Tennis tournament checklist and planning guide

A tennis tournament needs more than courts and a draw. You need a workable match schedule, confirmed players, enough balls and rackets, clear scorekeeping, and a plan for food, drinks and changing weather. This checklist puts the work in order, from booking courts and opening registration to checking nets, setting out scoreboards and announcing the rules. Use it to see what must be finished weeks ahead, what belongs on the final participant message, and what to check before the first match.

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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

Set tournament date and courts
Determine the tournament format and rules
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers to courts
2 people
Draw up the match schedule
2 people
Confirm reservations
Order prizes and cups
Check the weather forecast
Create final participant list
2 people
Print the match schedule
Inform participants
2 people
Do the shopping
2 people
Check sports equipment
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Check lanes and nets
3 people
Place scoreboards
2 people
Lay out prizes and medals
Post safety and game rules
2 people

Event

Receive participants
3 people
Register participants
3 people
Provide the tournament opening
2 people
Supervise races
6 people
Record results
2 people
Update scoreboards
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Empty trash bins
2 people
Assist with the finals
4 people
Handle prize ceremony
3 people
See participants off
2 people

Aftercare

Gather sports equipment
3 people
Clear tables and chairs
4 people
Clean up catering
3 people
Collect and remove waste
2 people
Clean the venue
3 people
Wash tableware and equipment
2 people
Check lanes and changing rooms
2 people
Return borrowed equipment
2 people
Clear away leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 2
Tableclothqty 8
Party tentqty 2

Sports equipment

Tennis netsqty 4
Tennis ballsqty 72
Spare tennis ballsqty 24
Tennis racketsqty 12
Ball basketsqty 4
Scoreboardsqty 4
Game clocksqty 4
Line sweepersqty 2
Coolersqty 4
Towelsqty 12
First aid kit
Ice packsqty 10
Athletic tapeqty 4
Sunscreen dispensersqty 2

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 3
Megaphone
Power banksqty 3

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Serving spoonsqty 8
Coolersqty 2

Decorations

Welcome sign
Directional signsqty 8
Competition schedule board
Name badgesqty 60
Wristbandsqty 80

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Book the date, courts and tournament format before opening registration. Build the schedule around the number of courts and expected players, then leave time between matches for changeovers and delays.
Close registration early enough to make a final draw and match schedule. Send the confirmed schedule to players before the tournament day and print spare copies for the registration desk.
Check every court and net before players arrive, not after the first complaint. Put reserve tennis balls, ball baskets, scoreboards, match clocks and line sweepers where volunteers can reach them quickly.
Treat weather as a decision point, not a last-minute check. Review the forecast the day before, prepare a party tent and coolers if needed, and tell participants when and how weather updates will be sent.
Set up one clear flow for arrival, play and refreshments. Place the registration desk near the entrance, post safety and game rules, chill drinks in advance, and keep prizes and medals together so the presentation does not delay the finish.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Reserve the date and courts at least 6 to 8 weeks ahead, especially if several courts are needed. Open registration only after the format, rules and playing capacity are clear.
When should tennis tournament registration close?: Close registration 5 to 7 days before the event. That gives you time to process entries, check dietary requirements, make the final draw and print the match schedule.
How many tennis balls do I need for a tournament?: Plan at least one fresh set of balls for each active court, plus reserve tennis balls for lost or damaged balls. For four courts, prepare four active sets and at least one extra set.
What should I do the day before a tennis tournament?: Confirm court reservations, volunteers, catering and the weather forecast 24 hours beforehand. Finish the participant message, charge the laptop and megaphone, chill drinks, and pack the printed schedules and prizes.

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.