Volleyball Tournament Checklist

A volleyball tournament runs smoothly when registrations, team assignments, match times, equipment, and court setup are handled in the right order. Start by booking the venue and collecting dietary requirements, then build the schedule around the number of teams and available courts. In the final days, confirm referees, check the weather, prepare drinks and snacks, and test the sound system. On tournament day, allow time for registration, field markings, nets, scoreboards, and signs before the first serve.

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

Reserve venue
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams
2 people
Create the match schedule
2 people
Schedule referees
Check the weather forecast
Inform participants
Do the shopping
2 people
Check sports equipment
2 people
Set out prizes
Chill drinks
2 people
Prepare snacks
3 people
Pump up balls
2 people
Set up playing fields
4 people
Set up nets
4 people
Set up tables
3 people
Set up chairs
3 people
Set up party tents
4 people
Set up competition table
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Put up route signs
2 people
Test the music
Brief volunteers
2 people

Event

Register teams
3 people
Open tournament
Supervise races
6 people
Keep track of scores
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect waste
2 people
Check the playing fields
2 people
Check final standings
2 people
Present prizes
2 people
Close the tournament

Aftercare

Clean up catering
3 people
Gather sports equipment
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Wash dishes
2 people
Dispose of waste
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
High tablesqty 4
Changing room benchesqty 4

Sports equipment

Volleyball netsqty 4
Volleyball postsqty 8
Volleyballsqty 12
Ball netsqty 4
Field markingsqty 8
Boundary linesqty 16
Referees' chairsqty 4
Whistlesqty 6
Scoreboardsqty 4
Team bibsqty 48
Pumpsqty 2
Spare valvesqty 12
First aid kit

Equipment

Sound speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Coolersqty 2

Lighting

Outdoor lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Serving tongsqty 6
Ice packsqty 20

Decorations

Team flagsqty 8
Bannersqty 6
Prize table sign

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the tournament. Use the final list to assign teams, account for dietary requirements, and prepare a match schedule without last-minute gaps.
Create the match schedule only after you know the final number of teams and courts. Add at least 10 minutes between matches for teams to leave the court, update the scoreboard, and get the next teams ready.
Check every net, post, ball, pump, spare valve, whistle, scoreboard, and referee chair 1–2 days before the event. A missing valve or damaged boundary line can delay the opening match.
Plan the event-day setup in zones: registration, competition table, catering, and playing fields. Put up route signs before guests arrive, and finish the nets, field markings, tables, and chairs at least 60 minutes before play starts.
Chill drinks and prepare snacks the day before where possible. Keep reusable cups, plates, cutlery, coffee pots, and thermos flasks together at the catering table so volunteers are not searching during matches.

Frequently asked questions

How far in advance should I organise a volleyball tournament?: Book the venue and send invitations at least 4–6 weeks ahead. Set the registration deadline 7 days before the tournament so you still have time to assign teams, schedule matches, and arrange referees.
How many volleyballs do I need for a tournament?: Plan for at least 2 volleyballs per active court, plus 1–2 spare balls for the event. Check and pump them 1–2 days beforehand, and keep a pump and spare valves at the competition table.
When should I create the volleyball tournament schedule?: Create the first schedule as soon as registrations open, then finalise it after the registration deadline. Send the confirmed schedule to participants at least 2 days before the tournament.
How early should I arrive to set up a volleyball tournament?: Allow at least 2 hours before the first match for field markings, nets, tables, chairs, registration, catering, signs, and sound equipment. Add another 30 minutes if party tents or outdoor lighting need to be assembled.

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.