tennis party?: Send invitations 4 to 6 weeks before the party and set the registration deadline 10 to 14 days before it. That leaves enough time to collect dietary requirements, assign teams and print the match schedule.
How early should I set up for a tennis party?: Arrive 90 minutes before the first match. Use the first 45 minutes for court and equipment checks, then set up registration, seating, food, drinks, decorations and music before guests arrive.

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