Tennis tournament checklist: what to arrange and when

A tennis tournament needs more than reserved courts and a draw. You need a workable match schedule, enough balls and backup rackets, clear scorekeeping, volunteer cover, and a plan for food, drinks, prizes, and first aid. Start by confirming the tournament format and court availability, then build the schedule around registrations. During the final week, check the participant list, publish match information, inspect equipment, and prepare the site so players know where to go and matches can start on time.

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

Confirm tournament format
2 people
Reserve tennis courts
Draw up the match schedule
2 people
Create registration form
Send invitations
2 people
Approach sponsors
2 people
Arrange prize money and prizes
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign the race director
2 people
Divide up the bar shifts
Assign first aid lead
Check participant list
2 people
Publish the match schedule
Send participant information
Check the weather forecast
Check the shopping list
2 people
Sort tennis balls
2 people
Checking prizes
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Print score sheets
Making participant badges
2 people
Make route and parking signs
2 people
Bring materials to the venue
3 people
Check the venue and lanes
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Fill coolers
2 people
Put up signs and signage
2 people
Check the tennis nets
2 people
Set out spare balls
Set out rackets and equipment
2 people
Prepare first aid kit
Set out coffee and tea
2 people
Set out snacks and fruit
3 people
Brief volunteers
3 people
Prepare registration materials
2 people
Display prizes
2 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out badges
2 people
Explain the tournament rules
2 people
Guide the opening race
3 people
Supervise races
6 people
Process scores
2 people
Hand out spare balls
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Guide the quarterfinals
4 people
Guide the semifinals
4 people
Assist with the finals
4 people
Prepare the awards ceremony
2 people
Honor the winners
3 people
Take group photo
2 people
Serve the last refreshments
2 people
See participants off
3 people

Aftercare

Clear the tennis courts
4 people
Pack leftovers safely
3 people
Collect tableware
3 people
Sort waste
3 people
Take down tables and chairs
4 people
Clean the venue
4 people
Load materials
3 people
Return borrowed items
2 people
Clean reusable materials
2 people
Wash dishes
3 people
Empty and clean coolers
2 people
Archive score sheets
Publish results
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Bar stoolsqty 6
Party tentsqty 2
Tableclothsqty 8
Waste binsqty 6

Sports equipment

Tennis ballsqty 48
Backup tennis racketsqty 6
Scoreboardsqty 8
Match netsqty 4
Mains voltage metersqty 2
Ball basketsqty 4
Training conesqty 24
Towelsqty 20

Equipment

Megaphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Coffee machinesqty 2

Tableware

Reusable drinking glassesqty 100
Reusable coffee cupsqty 80
Reusable platesqty 100
Reusable cutleryqty 100
Serving spoonsqty 6
Small bowlsqty 12
Mugsqty 30

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 6
Bread basketsqty 4
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 20

Decorations

Competition postersqty 8
Directional signsqty 12
Participant badgesqty 40
Badge holdersqty 40
Winner ribbonsqty 6
Table décorqty 8
Chalkboardsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Prizes and trophiesqty 6
Water dispensersqty 2
Serving traysqty 6
Table numbersqty 8
Groceries

Tips

Reserve the courts before publishing invitations, then build the match schedule around the confirmed number of courts and expected match length. Keep spare court time for delays, rain interruptions, and late finishes.
Set a registration deadline several days before the tournament. Use the final participant list to create badges, collect dietary requirements, assign matches, and send each player the schedule and arrival information.
Count tennis balls, scoreboards, match nets, ball baskets, and backup rackets separately rather than assuming the venue supplies them. Print score sheets and prepare extra copies before players arrive.
Assign volunteers to specific jobs and time blocks, including the race director, first aid lead, and bar shifts. Give the first aid lead a clear handover and make sure every shift knows who handles schedule changes and announcements.
Check the weather forecast and power needs on the final day before setup. Chill drinks, prepare snacks, charge power banks, and test extension cords, power strips, meters, and the megaphone before the first match starts.

Frequently asked questions

How far in advance should I reserve tennis courts for a tournament?: Reserve the courts as soon as you have chosen the tournament format, ideally at least 6 to 8 weeks ahead. You need the confirmed court hours before sending invitations or publishing a match schedule.
When should tennis tournament registration close?: Close registration 7 to 10 days before the tournament when possible. That leaves enough time to process entries, check dietary requirements, create the draw, prepare badges, and send the final schedule.
How many tennis balls do I need for a tournament?: Plan one match set of balls for every court in use, plus at least two spare sets for replacements and delays. Sort and check the balls before setup instead of waiting until the first match exposes a shortage.
When should I publish the tennis tournament match schedule?: Publish the schedule after registration has closed and the participant list has been checked, usually 3 to 5 days before the tournament. Send a final reminder with arrival time, court details, and what players should bring.

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.