Tournament checklist

Everything to do, in order. Your ticks are saved in this browser, and you can print the page.

Eight weeks to four weeks before

Set the purpose, date and categoriesWrite one sentence on who the event is for.Book the venueConfirm number of tables the hall can hold, and setup access the day before.Check insurance and sanctioningAsk the venue, your club and your governing body.Set the budget and entry feeUse the budget calculator.Confirm tables, nets, barriers and ballsOrder or borrow now; quality tables are the long-lead item.Recruit the referee, desk staff and umpiresName each person and role.Open entries and publish the information pageInclude format, match lengths, refund policy and deadline.

Two weeks before

Send a reminder and push for entriesContact clubs and league players directly.Fix the format for each categoryGroup size, number advancing, consolation, third place.Run the time calculatorCap entries if the schedule does not fit.Arrange first aid, water and foodName the first aid person.Order medals or trophiesAllow time for engraving.

The week of the event

Close entries and make the drawSeed by rating or ranking. Separate players from the same club.Print brackets, group sheets and scoresheetsPrint spares.Send the pre-event emailCheck-in time, schedule, parking, contact number.Prepare the desk kitPens, tape, clipboards, clocks, spare balls, whistle or PA.Test the PA and any scoring softwareBack up data on a USB stick.

The day before or the morning of

Set up tables and measure net height15.25 cm, along the whole net.Check lighting and glareClose blinds, measure at table height.Mark the barriers and walkwaysKeep exits clear.Post the draw and schedule at the entrancePlayers should find their match without asking.Brief staff and volunteersRoles, break times, who calls the referee.

During the event

Hold a short player briefingFormat, match lengths, walkover policy, who umpires.Call matches by name, twiceWrite the time of the first call.Update the draw as results come inPost it where players can see it.Keep a withdrawals lineName, time, reason.Run finals on the best tableUmpire them if you can.

After the event

Photograph final sheets and back up dataBefore leaving the venue.Return borrowed equipmentInventory it first.Publish resultsWithin a day or two.Submit reports if sanctionedCheck names and numbers first.Send thanks and a short feedback formWithin three days.Write the next-time listTen things to change.