Tennis tournament checklist: what to arrange and when

A tennis tournament runs smoothly when the format, court time, player limit, and match schedule are decided before invitations go out. This checklist takes you from choosing the date and processing registrations to checking rackets, balls, scorecards, refreshments, and prizes. Plan the competition structure early, then confirm the practical details that are easy to overlook, such as dietary requirements, cold drinks, extension cords, and equipment collection. Use the task and supplies lists below as your working plan.

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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
Reserve tennis courts
Determine the tournament format
2 people
Set match duration
2 people
Set the participant limit
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Create the match schedule
2 people
Send the competition schedule
Order prizes
Check tennis balls
Inventory rackets
Print scorecards
Print participant list
Check the shopping list
Do the shopping
2 people
Buy non-perishable groceries
2 people
Collect prizes
Pick up rental items
2 people
Fill coolers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Fill tournament folders
2 people
Prepare name badges
Check the weather forecast
Prepare weather contingency plan
2 people
Open venue
2 people
Inspect lanes
2 people
Sweep the lanes
2 people
Check nets
2 people
Set up tables
3 people
Set up chairs
3 people
Set up party tents
4 people
Set up the registration table
2 people
Set up competition table
2 people
Place scoreboards
2 people
Prepare sports equipment
2 people
Set up buffet
3 people
Set out drinks
2 people
Set up coffee station
2 people
Place waste bins
2 people
Check toilets

Event

Receive participants
3 people
Register participants
2 people
Hand out name badges
Give the opening briefing
2 people
Supervise the first matches
3 people
Update match standings
2 people
Replace tennis balls
Refill drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Collect waste
2 people
Communicate interim results
Serve the break buffet
3 people
Collect tableware
2 people
Wash dishes
2 people
Guide the semifinals
3 people
Lead the final
3 people
Record final standings
Present prizes
2 people
Photograph the winners
See participants off
2 people

Aftercare

Tear down the buffet
3 people
Clear away drinks
2 people
Gather sports equipment
3 people
Clear away scoreboards
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Sort waste
2 people
Clean the venue
3 people
Clean the restrooms
2 people
Perform final track check
2 people
Return rental items
2 people
Empty and clean coolers
2 people
Store leftover materials
2 people
Distribute leftover food
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 8

Sports equipment

Tennis racketsqty 24
Tennis ballsqty 48
Scoreboardsqty 6
Scorecardsqty 100
Conesqty 20
Competition whistlesqty 4
Towelsqty 24
Water cratesqty 6

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 2

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 6
Thermos flasksqty 4

Decorations

Competition postersqty 6
Directional signsqty 12
Name badgesqty 70
Markersqty 12

Lighting

LED lampsqty 6

Cleaning

Trash binsqty 8
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Spongesqty 8
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Prizesqty 6
Groceries

Tips

Set the tournament format, match length, and participant limit before sending invitations. These three decisions determine how many courts and hours you need, and prevent an unmanageable draw.
Close registrations early enough to create the schedule and send it out before match day. Keep a final participant list with phone numbers so players can be contacted about delays or changes.
Check rackets, tennis balls, scoreboards, scorecards, cones, whistles, and towels before the tournament day. Count the balls and test borrowed or hired equipment at least one day in advance.
Plan food and drinks around the playing schedule, not just the guest count. Put water crates and coolers in place, chill drinks ahead of time, and prepare snacks that can be served quickly between matches.
Walk through the venue setup before players arrive. Confirm tables, chairs, tents, buffet equipment, power strips, extension cords, and a clear place for registration, scores, prizes, and refreshments.

Frequently asked questions

How far in advance should I plan a tennis tournament?: Start at least 6 to 8 weeks before the tournament. Reserve the tennis courts first, then set the format and player limit before sending invitations.
How many tennis courts do I need for a tournament?: That depends on the number of players, match length, and available hours. As a starting point, schedule one court for every 4 players in a short round-robin rotation, then allow extra time for changeovers and delays.
When should I send the tennis tournament schedule?: Send the final schedule 3 to 5 days before the event, after registrations and dietary requirements are confirmed. Include arrival time, first match, court assignment, and what players should bring.
How many tennis balls should I prepare for a tournament?: Prepare at least 3 balls per active court, plus one spare set for every 2 courts. Check their condition the day before and keep replacements available if matches run across several hours.

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.