Tennis tournament checklist: what to arrange and when

A tennis tournament needs more than courts, players and a draw. You need a clear format, registration deadline, match schedule, referees, volunteers and a practical plan for food, drinks and weather. Start several weeks ahead so you can confirm participants and order prizes in time. On the day, prepare scoreboards, competition forms, balls and the tournament desk before the first match begins.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the tournament format
2 people
Reserve lanes
Draw up tournament rules
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm participants
Create the match schedule
2 people
Assign referees
Assign volunteers
Order catering
Order prizes
Check the weather forecast
Send participant information
Do the shopping
2 people
Check prizes and materials
2 people
Print the match schedule
Chill drinks
2 people
Prepare balls per lane
2 people

Event

Set up the tournament desk
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up drink station
2 people
Set up catering
3 people
Hang decorations
2 people
Test sound system
2 people
Check lanes and nets
2 people
Set out balls and scoreboards
2 people
Staff the registration desk
2 people
Receive participants
3 people
Explain the match schedule
Give the opening speech
Supervise races
4 people
Record results
2 people
Replace balls
Refill drinks
2 people
Serve snacks
2 people
Provide coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Announce finalists
Lead the final
2 people
Handle prize ceremony
3 people
Farewell and final announcements

Aftercare

Clear catering
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Gather sports equipment
2 people
Clean the venue
3 people
Dispose of waste
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 50
Tableclothsqty 8
Waste binsqty 6

Sports equipment

Tennis ballsqty 48
Scoreboardsqty 4
Competition formsqty 50
Pensqty 20
Spare gripsqty 12
Sunshadesqty 4

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Sound system
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving bowlsqty 8

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6

Decorations

Bannersqty 4
Balloonsqty 50
Table décorqty 8

Lighting

String lightsqty 4
Battery lanternsqty 4

Cleaning

Broomsqty 2
Litter pickersqty 2
Bucketsqty 3

Catering

Groceries

Tips

Set the tournament format before opening registration. Decide how many matches each player will have, how long matches may run and how many lanes or courts you need, then use those limits in the registration form.
Close registration early enough to build the schedule. A deadline 7–10 days before the tournament gives you time to confirm participants, collect dietary requirements and assign referees and volunteers.
Prepare one match pack per lane or court. Include the required tennis balls, scoreboard, competition forms and pens, with spare grips available at the tournament desk rather than hidden in a storage box.
Send participant information at least 3 days before play starts. Include arrival time, match format, rules, schedule, parking or entry details, food arrangements and what happens if the weather changes.
Finish site setup before players arrive. Put out tables, chairs, waste bins and shade, then prepare the drink and catering stations; chill drinks for several hours and keep extension cords and power strips away from walkways.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Start planning 4–6 weeks ahead if you need reservations, catering and prizes. Close registration 7–10 days before the event so you can create the match schedule and confirm every participant.
How many tennis balls do I need for a tournament?: Prepare at least one fresh set of balls for each lane or court, plus a spare supply at the tournament desk. The exact number depends on the format and match count, so check the schedule before shopping.
When should I make the tennis tournament schedule?: Create the schedule after registration closes and participants are confirmed, usually 5–7 days before the tournament. Print a final copy on the day and keep one working copy at the tournament desk.
What should I do if the tennis tournament is outdoors and it rains?: Check the forecast 48 hours before the event and again on the morning itself. Set a clear decision deadline, such as 3 hours before the first match, and tell participants whether play will be delayed, moved or cancelled.

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.