Volleyball tournament checklist

A volleyball tournament runs smoothly when the playing format, venue and staffing are settled before registration opens. Use this checklist to work through team entries, officials, first aid, match scheduling, catering and equipment in the right order. The details most often missed are sending the final schedule, checking contact and dietary information, and testing scorekeeping and sound equipment before teams arrive. Print the schedule, score sheets and briefing notes before setup day.

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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

Reserve the sports hall
Set tournament date
2 people
Define the competition format
2 people
Invite teams
2 people
Publish registration form
Process registrations
Check contact details
Collect dietary requirements
Confirm team assignments
2 people
Recruit volunteers
2 people
Book referees
Arrange first aid contact
Create the match schedule
2 people
Write out tournament rules
Send the team schedule
Send directions
Check the shopping list
2 people
Order catering
Check cups and tableware
Check sports equipment
2 people
Order prizes
Create a music playlist
Print score sheets
Print match schedule
Prepare team briefing
Do the shopping
3 people
Chill drinks
2 people
Collect materials
3 people
Wrap the prizes

Event

Set up the registration table
2 people
Open the sports hall
2 people
Tape out the field layout
3 people
Set up nets
4 people
Place the referee chair
2 people
Set up score tables
2 people
Set up audience seating
3 people
Set up catering table
2 people
Lay out registration materials
2 people
Display prizes
Test sound system
2 people
Conduct a safety check
2 people
Brief volunteers
2 people
Brief the referees
Welcome the teams
4 people
Register teams
3 people
Hand out balls
2 people
Announce the opening
Explain the tournament rules
Supervise races
8 people
Record scores
4 people
Operate the starting whistle
4 people
Update results
2 people
Serve drinks
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Empty trash bins
2 people
Check toilets
Announce breaks
Announce finalists
Lead the final
4 people
Present prizes
2 people
Announce the closing
See the audience out
3 people

Aftercare

Dismantle sports equipment
4 people
Clear away chairs and tables
4 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the sports floor
3 people
Check changing rooms
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover stock
2 people
Send results to teams

What to bring

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

Sports equipment

Volleyball netsqty 2
Volleyball postsqty 4
Volleyballsqty 12
Referees' chairsqty 2
Whistlesqty 6
Antennasqty 4
Cargo strapsqty 4
Field marking tapeqty 4
Conesqty 24
Training bibsqty 24
Ball netsqty 4
Spare ball needlesqty 10
Ball pumpqty 2
Towelsqty 12
Ice packsqty 6
First aid kitsqty 2

Furniture

Tablesqty 8
Chairsqty 40
Bar stoolsqty 6
Changing room benchesqty 8
Waste binsqty 8

Equipment

Sound system
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 4
Laptopsqty 2
Tabletsqty 4
Calculatorsqty 2

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 6
Pliersqty 6
Small bowlsqty 12

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Water jugsqty 8

Decorations

Team name signsqty 16
Arrow signsqty 12
Tournament banner
Tableclothsqty 8
Balloonsqty 80
Balloon ribbonqty 4
Medal ribbonsqty 24

Catering

Groceries

Tips

Set the competition format before inviting teams, including the number of pools, court rotation and tie-break rules. This determines how many matches fit into the booked sports hall and when the final can start.
Close registration early enough to confirm team assignments and check every contact detail. Send the final team schedule and directions as soon as the draw is fixed, rather than waiting until the day before.
Book referees, volunteers and an first-aid contact for every time block on the schedule. Give each person a written role and arrival time, because a tournament cannot start on time if one official is still being recruited.
Check the volleyball nets, poles, antennas, boundary tape, referee chairs and balls during setup, not when the first match begins. Keep a pump, spare needles, spare balls and ice packs courtside so a small equipment problem does not stop play.
Prepare printed match schedules, score sheets and the team briefing before opening the hall. Test the microphone, speakers, extension leads and power strips in the actual room, and keep a laptop or tablet available for schedule updates.

Frequently asked questions

How far in advance should I organise a volleyball tournament?: Reserve the sports hall and fix the tournament date at least 8 to 12 weeks ahead. Open team registration only after the format, basic rules and expected match capacity are clear.
How many referees and volunteers do I need for a volleyball tournament?: Plan at least one referee for every active court, plus one scorer or court helper per court. Add a tournament desk lead, setup support and an on-site first-aid contact; for two courts, that usually means at least 2 referees and 2 court helpers.
When should I send the volleyball tournament schedule to teams?: Send the final schedule and directions 5 to 7 days before the tournament, after team assignments and contact details have been checked. Bring printed copies for the team briefing and tournament desk.
What equipment should I check before a volleyball tournament?: Check each net, pole, antenna, boundary marker, referee chair and match ball during setup. Allow at least 60 minutes before the first match to test the courts, scorekeeping materials, sound system and power connections.

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