Table Tennis Director

Tournament Day Timeline: A Template for Directors

Use this template as a starting point and adjust the times to your own event. The structure matters more than the exact minutes.

Planning guide · Updated October 4, 2026

Before the day

  • Confirm the hall, the opening time and the access for setup.
  • Print draw sheets, scoresheets, entry lists and table numbers. See the printable forms.
  • Send players a reminder with start time, check-in time and match lengths.
  • Check you have enough balls, nets and extension cords.

Setup (2 to 3 hours before play)

  1. Place tables, then barriers, with clear aisles.
  2. Set net heights with a gauge. Check levelness.
  3. Check lighting. Close blinds where light shines toward players.
  4. Set up scoring: flip counters, scoresheets, timers.
  5. Set up the control desk with the draws, a list of phone numbers and a cash box if needed.
  6. Post draw sheets and the format rules where everyone can read them.

Check-in (45 to 60 minutes before play)

  • Check each arriving player against the entry list.
  • Collect entry fees and waivers if required.
  • Note late withdrawals and reflect them in the draw before you start.
  • Tell players where to practice and when they will be called.

Briefing (10 minutes before the first match)

Briefing checklist
  • Format and match lengths for each stage.
  • Who umpires: self-umpiring in early rounds, appointed umpires later.
  • How scores are reported, and who to ask for rulings.
  • The ball in use.
  • No-show policy and how long you will wait.
  • Time limits on warm-up and breaks.
  • Where to find the posted draw and the next-match list.
  • Emergency information: first aid, exits, phone.

During play

  • Call matches by name and table. Repeat the call once, then mark the match as a no-show after the posted wait.
  • Keep every table busy. If a table is idle and a match is ready, call it.
  • Update the draw sheet after every result.
  • Walk the floor every 30 minutes: nets, balls, floor, injuries, disputes.
  • Draw the knockout stage as soon as the group stage finishes, with the seeds published.

Finals and awards

Run the finals on the best table with the best lighting, with an umpire if you have one. Hold awards right after the final, while the room is still there. Announce full results, including consolation winners.

Pack-down

  • Count the cash and reconcile with the entry list.
  • Collect all balls, nets, scoreboards and signs.
  • Photograph the final draw sheets.
  • Leave the hall clean. You will want it next year.