Tennis tournament checklist and planning guide

A tennis tournament runs smoothly when the decisions are made before players arrive. Set the date and courts first, then confirm the format, collect registrations, group players and publish the match schedule. In the final week, check the forecast, print competition documents and confirm food requirements. On tournament day, allow time for registration, court setup, nets, scoreboards, refreshments and prizes—not just the matches themselves.

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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 location
2 people
Reserve tennis courts
Determine the tournament format and rules
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create participant groups
2 people
Draw up the match schedule
2 people
Send participant information
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Print competition forms
Print participant list
Lay out prizes and medals
Chill drinks
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up the catering table
2 people
Check the lanes
2 people
Set up nets and course materials
2 people
Lay out competition equipment per lane
2 people
Prepare snacks and lunch
3 people
Set up the prize table
Brief volunteers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Give the opening briefing
2 people
Supervise races
4 people
Process results
2 people
Serve lunch and snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Turn on lighting
Supervise the final match
3 people
Check final standings
2 people
Handle prize ceremony
2 people
See participants off
2 people

Aftercare

Clear tables and chairs
4 people
Take down tents
4 people
Gather sports equipment
2 people
Leave the lanes tidy
2 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Return rented materials
2 people
Send results and photos

What to bring

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

Sports equipment

Tennis ballsqty 48
Spare tennis ballsqty 12
Tennis netsqty 4
Scoreboardsqty 4
Scorecard holdersqty 4
Competition whistlesqty 4
Conesqty 24
Ball basketsqty 4
Spare racketsqty 6
First aid kit

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Folding benchesqty 4
Registration desk
Prize table

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 3
Mobile phone chargersqty 2
Printer

Lighting

LED work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 40
Serving plattersqty 8

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Thermos flasksqty 4
Ice packsqty 16

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2

Catering

Groceries

Decorations

Tournament banner
Direction arrowsqty 12
Tableclothsqty 8
Name stickersqty 80

Organization

Competition formsqty 100
Participant Listqty 4
Pensqty 30
Clipboardsqty 8
Prizesqty 6
Medalsqty 12
Wristbandsqty 80
Duct tapeqty 4
Notepadsqty 6

Tips

Set the tournament format and rules before sending invitations. Players need to know whether they are entering singles or doubles, how groups work and how matches are scored before they register.
Close registrations early enough to build groups and a workable match schedule. A deadline of 7–10 days before the tournament gives you time to process entries, collect dietary requirements and send participant information.
Plan the arrival setup separately from the match schedule. Registration, tables, chairs, tents, nets, lane equipment and scoreboards should be ready at least 45–60 minutes before the first match.
Prepare a backup for the equipment most likely to stop play. Keep spare tennis balls and rackets accessible, and place the first aid kit at the registration table rather than leaving it in a car or storage room.
Treat food and weather as event logistics, not last-minute errands. Check the forecast the day before, chill drinks several hours ahead, and prepare snacks and lunch before matches begin so nobody has to leave the courts to shop.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Start planning 6–8 weeks before the tournament, especially if courts need to be reserved. Send invitations after the format, rules and registration deadline are fixed, then allow 7–10 days after registration closes to create groups and the match schedule.
How many tennis courts do I need for a tournament?: The number depends on match length, format and player count, but one court typically supports about 4–6 players per hour in a compact tournament format. Work backward from the number of matches and add at least 15 minutes between rounds for changeovers and delays.
When should I prepare the tennis tournament equipment?: Check the full equipment list 2–3 days before the event and separate court equipment from catering supplies. On the day, set up nets, cones, ball baskets, scoreboards and scorecard holders at least 45 minutes before the first match.
What should I do if it rains on tournament day?: Check the forecast 24 hours before the tournament and again on the morning itself. Decide your cancellation or delay threshold in advance, and notify participants as soon as the decision is made rather than waiting until their scheduled arrival time.

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