Wheelchair Basketball Tournament Checklist

Organising a wheelchair basketball tournament involves more than booking a sports hall and inviting teams. You need a workable match schedule, accessible facilities, referees, table officials, equipment, catering and clear information for players and spectators. This checklist puts the main jobs in order, from confirming the date and opening registration to preparing the floor plan, briefing volunteers and chilling drinks. Use it to spot details that are easy to leave until the final week.

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

Confirm tournament date
Reserve the sports hall
Draw up the match schedule
2 people
Invite teams
2 people
Send audience invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check accessibility
2 people
Send parking information
Recruit volunteers
2 people
Confirm referees
Assign table officials
Record emergency contact
Order prizes
Book catering
Check the shopping list
2 people
Print competition rules
Print team assignments
Create floor plan
Prepare the volunteers briefing
Close registrations
Update participant list
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check sports equipment
2 people
Pick up keys
Open venue
2 people
Check sports flooring
2 people
Mark the playing field
3 people
Check the basketball hoop
2 people
Set up tables
4 people
Set up chairs
4 people
Keep wheelchair spaces clear
2 people
Set up registration desk
2 people
Set up competition table
2 people
Test scoreboard
2 people
Test the music
Build the catering buffet
3 people
Hang up signage
2 people
Check sanitary facilities
2 people
Brief volunteers
3 people

Event

Welcome the teams
3 people
Register participants
3 people
Check team uniforms
2 people
Give the opening speech
Guide First Competition Round
6 people
Process results
2 people
Refill drinks
2 people
Serve snacks
3 people
Welcome the audience
2 people
Guide round two of the competition
6 people
Archive scorecards
Keep the break area clean
2 people
Guide round three
6 people
Announce breaks
Serve the hot meal
4 people
Announce finalists
Lead the final
6 people
Present prizes
3 people
Give the closing speech
Support team departures
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean up catering
3 people
Gather sports equipment
3 people
Clear tables and chairs
4 people
Clean the competition floor
3 people
Clean the restrooms
2 people
Switch off the equipment
2 people
Collect lost and found items
Lock up the venue
2 people
Store scores digitally
Share photos with permission
Publish results
Return materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 4
Wheelchair-accessible tablesqty 4
Waste binsqty 8

Sports equipment

Wheelchair basketballsqty 12
Spare basketballsqty 4
Basketball pumpsqty 2
Pump needlesqty 10
Conesqty 20
Training bibsqty 24
Whistlesqty 6
Scoreboardsqty 2
Score padsqty 20
Game clocksqty 2
Team table signsqty 8
Toss coinsqty 2
First aid blanketsqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile phonesqty 3
Portable speakersqty 2
Microphone
Power banksqty 4

Catering

Coolersqty 4
Thermos flasksqty 6
Groceries

Tableware

Reusable glassesqty 120
Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Pitchersqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Serving plattersqty 12
Serving tongsqty 6
Ice packsqty 20

Decorations

Team flagsqty 8
Stage ribbonsqty 12
Tableclothsqty 10
Competition postersqty 12
Name badgesqty 120
Pensqty 30
Tapeqty 6
Scissorsqty 4
Directional signsqty 20

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Hand spray bottlesqty 6
Work glovesqty 12
Toilet brushesqty 4

Tips

Check accessibility before sending invitations: confirm step-free routes, accessible toilets, door widths, changing areas and wheelchair-accessible tables. Ask teams about access requirements during registration rather than trying to resolve them on tournament day.
Build the match schedule around realistic changeover time. Allow time between games for teams to leave the court, reset equipment and record the score before the next teams are called.
Assign every table-official role in advance. The scorekeeper, timekeeper and other officials should know where to sit, which score pads and game clocks they will use, and who is covering each break.
Prepare a volunteer briefing before the event, including the floor plan, emergency contacts, parking information and the location of first-aid blankets. Give volunteers clear arrival times instead of asking them to work it out on the day.
Finish food and drink preparation before teams arrive. Check dietary requirements, collect the shopping, chill drinks and set out reusable glasses or cups so catering does not compete with registration and the opening games.

Frequently asked questions

How far in advance should I organise a wheelchair basketball tournament?: Confirm the date, sports hall and officials at least 8 to 12 weeks ahead. Open registration early enough to build the match schedule, process entries and close registrations with time to print team assignments.
What accessibility checks are needed for a wheelchair basketball tournament?: Check the entrance, routes to the court, accessible toilets, changing facilities, seating and parking before invitations go out. Complete the check at least 4 weeks before the tournament so problems can be fixed before teams arrive.
How many officials and volunteers do I need for a wheelchair basketball tournament?: Plan one referee team per game, table officials for the score and game clock, and enough volunteers to cover registration, court support, catering and directions. Finalise assignments at least 1 week before the event and include cover for breaks.
When should I prepare the tournament schedule and print the rules?: Draft the schedule after registrations are processed and close entries before producing the final version. Print the competition rules, team assignments and volunteer briefing at least 2 to 3 days before the tournament, then keep digital copies on a laptop or phone.

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.