Volleyball Tournament Checklist

A volleyball tournament runs smoothly when the details are settled in the right order. Start by securing the sports hall and tournament date, then set the rules, open registration and build the schedule around confirmed teams. Before match day, assign referees, scorekeepers and first-aid cover, check every net, ball and scoreboard, and prepare printed team folders and score sheets. This checklist also helps you catch commonly missed details such as key handover, dietary requirements, payment follow-up and charged devices.

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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
2 people
Reserve the sports hall
Draw up the match schedule
2 people
Set tournament rules
2 people
Invite teams
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Check payments
Confirm Final Teams
2 people
Publish the match schedule
Recruit volunteers
2 people
Assign referees
2 people
Staff the scoring table
Assign first aid lead
Confirm key handover
Check the shopping list
2 people
Inventory sports equipment
2 people
Order prizes and medals
Do the shopping
3 people
Chill drinks
2 people
Lay out prizes
Prepare team folders
2 people
Print score sheets
Print participant list
Create a music playlist
Charge phones
2 people

Event

Open the sports hall
2 people
Check the floor and dressing rooms
2 people
Mark out fields
4 people
Set up nets
4 people
Set up referee chairs
2 people
Set up the score tables
2 people
Set up reception desk
2 people
Set up the catering table
2 people
Set up audience seating
3 people
Prepare competition materials
2 people
Prepare coffee and tea
2 people
Staff the registration desk
2 people
Welcome the teams
3 people
Open tournament
Direct players to the fields
2 people
Supervise races
8 people
Record scores
4 people
Retrieve match balls
2 people
Refill drinks
2 people
Refill coffee and tea
Serve snacks
2 people
Empty trash bins
2 people
Check changing rooms
2 people
Update race schedule
Announce finalists
Lead the final
4 people
Present prizes
3 people
See participants off
3 people

Aftercare

Clear audience chairs
3 people
Clean up catering
3 people
Tear down fields
4 people
Take down nets
4 people
Gather sports equipment
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the sports hall
4 people
Clean changing rooms
2 people
Collect lost and found items
2 people
Return keys
Return rental equipment
2 people
Clear away leftover stock
2 people
Share the results
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Benchesqty 6
Coat racksqty 2
Waste binsqty 8

Sports equipment

Volleyball netsqty 4
Volleyball postsqty 8
Volleyballsqty 12
Ball cartsqty 4
Referees' chairsqty 4
Field marking tapeqty 4
Whistlesqty 6
Spare antennasqty 4
Team bibsqty 40

Equipment

Scoreboardsqty 4
Stopwatchesqty 6
Laptopsqty 2
Tabletsqty 4
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Power banksqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Small bowlsqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4

Decorations

Tournament bannerqty 2
Arrows and signsqty 12
Tableclothsqty 8
Team name signsqty 12
Medalsqty 24
Winner's cupsqty 3

Lighting

LED lampsqty 4

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Reserve the sports hall before opening team registration, and confirm the key handover and access time at least one week before the tournament.
Publish the match schedule only after registrations, payments and final team numbers are checked. Send the confirmed schedule at least 3 days before match day.
Assign one referee, one score-table volunteer and one backup for each active court. Prepare printed score sheets even if results are also recorded on a laptop or tablet.
Count volleyballs, nets, poles, antennas and whistles during the equipment check. Keep at least 2 spare volleyballs and 1 spare antenna available if your inventory allows it.
Prepare refreshments the day before: chill drinks, count reusable cups, and verify dietary requirements before buying food. Set out prizes, medals, team folders and printed participant lists before doors open.

Frequently asked questions

How far in advance should I organize a volleyball tournament?: Set the date and reserve the sports hall at least 8 to 12 weeks ahead. Open team registration once the venue, rules and playing format are confirmed.
When should I publish the volleyball tournament schedule?: Publish the final schedule 3 to 7 days before the event, after payments and team numbers have been checked. Send any last-minute changes directly to the affected teams.
How many volunteers do I need for a volleyball tournament?: Plan for at least 1 referee and 1 scorekeeper per active court, plus 1 event coordinator and 1 first-aid contact. Add 1 or 2 backups for breaks, delays and no-shows.
What should I check on the morning of a volleyball tournament?: Allow 60 to 90 minutes before the first match to check court markings, nets, poles, balls, scoreboards, stopwatches and power supplies. Also confirm volunteer attendance, registration materials, refreshments and prizes.

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.