Courts & Layout
Tejas Pickleball Club, 4701 FM 3405, Bldg 7. 8 indoor courts assigned for bracket play. Walk-through scheduled for T-3 to finalize court signage, bracket boards, and audience seating zones.
OWNER: TBD
Operations
Event operations.
Everything that has to be on-site and ready by 6:30 AM on tournament day. Vendors, signage, food, music, courts, registration, auction table, awards. Owners get assigned and locked by T-5 weeks.
Nine operational lanes
Food & Beverage
Two food trucks needed (BBQ + healthy option). Coffee & donuts for early arrivals from Round Rock Donuts. Water station every two courts. Lunch comp for volunteers. Vendor contracts signed by T-6.
OWNER: TBD
Music & Emcee
Background music between matches. Emcee for opening, awards, auction announcements, and sponsor spotlights. Wireless mic + portable PA. Playlist locked T-2. Emcee script written T-3.
OWNER: TBD
Signage & Banners
Welcome banner, sponsor wall (logos sorted by tier), court signage, way-finding, auction table sign, registration tent sign. All print by T-3. Final logo lock-in T-8.
OWNER: TBD
T-shirts & Swag
Player t-shirts (size-graded by registration data), volunteer crew shirts. Sponsor logos placed per tier: Chief on front, Lieutenant on back, Firefighter on sleeve. Order T-8.
OWNER: TBD
Volunteer Crew
Target 30 volunteers across 3 shifts: early setup (6:30 AM), mid-day operations (10 AM), tear-down (4 PM). Roles: check-in, court monitors, auction table, food, kids zone, photographers, setup/tear-down. Recruitment push begins T-6.
OWNER: TBD
Check-in & Brackets
Two check-in tables. Pre-printed roster sorted alphabetically. Bracket boards printed and posted. Late-add backup table. Wristbands or hand stamps for player vs. spectator distinction.
OWNER: TBD
Auction Table
Centrally located, auction packages displayed clearly, donor names visible, and bid sheets or QR codes easy to find. Emcee should remind guests to bid throughout the day. See Auction Strategy.
OWNER: TBD
Photo · Video · Press
One photographer (volunteer or sponsored), social media volunteer for live posts, press packets ready for any showing media. Photo backdrop with logo wall for sponsor & winner shots.
OWNER: TBD
Vendor checklist
Confirm before T-2.
Every vendor needs a signed agreement, a day-of contact, an arrival window, and a sign-off on logistics. No exceptions.
VenueTejas Pickleball Club — confirmed
Food trucks2 needed · TBD
Coffee & donutsRound Rock Donuts · TBD
T-shirt printerTBD by T-10
Signage printerTBD by T-3
Sound / PATBD or Tejas-provided
PhotographerTBD by T-4
Trophies / medalsTBD by T-3
Tables & chairsConfirm w/ Tejas — T-3
Cross-reference: Day-of Checklist shows the hour-by-hour run-of-show. Planning Timeline shows what's due when.