Hosting a Successful Volleyball Tournament

Hosting a volleyball tournament can be one of the most rewarding—and challenging—ventures a club undertakes. A successful event can generate revenue, strengthen your club’s brand, create lasting relationships with other clubs, and provide a first-class experience for athletes and families. But tournaments don’t simply “happen.” They require months of planning, attention to detail, and a commitment to delivering an exceptional customer experience.

So, should your club host a tournament?

The answer is: maybe.

The right tournament can become a signature event for your club. The wrong tournament can become an expensive lesson.

Start with Your Goals

Not every tournament has to be a large convention-center event.

Many successful clubs begin by hosting:

• One-day scrimmages
• Round-robin play days
• Regional tournaments
• Small preseason events
• League championships

These lower-risk events allow clubs to gain experience while building a reputation before expanding into larger competitions.

Before deciding what type of event to host, ask yourself:

• What is our primary goal—revenue, branding, player development, or community engagement?
• Do we have enough staff and volunteers?
• Can we consistently deliver a quality experience?
• Is there enough demand in our region?

The size of your event should match the size of your organizational capacity.

Use the Resources Available to You

One of the best resources available to tournament directors is the JVA Tournament Director’s Guidebook, which provides proven best practices for tournament operations, formats, staffing, scheduling, equipment, and policies.

Whether you’re hosting your first tournament or your fifteenth, developing a detailed planning timeline and tournament checklist is essential. Successful events aren’t built on last-minute decisions—they’re built on months of preparation.

Remember: the success of your second tournament depends entirely on the experience participants have at your first.

Planning Begins Months in Advance

If you’re considering a large two-day event, planning should begin nearly a year before competition.

One of your first priorities should be selecting a Tournament Director who has clear ownership of the event and is compensated appropriately for the time and responsibility involved.

Next, identify weekends that appear underserved within your region. Study other tournaments already on the calendar and look for opportunities where clubs may be searching for additional competition.

Once you’ve narrowed your dates, confirm availability with your facility before announcing anything publicly. If you’re using a convention center or rented venue, you’ll also need to secure court equipment, flooring providers, and other key vendors as early as possible.

Many of these suppliers book months in advance.

Understand Your Largest Expenses

Facility rental and court equipment are often the largest expenses associated with hosting a tournament.

If your venue requires temporary courts, you’ll need to budget for:

• Sport court flooring
• Net systems
• Shipping and freight
• Installation and removal
• Court supervisors
• Volunteer labor

Many clubs successfully recruit parents and older athletes to assist with setup and teardown in exchange for volunteer credit or reductions in club fees.

Creative staffing solutions can significantly reduce expenses while increasing family involvement.

Focus on the Participant Experience

Successful tournaments earn repeat customers because they prioritize the experience of everyone involved.

Players want:

• Competitive matches
• Well-balanced pools
• Safe playing conditions
• Quality officiating

Parents appreciate:

• On-time schedules
• Clear communication
• Easy parking
• Nearby hotels and restaurants
• Reasonable admission prices

Coaches value:

• Efficient scheduling
• Consistent tournament operations
• Prompt results
• Responsive tournament staff

When planning your event, every decision should improve the participant experience.

Work Closely with Your Venue

Before signing any facility agreement, carefully review every contract provision.

Pay particular attention to:

• Insurance requirements
• Setup and teardown access
• Equipment provided
• Staffing responsibilities
• Internet availability
• Parking policies
• Food and beverage restrictions
• Security requirements
• Cleaning responsibilities

If questions arise, consult experienced tournament directors or the JVA before signing.

A thorough contract review can prevent expensive surprises later.

Partner with Your Local Visitors Bureau

Many clubs overlook one of the most valuable resources available: their local Convention and Visitors Bureau.

These organizations actively recruit sporting events because youth tournaments generate significant economic impact for hotels, restaurants, and local businesses.

Many visitors bureaus can assist with:

• Hotel blocks
• Visitor guides
• Local marketing
• Sponsorship opportunities
• Event promotion
• Community resources

Depending on the location and size of your event, financial incentives may also be available.

Promote Early and Often

Marketing should begin long before registration opens.

Your tournament website should clearly communicate:

• Event dates
• Age divisions
• Entry fees
• Registration deadlines
• Tournament format
• Playing venue
• Hotel information
• Admission policies
• Contact information
• Sanctioning organization

In addition to listing your tournament through the JVA, personal outreach remains one of the most effective marketing tools.

Tournament participation is built on relationships.

Reach out to club directors you’ve supported in the past. Reciprocity remains an important part of the junior volleyball community.

Build a Detailed Budget

Every tournament should begin with a realistic financial projection.

Typical revenue sources include:

• Team entry fees
• Spectator admissions
• Sponsorships
• Vendor booths
• Hotel rebates
• Merchandise sales

Common expenses include:

• Facility rental
• Court equipment
• Officials
• Athletic trainers
• Technology platforms
• Awards
• Insurance
• Staffing
• Hospitality
• Tournament supplies
• Marketing

One common mistake is assuming a tournament will automatically generate significant profit.

Many expenses are fixed regardless of attendance, meaning profitability often depends on reaching your projected number of teams.

A conservative budget helps avoid unpleasant surprises. Here’s a sample budget:

Beyond Revenue

While tournaments can generate income, many clubs discover the greatest benefits are less tangible.

Hosting quality events can:

• Increase your club’s visibility
• Strengthen relationships with other clubs
• Build community partnerships
• Provide volunteer opportunities for families
• Create pride within your organization
• Support future club growth

For many clubs, tournaments become a cornerstone of their brand.

Hosting a tournament isn’t simply about filling courts for a weekend.

It’s about creating an experience that athletes, coaches, officials, and families want to return to year after year.

With careful planning, realistic budgeting, strong partnerships, and a commitment to excellent customer service, tournaments can become one of the most valuable investments your club makes.

Whether you’re hosting a one-day local play day or a large multi-court championship, remember that every successful event starts with one simple goal: deliver an outstanding experience for every participant.

View more resources to run a successful volleyball tournament.

Revised 7.7.2026