Volleyball tournament checklist: what to arrange and when

A volleyball tournament runs smoothly when the format, schedule, teams, officials, and hall setup are arranged in the right order. Start with the sports hall and registration, then build the match schedule once you know how many teams are playing. In the final days, confirm assignments, prepare competition forms, check every net and ball, and organise refreshments. Use this checklist to avoid late team changes, missing equipment, and a rushed setup 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 the sports hall
Set the tournament format
2 people
Draw up the match schedule
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm team assignments
2 people
Inform participants
Assign referees
2 people
Assign table service
Record emergency contact
Arrange key pickup
Order prizes
Check the shopping list
2 people
Do the shopping
3 people
Check sports equipment
2 people
Prepare team registration
2 people
Print competition forms
Wrap the prizes

Event

Fill coolers
2 people
Open the sports hall
2 people
Check the floor and dressing rooms
2 people
Set up nets
4 people
Set up playing fields
4 people
Set up referee chairs
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up competition table
2 people
Set up the catering table
3 people
Chill drinks
2 people
Set out snacks
3 people
Hang up signage
2 people
Test the music
Brief volunteers
2 people
Carry out team registration
3 people
Carry out final field check
2 people
Welcome participants
2 people
Explain the tournament
2 people
Supervise races
8 people
Keep track of match scores
2 people
Support referees
2 people
Return balls
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check changing rooms
2 people
Refill coffee and tea
2 people
Check results
2 people
Lead the final
4 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Thank participants
2 people
Collect lost and found items
2 people
Dismantle sports equipment
4 people
Take down the nets
4 people
Clear away furniture
4 people
Clean up catering
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the sports hall
4 people
Clean changing rooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Return keys
Publish results
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Bar stoolsqty 6
Referee chairsqty 4
Coat racksqty 4

Sports equipment

Volleyball netsqty 4
Volleyball postsqty 8
Volleyballsqty 12
Pumpqty 2
Ball valvesqty 10
Field marking tapeqty 4
Whistlesqty 8
Scoreboardsqty 4
Team bibsqty 32
Knee padsqty 4

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Mobile phoneqty 2
Portable speaker
Megaphone

Catering

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Groceries

Tableware

Reusable cupsqty 250
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 80
Tea glassesqty 40
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Mixing bowlsqty 6
Foil holdersqty 2

Decorations

Tableclothsqty 8
Team table labelsqty 16
Welcome sign
Directional signsqty 8
Trophiesqty 3
Medalsqty 32
Certificatesqty 32

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Spongesqty 6
Cleaning glovesqty 8

Safety

First aid kit
Ice packsqty 6
Safety vestsqty 8

Paperwork

Clipboardsqty 8
Pen setsqty 12
Name stickersqty 250
Competition formsqty 120
Program bookletsqty 220
Cash register storage box

Tips

Set the tournament format before publishing the registration form. Decide how teams progress and how many matches each team will play, because this determines the schedule and the number of playing fields you need.
Close registrations early enough to confirm team assignments and draw up the match schedule. Send the final schedule and practical information to participants at least 3 to 5 days before the tournament.
Assign referees and table service before tournament day, and give each person a clear time slot. Also record an emergency contact for every participant rather than trying to collect this information at the venue.
Check volleyball nets, posts, balls, pumps, ball valves, whistles, scoreboards, and field marking tape at least 2 days in advance. Test the laptop, printer, extension cords, and power strips before printing the competition forms.
Plan the opening sequence with a fixed time: pick up the key, inspect the floor and dressing rooms, set up the nets and fields, fill the coolers, and prepare coffee. Leave at least 60 minutes between hall access and the first match.

Frequently asked questions

How far in advance should I organise a volleyball tournament?: Reserve the sports hall and set the tournament format at least 6 to 8 weeks ahead. Open registration early enough to close it 7 to 10 days before the event, leaving time for team assignments and the match schedule.
When should the volleyball tournament schedule be finalised?: Finalise the schedule after registrations close and team assignments are confirmed, ideally 3 to 5 days before the tournament. Send it to all participants and keep printed copies at the registration table.
How much equipment is needed for a volleyball tournament?: You need at least one complete net and post setup for each playing field, plus spare volleyballs, a pump, ball valves, whistles, scoreboards, and field marking tape. Check everything 2 days before the event so missing items can still be borrowed or purchased.
How early should we arrive at the sports hall?: Arrange key pickup and arrive at least 60 minutes before the first match. Use that hour to check the floor and dressing rooms, set up the nets and fields, prepare registration, and organise coolers, coffee, and tables.

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.