Volleyball tournament checklist

A volleyball tournament runs smoothly when the practical details are fixed before teams arrive. Start with the sports hall, date, tournament format and rules, then open registration and confirm every team. In the final week, publish the match schedule, assign referees and volunteers, and check access, equipment, food service and parking information. This checklist also helps you catch details that are easy to leave until the last minute, such as spare balls, scorecards, chargers and reusable tableware.

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 the sports hall
Set tournament date
2 people
Set the tournament format
2 people
Draw up the competition rules
2 people
Send invitations
2 people
Open the registration form
Set the registration fee
2 people
Contact referees
2 people
Contact first aid volunteers
Process registrations
2 people
Collect dietary requirements
Check team details
2 people
Confirm team assignments
2 people
Create the match schedule
2 people
Publish the match schedule
Assign referees
2 people
Divide up the bar shifts
2 people
Assign the setup crew
Send parking information
Carry out a site visit
2 people
Arrange keys and access
Check the shopping list
2 people
Check sports equipment
2 people
Check cups and tableware
Collect prizes and medals
Do the shopping
2 people
Chill drinks
2 people
Print tournament documents
Print team confirmations
Check the first aid kit

Event

Check the setup floor
2 people
Clear the sports floor
4 people
Set up volleyball courts
4 people
Set up nets
4 people
Set up referee chairs
2 people
Set Up Competition Tables
3 people
Set up team tables
3 people
Set up registration desk
2 people
Set up the catering counter
3 people
Set up the prize table
Put up signage
2 people
Test music and announcements
2 people
Give referee briefing
2 people
Brief volunteers
2 people
Register teams
3 people
Give the competition briefing
2 people
Guide the opening race
3 people
Supervise races
8 people
Update match standings
2 people
Announce breaks
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Dry the sports floor
2 people
Check final standings
2 people
Lead the final
4 people
Present prizes
3 people
See off teams
2 people

Aftercare

Dismantle sports equipment
5 people
Clear tables and chairs
4 people
Clear the catering counter
3 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
3 people
Clean the sports hall
4 people
Check toilets
2 people
Collect lost and found items
Lock up the venue
2 people
Store materials dry
2 people
Return borrowed materials
2 people
Sort leftovers
2 people
Send results to teams
Send photos to participants

What to bring

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

Sports equipment

Volleyball netsqty 3
Volleyball postsqty 6
Volleyballsqty 12
Spare ballsqty 4
Field linesqty 3
Antenna polesqty 6
Ball pumpsqty 3
Needles for ball pumpqty 12
Whistlesqty 8
Scoreboardsqty 3
Scorecardsqty 6
Referees' chairsqty 3
Competition tablesqty 3
Spare polesqty 2
Medalsqty 24
Cup
Prizes for best playersqty 3
First aid kit
Cold packsqty 12
Athletic tapeqty 12
Bandagesqty 100

Furniture

Team tablesqty 12
Chairsqty 80
Registration desk
Catering tablesqty 4
Waste binsqty 8

Equipment

Laptopsqty 2
Tabletsqty 3
Mobile chargersqty 6
Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Stopwatchesqty 4
Calculatorsqty 3

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 6
Ice binsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Pliersqty 6
traysqty 6

Decorations

Tournament bannerqty 2
Buntingqty 6
Team name signsqty 12
Directional signsqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Glovesqty 12

Catering

Groceries

Tips

Set the tournament format and competition rules before opening registration. Teams need to know the number of matches, scoring system, tie-break rules and registration deadline before they commit.
Close registrations early enough to check team details, dietary requirements and payment status. Keep a short reserve list so you can fill a late cancellation without changing the schedule.
Create and publish the match schedule before tournament day, then assign a referee and scoring setup to every court. Include warm-up times, breaks and the location of the registration desk.
Do a site visit before the event and confirm keys, access times, court markings, power points and the position of the team, catering and registration tables. Test the sound system and microphone rather than discovering a connection problem on the day.
Pack a clearly marked backup box with spare balls, a pump and needles, whistles, scorecards, extension cords, power strips and mobile chargers. Check cups, plates, cutlery and coffee cups separately from the sports equipment.

Frequently asked questions

How far in advance should I organise a volleyball tournament?: Book the sports hall and set the date at least 8 to 12 weeks ahead. Open registration only after the format, rules, fee and registration deadline are fixed, and publish the schedule several days before the tournament.
How do I make a volleyball tournament schedule?: First confirm the number of teams, courts, match format and available playing time. Allow time between matches for teams to leave the court, warm up and update scoreboards, then assign referees and publish the final schedule at least 3 days in advance.
What equipment do I need for a volleyball tournament?: For each court, plan for a net, posts, field lines, antenna poles, a scoreboard, scorecards, referee seating and volleyballs, plus spare balls and a pump. Also prepare whistles, ball-pump needles and backup poles before setup starts.
How many volunteers are needed for a volleyball tournament?: Plan separate coverage for registration, refereeing, first aid, setup, the bar and cleanup rather than giving every task to one person. Confirm the volunteer rota at least 1 week ahead and assign a named replacement for each essential shift.

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.