How to Run a Tennis Tournament

Planning

• 1

  Locate a tennis facility with a sufficient number of courts for the tournament. If you plan on having a large number of entrants, locate more than one facility. Make sure the sites have all the necessary amenities, including plenty of parking, restrooms, spectator viewing areas and a visible location for players to check-in. Inspect the courts to ensure they have proper nets, net straps and a quality surface.

• 2

  Meet with the owner or manager of the facility once you have made a decision on the location. Discuss the options for weekend dates and the procedure for reserving the courts. Discuss the option of reserving the courts for the following weekend in the event of rain. Locking in the courts should be done several months in advance of the tournament.

• 3

  Plan your tournament around the number of courts you have available. Decide on the number or events to offer and the type of draws to have. Samples of draw types are single elimination, first match loser consolation, or compass draws.

• 4

  Estimate your budget to determine how much to charge players to enter the tournament. Important things to include in your budget are the cost for renting the courts, balls, awards, player gifts and any sponsorship income.

• 5

  Advertise your tournament with local newspapers, online websites and tennis organizations. Prepare entry forms and make them readily available at all tennis facilities and clubs. Important information to include are dates for the tournament, including rain dates, entry deadlines, fees, the available events, match format, and withdrawal and refund information. The entrant's name and all contact information must be provided.

Preparation

• 6

  Order player gifts two to four weeks in advance to ensure they will be delivered and available in time for the tournament. If you plan to give out awards, find a vendor, select the awards and make sure they will be delivered or ready to be picked up in advance of the tournament.

• 7

  Line up a core of volunteers to help during the tournament. Set up a seeding committee to assist when making the draws. Check to see if a racket stringer will be available; if not, make arrangements to provide this service.

• 8

  Meet with the seeding committee once the tournament deadline has passed. Make the draws and have them available to players so they can check their scheduled match times. Figure out how many balls will be needed based on the number of matches and purchase the balls.

Tournament Day

• 9

  Arrive early each day of the tournament. Check the condition of the courts, including the proper net height. Set up the tournament check-in desk and post a current copy of the draws. Meet with your volunteers and assign them tasks.

• 10

  Greet the players as they check in, go over the match format, time allowed for the warm-up and any last-minute changes. Assign courts to the players for their matches.

• 11

  Record the score when players have finished their match. Make sure players know if they have another match and, if so, the time it is scheduled. Keep the draws current by updating them regularly.

• 12

  Congratulate and give out the awards to the winners and finalists as each event finishes.

• 13

  Post the final results in the local newspaper, on websites and with local tennis organizations.