Dozens of pickleball tournaments are held every year—there are more than 25 in Florida alone! With so many competitions, you may think organizing your own would be a waste of time. But think again! Pickleball is so popular that participants will always be available. To run a pickleball tournament, start your planning early, select dates, choose the type of tournament, know your costs, find a venue, get sponsors, organize prizes, and promote the tournament. Read on for more tips!
1. Start Your Planning Early
Choose a location for the tournament. This site could be a public park, a community center, or a private facility. Set a deadline for registration and determine how players will sign up (e.g., online, in-person, etc.).
Determine the entry fee and additional fees (e.g., for t-shirts or other merchandise). Create a schedule of events, including times for registration, warm-up, and matches.
Tracking Scores
Set up a system for tracking scores and determining winners. You could use a simple spreadsheet or a more complex tournament program, such as pickleballtournaments.com software.
Establish lines of communication with the tournament players and keep them informed by email or posting updates on social media.
Be clear about the registration and check-in procedures. For example, you could use a secure payment method like PayPal to allow participants, vendors, and sponsors to make easy transactions.
2. Dates
Deciding the tournament date is crucial, especially if you want the event to be held outdoors. If that is the case, you will have to consider the weather.
Avoid months with higher than average rainfall or wind speeds, and aim for median temperature periods of mild to warm weather. Generally speaking, pickleball can be played comfortably in temperatures ranging from 50 to 90 degrees Fahrenheit.
3. Decide Who’s In Charge
Determine the championship size and the number of people needed to help with various tasks. You can then identify which jobs can be handled by a single person and which require teams.
Appoint a tournament director to oversee the higher recruitment roles, delegation, logistics, and more complex organizational issues. Assign tasks to individuals or teams based on their strengths and abilities. For example, someone who is organized and detail-oriented might be well-suited to handle registration. In contrast, someone outgoing and energetic might be better suited to handling publicity and promotions.
Consider enlisting volunteers to help with registration, scoring, and selling merchandise. This is a great way to get the community involved and alleviate some of the workload and cost.
Roles And Responsibilities
Please ensure everyone knows their roles and responsibilities and establish clear communication lines so everyone can stay informed and coordinated.
Running a pickleball tournament may need you to consider hiring professionals to handle certain tasks, such as setting up the tournament brackets or providing medical support.
Don’t be afraid to ask for help if you need it. The tournament’s success depends on everyone working together and supporting each other.
4. Choose The Type Of Tournament
Will this be a “fun” tournament or an officially-sanctioned tournament with a licensed referee?
Decide on the skill level and seeding procedures for your tournament.
Determine the type of tournament play you want to host. Options include single-elimination, double-elimination, round-robin formats (or pool play), head-to-head, or mixed. Decide on the number of teams you will allow if you decide to hold more than just individual or double events.
The format of the tourney can have several variations. The usual categories are singles, women’s singles, men’s doubles, women’s doubles, and mixed doubles.
5. Understanding Your Costs
Set a budget beforehand to ensure you don’t lose money on the tournament. This area might be one where you pay to employ an accountant of some description.
Your higher costs will be the facility rental, prizes, safety and security, and promotion. You can decide whether participation is free or charge a fee to offset some of the costs. The same goes for public entry to the tournament. Do you allow free access and charge more for food, drink, and merchandising stand hire, knowing there’ll be more people attending?
6. Finding A Venue
Determine the type of facility you need. For example, do you need indoor or outdoor courts or a combination? How many courts do you need? Do you need any additional amenities such as restrooms, locker rooms, or seating for spectators?
Consider the location of the venue.
- Is it easily accessible for players and spectators?
- Is there sufficient parking?
- Are there nearby hotels or other accommodations for out-of-town players?
Establish your budget and any rental fees associated with the venue. Research potential venues and contact them to inquire about availability and pricing. Ask about their arrangements for food, drink, and merchandizing vendors.
Consider negotiating with the venue to get the best deal. This could include offering to promote the site in exchange for a reduced rate or other perks.
Once you have found a suitable venue, confirm all details in writing, including the dates, times, and any additional fees or requirements.
7. Get Sponsors
Determine the type of sponsorship you are looking for. Options include financial support, in-kind sponsorship (such as donations of goods or services), or a combination of both. You could also consider a fundraiser.
Identify potential sponsors by researching local businesses or organizations interested in supporting the tournament. These bodies could include sporting goods stores, fitness centers, or other companies related to racquet sports.
Create a list of potential sponsors and contact them about their sponsorship opportunities.
Develop a sponsorship proposal that outlines the benefits of sponsorship, such as exposure to a targeted audience, brand recognition, and the opportunity to support a community event.
Sponsorship Terms
Negotiate the sponsorship terms, including the sponsorship level (e.g., gold, silver, bronze), the sponsor’s benefits, and any additional requirements or obligations.
Follow up with the sponsors to ensure they are satisfied with the exposure and support they receive.
Be sure to acknowledge the sponsors and their contributions to the tournament publicly. This could include displaying their logos on tournament materials, thanking them in announcements or press releases, and mentioning them on social media.
Depending on the size of your tournament, you may find that pickleball brands are interested in sponsoring, or at the very least, local businesses, civic groups, or charitable organizations
8. Organizing Prizes For The Winners
Determine the type of prizes you want to offer. Options include cash prizes, trophies, medals, or other items such as gift certificates, sports equipment, or merchandise. A cash prize can be drawn from the sponsor money or entry money.
Decide on the value of the prizes, depending on your budget and the tournament size. Consider offering prizes in different categories, such as men’s singles, women’s singles, men’s doubles, women’s doubles, and mixed doubles.
Potential Sponsors, Suppliers, And Vendors
Research potential sponsors, suppliers, or vendors for the prizes. These could include sporting goods stores, online retailers, or other companies that offer relevant products or services.
Negotiate the best prices for the prizes and ensure that they are delivered on time. Consider offering additional bonuses, raffles, auctions, or fun activities to engage players and spectators.
Be sure to publicly acknowledge the sponsors and donors who have provided the prizes. This could include thanking them in announcements or press releases and mentioning them on social media.
9. Promoting The Tournament
Determine your target audience and what message you want to convey about the tournament.
Develop a marketing plan that outlines the different methods you will use to promote the tournament. Your project should include social media, email marketing, print materials, or online listings.
Create promotional materials such as flyers, posters, and social media graphics to promote the tournament. A successful pickleball tournament will mean using social media platforms like Facebook, Twitter, and Instagram to promote the contest and engage with potential participants and subscribers.
Press Releases And Media Alerts
Send press releases or media alerts to local news outlets and pickleball clubs to generate tournament coverage. Utilize email marketing to reach out to past participants, players in your community, and other interested parties to promote the tournament.
Consider offering incentives or discounts to encourage people to sign up early or bring friends to the tournament. Don’t forget to promote the contest by talking to people at your local pickleball courts or community centers.
