Tennis tournament checklist: what to arrange and when

A tennis tournament needs more than courts and players. You need a clear format, a registration process, match schedules, officials, equipment and a backup plan for bad weather. This checklist covers the work from choosing the date and location through checking payments, printing scorecards and chilling drinks. Use it to keep registrations, court time and tournament-day logistics under control without leaving essential details until the last morning.

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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
Set the tournament format
2 people
Arrange prize money and prizes
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Check payments
Create the match schedule
2 people
Set competition rules
2 people
Confirm the track layout
Contact referees
2 people
Assign volunteers
2 people
Order prizes
Send participant information
Check the weather forecast
Confirm bad-weather alternative
2 people
Do the shopping
2 people
Gather tournament materials
2 people
Print the match schedule
Prepare scorecards
Check tennis balls
2 people
Chill drinks
2 people
Set out sandwiches and fruit
3 people
Set out balls and rackets
2 people
Set up tables and chairs
4 people
Set up the competition management table
2 people
Set up the registration desk
2 people
Place lane markers
2 people
Hang up information boards
2 people
Test music and microphone
2 people
Check first aid kit
Check toilets
Brief volunteers
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain lane layout
Explain the opening and rules of the game
2 people
Start the first matches
4 people
Collect scores
2 people
Announce matches
Hand out tennis balls
2 people
Replenish competition materials
Serve sandwiches and fruit
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check tires and nets
2 people
Guide the semifinals
3 people
Lead the final
3 people
Check final standings
2 people
Present prizes
3 people
See participants off
2 people

Aftercare

Take down tennis nets and posts
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Collect tableware
2 people
Collect and sort waste
3 people
Clean the tracks and changing rooms
3 people
Clean the kitchen and serving area
2 people
Clean the restrooms
2 people
Chill leftover food
Return borrowed materials
2 people
Return rented materials
2 people
Publish results
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Beer tablesqty 4
Tableclothqty 8
Party tentsqty 3

Sports equipment

Tennis netsqty 4
Tennis net postsqty 8
Tennis ballsqty 48
Spare ballsqty 24
Tennis scoreboardsqty 4
Tennis racketsqty 12
Gripsqty 20
Training bibsqty 20
Marker conesqty 20
Lane brushesqty 4
Towelsqty 30
Reusable water bottlesqty 50

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Wireless microphone
Power banksqty 3
Coolersqty 4
Air pumpqty 2

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Tea glassesqty 40
Serving plattersqty 10
Serving spoonsqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Pliersqty 4

Decorations

Tournament flagsqty 8
Directional signsqty 8
Name badgesqty 60
Pensqty 30
A4 sign holdersqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 2
First aid kit

Catering

Groceries

Tips

Set the format before opening registration. Decide how many players or pairs each court can handle, how matches will be scored and how long the tournament should run, then use those details in the registration form.
Close registrations early enough to build the schedule. Aim to have the final participant list, payment status and dietary requirements confirmed at least 5–7 days before the tournament.
Prepare the match-day paperwork the day before. Print the schedule, prepare scorecards and keep a laptop, printer, extension cords and power strips together so last-minute changes do not delay the first match.
Count equipment by court, not just in total. Check each tennis net and post, add spare tennis balls, and place scoreboards, rackets, grips, towels and water bottles where volunteers can find them quickly.
Decide when weather changes the plan. Check the forecast 24–48 hours before play, confirm the bad-weather alternative and tell participants exactly when they will receive an update.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Start arranging courts and the tournament format at least 8–12 weeks ahead. Open registration once the date, location, rules and approximate schedule are clear, and finish the final schedule 5–7 days before the event.
How many tennis balls do I need for a tournament?: Plan at least one usable set per court in play, plus spare balls for damaged or lost equipment. For example, with 4 courts, prepare 4 court sets and keep an additional 1–2 sets available as backups.
When should I send tennis tournament information to players?: Send the first invitation when registration opens, then send confirmed players the rules, arrival time, location, payment details and schedule 3–5 days before the tournament. Include the bad-weather communication plan in the same message.
How do I plan food and drinks for a tennis tournament?: Collect dietary requirements during registration and plan drinks for the full playing period, not just the prize ceremony. Chill drinks before players arrive, and set up reusable cups, plates, cutlery and coffee cups alongside tables and coolers.

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.