How to Host a Tennis Tournament: A Complete Planning Guide

USTA Sanctioning Process

Sanctioning your tournament through the USTA gives it official status, allows results to count toward player rankings, and provides liability coverage through the USTA insurance program. To apply, submit a sanctioning request through your USTA Section office at least 60 to 90 days before the event date. The application requires details about your facility, planned divisions, entry fees, and prize structure.

Sanctioning fees vary by section and tournament level but typically range from $50 to $200. In return, your event is listed on the USTA tournament calendar, which is the primary way competitive players discover and register for events. Non-sanctioned tournaments are an option for casual club events, but they will not attract the same caliber of competitive entrants.

Draw Sizes and Format Options

Draw sizes follow powers of two: 8, 16, 32, or 64 players per division. An 8-player draw works well for a single-day club event, while a 32 or 64 draw requires a full weekend or multiple days. Consider offering both singles and doubles divisions, as well as age-based or NTRP-based categories, to maximize participation.

Format choices include single elimination, double elimination, round-robin, and compass draws. Single elimination is the most efficient use of court time but eliminates half the field after one match. Compass draws guarantee every player at least two matches by routing first-round losers into a consolation bracket. For club-level events, compass draws or round-robin formats tend to generate higher satisfaction because participants get more playing time for their entry fee.

• 8-player draw: ideal for single-day club events
• 16-player draw: fits a one-day event with 4 to 6 courts
• 32-player draw: requires a full weekend with 6 to 8 courts
• 64-player draw: multi-day event for larger facilities or sectional tournaments

Seeding with NTRP and UTR

Proper seeding prevents lopsided early-round matches and ensures that the strongest players meet in later rounds. The NTRP (National Tennis Rating Program) system rates recreational players from 1.0 to 7.0 and is the standard for USTA league and tournament play. The UTR (Universal Tennis Rating) provides a more granular, algorithmically calculated rating that updates dynamically based on match results.

For a sanctioned tournament, seed the top two to four players in each draw based on their NTRP self-rating, verified rating, or UTR. Place the top seed at the top of the draw and the second seed at the bottom, with seeds three and four in opposite quarters. If you are running an unsanctioned club event, you can use internal ladder rankings or head-to-head records as a simpler alternative.

Scheduling Matches Across Courts

Match scheduling is the most complex logistical challenge of tournament direction. Build your schedule by working backward from the finals. Determine how many courts are available, how long each match is expected to take, including warm-up and changeover time, and how many rounds need to be completed each day.

A standard best-of-three-set match at the club level takes approximately 90 minutes. Add 15 minutes for warm-up and transition, giving you a planning window of about 105 minutes per match per court. For a 32-player single elimination draw using 8 courts, you can complete the first round of 16 matches in two scheduling blocks across one afternoon. Build in a contingency buffer of 30 to 60 minutes per day for matches that run long or weather delays.

Referee and Officiating

Every sanctioned tournament needs a designated referee who is responsible for enforcing the rules of play, resolving disputes, and managing defaults and withdrawals. The USTA offers referee certification programs at multiple levels, from sectional to national. For smaller club events, an experienced player or teaching pro can serve as the referee with appropriate training.

Most club-level matches are officiated by the players themselves under the honor system, with the referee available to resolve disputes. For semifinal and final matches, consider assigning a chair umpire to add professionalism and reduce conflict. Recruit experienced members or local high school tennis players to serve as line judges or chair umpires; they often welcome the opportunity for involvement and community service hours.

Hospitality and Player Experience

Player hospitality separates a good tournament from a great one. Set up a player lounge with seating, shade, and charging stations away from the courts. Provide water, sports drinks, fruit, and light snacks throughout the event. For multi-day tournaments, consider partnering with a local restaurant or food truck to offer meal options on site.

Awards do not need to be expensive to be meaningful. Trophies or plaques for division winners and finalists are standard. Custom tennis bags, quality water bottles, or gift cards to local tennis shops make excellent runner-up prizes. Include a brief awards ceremony at the conclusion of each division to celebrate the competitors and thank your volunteers and sponsors.

• Player lounge with shade, seating, and phone charging stations
• Water, sports drinks, fruit, and snacks available throughout the event
• Food truck or catering partner for multi-day tournaments
• Trophies or plaques for winners, practical prizes for finalists and consolation winners

Marketing and Registration

Start promoting your tournament at least 8 to 12 weeks before the event. List it on the USTA tournament calendar if sanctioned, and share details through your club newsletter, social media channels, and local tennis community groups. Highlight what makes your event special, whether it is the facility, the format, the hospitality, or the prize structure.

Online registration is essential. Players expect to browse divisions, review the schedule, and pay their entry fee in a single transaction. Entry fees for club-level sanctioned tournaments typically range from $30 to $60 for singles and $40 to $80 per team for doubles. Set a registration deadline 7 to 10 days before the event to give yourself time to build draws and finalize the schedule.

Post-Tournament Reporting

After the final ball is struck, your work is not quite finished. Submit match results to the USTA within the required timeframe, typically 48 hours, so that player ratings and rankings are updated promptly. Include scores for every completed match, as well as defaults, retirements, and walkovers.

Conduct an internal debrief with your tournament committee within a week of the event. Review what went well, what caused problems, and what you would change for next year. Collect feedback from participants through a brief post-tournament survey. Document your lessons learned, budget actuals, and attendance figures in a report that will serve as the starting point for planning next year.

1. 1Submit all match results to the USTA within 48 hours
2. 2Send a thank-you email to participants with final results and photos
3. 3Collect player feedback through a short online survey
4. 4Debrief with your tournament committee within one week
5. 5Document budget actuals, attendance, and lessons learned for future planning