Tennis Tournament Checklist: What to Arrange and When

A tennis tournament needs more than courts, players, and a draw. You also need a workable match schedule, confirmed officials, clearly labelled balls, scoreboards, refreshments, and a plan for changing weather. Start by choosing the format and reserving the venue, then open registration and confirm players before ordering prizes and finalising matches. Use the checklist below to keep administration, equipment, hospitality, and event-day setup on track.

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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

Determine the tournament format
2 people
Reserve lanes and venue
Draw up the match schedule
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Check hospitality reservation
Order prizes and medals
Assign volunteers
2 people
Confirm referees
Collect first aid contact details
Check the weather forecast
Print participant list
Print the match schedule
Do the shopping
2 people
Check sports equipment
2 people
Prepare trophies
Label balls
2 people
Prepare route signs
Chill drinks
2 people
Set out fruit and snacks
2 people
Prepare coffee and tea
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up competition management
2 people
Place scoreboards
2 people
Check the lanes
2 people
Check Nets and Ropes
2 people
Fill ball baskets per lane
2 people
Hang decorations
2 people
Put up signs and signage
2 people
Display prizes
Brief volunteers
2 people

Event

Open registration desk
2 people
Receive participants
3 people
Hand out introductory information
2 people
Explain the tournament
2 people
Lead the warm-up
2 people
Start the first matches
4 people
Supervise races
6 people
Record results
2 people
Update scoreboards
2 people
Replace balls
2 people
Serve drinks
2 people
Refill drinks
2 people
Serve coffee and tea
Restock snacks and fruit
2 people
Empty trash bins
2 people
Check toilets
Check lanes during the race
2 people
Guide the quarterfinals
4 people
Guide the semifinals
4 people
Announce the final
Lead the final
3 people
Prepare awards ceremony
2 people
Announce the winners
Present prizes
2 people
Take group photo
See participants off
2 people
Finalize competition administration
2 people

Aftercare

Collect tableware
2 people
Store food safely
2 people
Switch off equipment
2 people
Gather sports equipment
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Leave the lanes tidy
2 people
Check borrowed items
2 people
Return borrowed items
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 48
Beer tablesqty 4
Party tentsqty 2
Clothes racksqty 2

Sports equipment

Tennis netsqty 4
Tennis ballsqty 96
Spare tennis ballsqty 24
Scoreboardsqty 4
Ball basketsqty 8
Tennis umpire chairsqty 4
Training hoopsqty 12
Marker discsqty 24
Skipping ropesqty 8
Water cratesqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker
Microphone
Megaphonesqty 2
Printer
Power banksqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Pouring jugsqty 6
Thermos flasksqty 4
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Ice packsqty 16
Storage boxesqty 8

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Stage signsqty 3

Lighting

LED light stringsqty 4
Outdoor lightsqty 4

Catering

Groceries

Registration

Name stickersqty 100
Pensqty 30
Clipboardsqty 8
Competition formsqty 100
Envelopesqty 40
Wristbandsqty 100

Communication

Walkie-talkiesqty 6
Phone chargersqty 4
Printer paperqty 2
Tapeqty 6
Markersqty 12
Notepadsqty 8
Directional signsqty 12
A4 information boardsqty 8

Safety

First aid kit
Cold packsqty 6
Safety vestsqty 8
Flashlightsqty 4
Non-slip matsqty 6

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Waste binsqty 8
Trash grabbersqty 2
Toilet brushesqty 2
Hand broomsqty 4

Prizes

Winner's cupsqty 3
Medalsqty 12
Prize packagesqty 3
Certificatesqty 40
Ribbonsqty 12

Tools

Hammerqty 2
Cable tiesqty 100
Cable tiesqty 50
Scissorsqty 4
Measuring tapesqty 2
Umbrellasqty 4

Tips

Choose the tournament format before opening registration. It determines how many courts, match slots, referees, tennis balls, and scoreboards you need.
Set a registration deadline at least 7 days before the tournament. Use the final participant list to create the draw, check dietary requirements, and confirm hospitality numbers.
Print the participant list and match schedule before event day, and bring a spare copy. Players should be able to find their first match without waiting for a printer or phone connection.
Prepare more balls than the matches require, including spare tennis balls, and label them by court or round. Check nets, ball baskets, umpire chairs, and scoreboards before players arrive.
Plan refreshments around the playing schedule: chill drinks, set out fruit and snacks, and prepare coffee and tea before the first matches. Put tables, chairs, reusable cups, plates, and cutlery in place early so volunteers are not pulled away during play.

Frequently asked questions

How far in advance should I organise a tennis tournament?: Reserve the venue and choose the format at least 6 to 8 weeks ahead, especially if court availability is limited. Open registration early enough to close it at least 7 days before play.
How many tennis balls do I need for a tournament?: Plan a playable set for every active court plus spare balls for replacements and lost balls. A practical starting point is one ball basket per court and at least 3 spare balls per court, then adjust for the number and length of matches.
When should I make the tennis tournament schedule?: Create the draw and match schedule after registration closes and participants are confirmed, usually 5 to 7 days before the tournament. Print the final schedule no later than the day before the first match.
What food and drinks should I provide at a tennis tournament?: Provide water throughout the day, plus fruit and snacks that can be eaten between matches. For a half-day event, allow roughly 1 to 2 litres of water per player and prepare coffee and tea before the first matches; increase quantities for hot weather or a full-day tournament.

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