Live Web Practices: Essential Insights for Running Successful Pickleball Tournaments

Organizing a pickleball tournament can be both exciting and challenging. Whether you're just starting out or looking to improve your existing events, understanding the best practices can make a huge difference in delivering an enjoyable and smooth experience for players and staff alike. Drawing from extensive experience shared by seasoned tournament directors and experts, this article dives deep into the critical aspects of tournament management — from insurance essentials and tournament formats to player engagement and dispute resolution.

 

Understanding Tournament Insurance: Why It Matters

One of the first topics often overlooked by tournament directors is insurance. Michael McKeown, Vice President of Underwriting at LEO Insurance, emphasizes the importance of having tournament insurance in place. Accidents can and will happen — from simple trips and falls to more serious injuries. For example, a recent claim involved a player falling due to a loose step and sustaining a fractured wrist, resulting in a claim exceeding $75,000 after medical and legal fees.

Insurance serves as a vital safety net protecting the tournament directors, staff, volunteers, and the event itself from negligence claims. Additionally, many venues require proof of insurance and often ask to be named as an additional insured party on the policy. Partnering with companies like LEO Insurance through platforms like Pickleball.com makes obtaining insurance seamless and efficient, enabling directors to focus on running their tournaments without worrying about potential liabilities.

Meet the Experts: Insights from Experienced Tournament Directors

Running a successful tournament requires more than just logistics; it demands experience and a deep understanding of player expectations. The team behind Pickleball.com brings decades of combined experience:

• Jenna, Customer Service Adoption Manager, has been running tournaments for over three years, including events with up to 500 players.
• Brandon Schmeling brings over 12 years of tournament experience, including coordinating major events like the US Open with over 5,000 entries.
• Gigi has been involved in tournament management for 12 years and is passionate about both tournaments and leagues.
• Patty Gallegos has spent 6-7 years running tournaments and recently joined Pickleball.com, bringing fresh perspectives.
• Katie, a retired teacher, leverages her teaching skills to support new tournament directors and ensure smooth operations.

Their collective knowledge forms the foundation of many best practices shared below.

Choosing the Right Tournament Format

The format you select can make or break the player experience. The round robin format is a favorite among many directors because it guarantees playtime for all participants, which is especially important as players are traveling from various locations and expect multiple matches.

Brandon notes that the shift from double elimination to round robin reflects players’ desire for more guaranteed games rather than being eliminated after just two losses. Gigi and Patty also agree that round robins, especially when combined with playoffs or gold medal matches, provide a satisfying competitive experience. Katie adds that scramble formats offer a unique twist by allowing individual entries and scoring based on total points, keeping all players engaged regardless of wins or losses.

Setting Tournament Costs: Registration and Event Fees

Registration fees vary by region and tournament scale but generally fall between $40 and $90. Indoor venues tend to be more expensive due to higher court rental costs, whereas outdoor tournaments can be a bit cheaper.

Additional event fees are common when players enter multiple events. While some tournaments include multiple events in a flat registration fee, others charge $5 to $15 per extra event. For money events or higher-level competitions, these fees can increase up to $30 to cover prize payouts.

Brandon highlights a strategic approach: if a tournament is struggling to fill, charging a single flat fee encourages more participation. Conversely, for larger indoor events with significant court expenses, event fees help offset costs and maintain prize pools.

Insurance and Risk Management in Tournaments

While some tournaments rely on the club or venue’s insurance, many directors recommend purchasing additional insurance coverage. Brandon stresses the importance of peace of mind, ensuring that players are covered in case of accidents. Most venues also require insurance and prefer to be named as additional insured on the policy to protect themselves from liability.

Key Changes and Trends in Tournament Management

Over the last decade, tournament management has evolved significantly:

• Format Preferences: The rise of round robin formats guarantees more playtime, addressing player demands.
• Costs Increasing: Venue rentals, equipment, and apparel expenses have risen, pushing registration fees higher.
• Money Events on the Rise: Offering prize money across all skill levels is becoming more popular, made possible by sponsorships and event fees. This inclusivity motivates players and adds excitement to tournaments.

For example, Brandon shared a recent 3.5+ event that paid out over $1,500 in prize money, funded by sponsors and event fees, benefiting all participants regardless of skill level.

Leveraging Technology: The Simulator Tool

One of the most powerful tools in tournament planning is the built-in simulator. This feature allows directors to estimate the number of players they can accommodate in a day, schedule match durations, and plan playoffs before registration even opens.

Gigi explains how she uses the simulator multiple times during the registration period to adjust brackets and scheduling dynamically. Using this tool helps prevent overbooking, a common challenge that leads to late finishes and frustrated players.

Handling Common Tournament Challenges

Tournament directors face numerous challenges, from players playing out of format to technology failures. Here are some practical solutions:

• Players Playing Wrong Format: Adjust scores using point differentials and educate players to ensure compliance.
• Internet or Printer Failures: Always print backup brackets and score sheets. Katie recommends having printed screenshots of brackets to manage play even when technology fails.
• Disputes: Designate a single point person to resolve disputes and keep calm. Using certified referees when possible adds authority and clarity.

Katie shares a personal experience where she had to raise her voice to calm heated players, emphasizing the importance of compassion and firm leadership in managing tensions.

Match Timing and Scheduling Best Practices

Proper match timing is crucial to keep tournaments on schedule and players happy. Brandon suggests allowing 30 minutes for games to 15 points and approximately 20 minutes for games to 11 points. Two-out-of-three matches require more time, often 45 minutes or more, especially for higher skill levels.

It's also important to factor in the size of the venue and travel time between courts. If players need to walk a significant distance, allocate additional time for transitions.

Marketing Your Tournament and Attracting Players

Effective marketing helps fill your tournament and build a loyal player base. Some strategies include:

• Social Media: Use platforms like Facebook and Instagram to promote your event and engage with players.
• Email Marketing: Utilize geo-targeted email blasts through platforms like Pickleball.com to reach players within a 200-250 mile radius.
• Local Sponsorships: Partner with local businesses such as realtors, banks, chiropractors, and sporting goods stores for sponsorships and swag donations.
• Player Communication: Set clear expectations before the event with detailed information on format, schedule, and rules.

Casey Caldwell from Pickleball.com also highlights the PT Perks program, which offers exclusive discounts and goodies from top pickleball brands to tournament directors and their players, enhancing the overall tournament experience.

Swag Bags and Player Retention

Swag bags are a wonderful way to leave a lasting impression. Popular items include:

• Pickleball Central orange bags
• Sweat towels
• T-shirts (though opinions vary)
• Hats and caps
• Coupons for local food trucks or venues
• Unique items like blankets or even pickleball-themed jewelry

Incorporate the cost of swag into your tournament fees or sponsorship packages to keep players excited about attending year after year.

Age and Skill Bracket Management

Managing brackets effectively improves player satisfaction:

• Use age splits to group players (e.g., 18-39, 40-49, 50+).
• Adjust brackets dynamically as registration numbers fluctuate.
• Merge or split brackets based on player skill and size to ensure meaningful competition.
• Consider player expectations regarding medals or prizes when deciding to merge brackets.

Katie recommends a preferred bracket size of seven players for round robins to balance playtime and tournament duration.

Handling Last-Minute Changes

Last-minute player drops and additions are inevitable. Tools like the swap player function in live console allow directors to quickly make adjustments without disrupting the tournament flow. Always expect changes and have a plan to manage them efficiently.

Referees and Rule Enforcement

Having at least one certified referee onsite helps maintain fair play and resolve disputes. While some referees volunteer their time, others may require compensation, which should be factored into your budget.

In the absence of referees, designate a single tournament director or staff member as the final authority on disputes to avoid conflicting decisions.

Conclusion: Creating Memorable and Smooth Pickleball Tournaments

Running a successful pickleball tournament involves a blend of planning, flexibility, and player-focused thinking. From securing insurance and choosing the right tournament format to leveraging technology and handling disputes with grace, every detail counts.

By learning from experienced tournament directors and utilizing modern tools and partnerships, you can create events that players remember fondly and look forward to returning. Remember, the goal is to foster fun, fair competition while ensuring safety and smooth operations.

Whether you're a seasoned tournament director or just starting out, these insights and best practices will help you elevate your tournaments and contribute to the growing pickleball community. For more information, check out our full webinar walkthrough on the Pickleball Play Solutions YouTube channel.