Tournament Staff and Volunteers: Who You Need
One director cannot do everything. Decide who owns each job before the day, and make sure each person knows what they can decide.
The core roles
| Role | What they do |
|---|---|
| Tournament director | Owns the plan, the budget and the schedule. Makes the final call on format questions. |
| Referee | Rules on disputes and interprets the Laws. In a small event this can be the director, but it is better to be a different person. |
| Control desk | Keeps the draws and results, calls matches to tables and keeps the schedule moving. |
| Registration | Checks players in, collects fees and waivers, handles late entries and withdrawals. |
| Umpires | Run the matches assigned to them and keep the score. See umpiring basics. |
| Runners | Find players, carry results to the desk and fetch supplies. |
| Equipment lead | Sets up and checks tables, nets and lighting, and replaces broken gear. |
| First-aid contact | Knows where the first-aid kit and the nearest emergency number are. |
How many people
As a rough guide: a small event with 4 to 6 tables can run with a director, a control desk person and one or two helpers. An event with 8 to 12 tables and 50 or more players works better with a director, a referee, two at the control desk, registration, an equipment lead and a few runners and umpires. Treat these as starting points and adjust to your hall and your experience.
Brief your team
- Give each person a written list of their tasks and a phone number for the director.
- Tell them what they may decide and when to call the referee.
- Show them the draw sheets and the format rules before players arrive.
- Agree on the no-show policy so everyone enforces it the same way.
Thank your volunteers
Feed them, give them breaks and thank them by name at the awards. Volunteers who feel appreciated come back next year.
Youth events and safeguarding
If your event includes minors, check what screening and training your venue, governing body or insurer requires for adults who work with them. For USATT-sanctioned events, the USATT sanctioning page refers to SafeSport training and background checks; read the current guidance on its tournament sanctioning page.