Planning a Pickleball Tournament Fundraiser: Answers to Common Questions
A pickleball tournament fundraiser is a great way to bring people together, attract new donors to a cause, or rally support for an urgent need or capital campaign. If you’ve been tasked with planning one, you likely have some urgent and important questions about how to plan a successful pickleball fundraising event. Here are answers to your most pertinent questions about planning a pickleball tournament fundraiser.
How do I select a date for my pickleball fundraiser?
Choose a date that maximizes participation and minimizes conflicts. Consider weather conditions (more on indoor vs. outdoor venues below) and other local events and happenings so you can avoid competing with major sports, holidays, and community events. Be sure to schedule the event at a time when players will be available (weekends usually work best). When you have a few dates in mind that meet this criteria, get in touch with the facility where you intend to hold the event to ensure availability. Ideally, give yourself two to six months to plan and promote the event.
How do I select a venue for my pickleball fundraiser?
A few factors to consider when selecting a venue for your pickleball event, namely court availability, amenities, location, and cost. Look for facilities with at least four to six courts to keep play moving efficiently. Ensure the venue has adequate parking, restrooms, seating for spectators, and space for check-in, sponsor tables, and food or a food vendor. If holding an outdoor event, check for lighting, shaded areas, and options for a rain plan in case of bad weather. Consider community centers, dedicated pickleball clubs and tennis facilities, or school gymnasiums. Book early, as popular venues fill up quickly, especially during peak seasons.
Event attendees during a pickleball tournament fundraiser supporting Breakthrough T1D (formerly JDRF—the Juvenile Diabetes Research Foundation).
Should I hold a pickleball fundraiser indoors or outdoors?
Choosing between an indoor or outdoor venue depends on weather reliability, venue availability, and player experience. Outdoor tournaments provide a more social, community-driven atmosphere, but come with the risk of weather delays (such as rain, wind, and extreme heat). Keep in mind that courts can be unsafe to play, even with a tiny bit of rain. If going outdoors, be sure to have a weather plan, reschedule date, or clear policy about refunds in the event of cancelation. Indoor venues offer climate control, consistent playing conditions, and no weather concerns. However, indoor courts can have higher rental costs and limited availability. If fundraising is the priority, outdoor venues (like parks and community courts) are often cheaper and allow for larger crowds and sponsorship opportunities. In short, go with outdoor courts if weather looks good and budget is tight; indoors if you need predictability and comfort.
What kind of format makes sense for a pickleball fundraiser?
For a pickleball fundraiser, choose a format that maximizes fun, participation, and fundraising potential. Most players attending an event for a good cause will expect to enjoy multiple games and minimal downtime between them. A round-robin format is usually the best option. Consider dividing players by skill level and/or gender. Then, add finals using either a single- or double-elimination format, depending on the time available for the event. Other formats exist in pickleball, including a ladder format for a king/queen of the court format, but they can add unnecessary complexity and confusion that slows down pace of play and interferes with fundraising opportunities.
How many teams should I allow at a pickleball tournament fundraiser?
You’ll want to utilize a registration website that allows you to cap the number of teams for your event. Set that number based on your venue’s capacity limitations and the number of courts available for the event. A good rule of thumb is to assign four to six teams per court. This ensures each team gets multiple games while keeping wait times reasonable. If courts are limited, consider timed games (e.g. 12 to 15 minutes) to keep things moving.
Four teams per court for round robin play
Five to six teams per court for timed games or shortened formats
How do I manage timing at a pickleball tournament fundraiser?
Poor time management can lead to long waits, frustrated players, and an event that drags on too long, which may hurt participation in future fundraisers. Consider the following:
Set time limits for games (i.e. 12 to 15 minutes per match); the team with the highest score when time is up wins, instead of playing to 11 or 15 points.
Use an event schedule with specific time windows to keep everyone on track.
Add game times or approximate game start times for each match to brackets for reference.
Use volunteers (scorekeepers and referees) to ensure smooth transitions between matches.
How much should I charge for teams at a pickleball fundraiser?
Pricing depends on your fundraising goals, venue costs, and target audience. Entry fees typically range between $40 and $150 per player or $80 to $300 per team for doubles. Consider your target demographic and the expendable income of the folks in your area. If you’ve held the event before and sold out quickly, consider upping your price point to raise more dollars. If your event includes t-shirts, food, or prizes, charge enough to cover those costs on top of registration plus an additional margin (so potentially in the $75 to $125 per player range). Competitive tournaments or corporate-sponsored events can justify higher fees ($150+ per player), especially if bundled with perks like swag bags or dinner receptions. Consider offering early-bird discounts, VIP packages, student discounts, or sponsor-funded entries to increase sign-ups while keeping the event accessible.
How much should I charge for sponsorships?
A typical pickleball fundraiser offers tiered sponsorship packages ranging from $250 to $10,000+ based on exposure levels. Consider the price points for registrations/teams and, again, your demographic, target audience, and surrounding businesses. Where a sponsorship package covers something like t-shirts or food, you’ll want to price it based on costs plus margin.
When should I start selling sponsorships?
Simply put, as soon as you can. In fact, try to get on the radar of target businesses before the end of the prior fiscal year, so they can include their support for your event in budget planning. Reach out with a save-the-date, then follow-up as soon as your sponsorship tiers are worked out and ready to sell.
Should we do t-shirts?
Yes, but only if you can cover the cost in a way that adds justifiable value. Here, there are a few options: Sell them separately with a margin to raise more dollars; include them in premium registration tiers (again, with a margin to raise additional dollars); or opt for a t-shirt sponsor to cover costs and maximize revenue on each sale. If budget is tight, consider offering t-shirts as an add-on rather than including them in every registration. Keep in mind that t-shirts can be especially valuable for annual and recurring events, as they can help spread the word and drum up interest between events.
Image: A sweatshirt design for the Susan G. Komen Dink for Pink pickleball fundraising initiative.
What’s the best way to collect tournament registrations?
Use an online event management and registration platform built specifically for the unique needs of pickleball fundraisers. RecDay is ideal, providing registration, sponsorships, a free event website, secure payment processing, and bracket management–so everything you need is all in one place. Avoiding checks and cash saves tons of time and reduces issues with fraud and payment collection. RecDay also saves event organizers time by allowing for seamless bracket management–so registrants can be dropped into round robin, and single- or double-elimination brackets quickly and easily.
How can I raise additional money beyond registrations and donations?
There are lots of options for revenue enhancers that help you raise more money with a pickleball tournament fundraiser. Here’s a quick list to consider:
Sell sponsorships at multiple levels
Sell raffle tickets (for donated items or a 50/50 raffle)
Sell event t-shirts and/or other merchandise
Hold an auction with donated auction items
Sell mulligans/do-overs that allow players to re-do a point
Sell buy-backs that allow eliminated teams to re-enter competition
Run a donate-your-score campaign
Offer wish-I-could-be-there donations
Sell VIP packages or experiences
Sell spectator tickets
Accept on-site donations using QR codes
How can I spread the word about a pickleball fundraiser?
Start with an event website with all the key information about the tournament and clear calls-to-action that make it easy to register, sponsor, and/or donate to the event. Use all other communication channels to point back to the website, where people can quickly and easily take action after finding out or becoming interested in supporting the event. Use email communication, social media, flyers with QR codes, and community bulletins (especially those tied to your venue). Look for ways to specifically target pickleball players, either at sites where they play, through local associations, through church groups, through local clubs, and through coaches and venues that offer lessons or classes. It’s also a good idea to tap your network, and push sponsors and board members to do the same–sharing the website link via texts, social media, and other direct asks.
What tournament expenses should I plan for?
Of course, expenses vary, but here are some you might encounter:
Venue rental/court fees
Permits and event insurance (if needed)
Equipment and supplies (balls, nets, scoreboards, speakers, PA systems)
Sponsor signage and printing costs
T-shirt designs, printing, and shipping
Player gifts, prizes, and/or trophies
Marketing and promotion (flyers, social media ads, etc)
Food and beverages (water, snacks, lunch and/or appetizers, and bar)
Referees and event staff as needed (if not using volunteers)
Software and payment processing fees
Should I have food at my pickleball fundraiser?
There are options here. Start with your venue, which may offer food service or partner with specific caterers. Consider that players will likely prefer something on the lighter side, and food that’s easy to eat between matches. If you don’t do a full meal, snacks and water are a must to have on-hand. Consider a food sponsorship, and definitely add a couple local restaurants to your ask list, as this is an ideal way for them to reach new potential customers.
Does a pickleball event make sense as a recurring fundraiser?
It’s worth considering! Recurring events can become reliable sources of support for causes and organizations as social traditions that also keep people connected. Be sure to retain your player and sponsor contact information (so you can reach out ahead of next year’s event), using a secure and streamlined online registration process. Be diligent about thanking supporters before, during, and after the event. Share impact updates about their support and the difference it has made. Lastly, try to set a date for next year’s event (even if you don’t yet have all the other details ironed out) ASAP, so supporters can get it into their calendars.
Next Steps
Considering an event but unsure where to start? An event website puts everything pertinent to your event in one easy, succinct, and organized place (while also making promo a sinch!). RecDay is here to help; we work with nonprofits nationwide to streamline charity sporting events and tournament fundraisers from start to finish. Interested in learning more? Get in touch below.
