By Corrie Thrasher, Founder of Thrasher Law
Pickleball tournaments are popping up across Cobb County as a fun, social way to support local charities. What could go wrong? As it turns out, a few things. Behind the paddles and friendly competition, these events raise legal and financial questions that many organizers overlook.
The good news is that a well-structured tournament is not complicated. It just requires a few clear decisions early on and some discipline around how money and responsibilities are handled.
Decide who is running the event
Start with the most important question. Who’s the host? Getting that right early keeps you, in pickleball terms, from inadvertently stepping into the kitchen. The cleanest approach is to have the charity act as the event host. In that structure, the charity owns the event, collects the registration fees, and handles any donor communications or receipts. Your business still can manage marketing, registration logistics, venue provision, or day-of coordination, but you are doing so as a service provider to the charity, not as the fundraiser itself.
This distinction is more than technical; it affects legal compliance. Once a business starts both promoting the event and handling the money, it can drift into a different set of rules, usually not on purpose and usually not worth it. Most small events do not need that extra layer of complexity.
Get it in writing
Once you decide who is leading the event, put the relationship in writing. Even if you are working with friends or long-time partners, a short agreement goes a long way. It should spell out who is responsible for what, how any fees are handled, how and when funds move, and how the charity’s name and branding can be used. If your company is charging an administrative fee, even something modest like 3 percent, it should be clearly documented and agreed upon upfront. Otherwise, this can trigger unintended tax rules.
The same goes for your venue. It’s generous for a facility to donate court time, but it still needs to be documented. You want transparency around scheduling, expectations for setup and cleanup, and most importantly, liability. A simple written agreement helps ensure everyone is on the same page before people start showing up with paddles.
Follow the money
The most common source of problems is how the money flows. The safest and simplest approach is to have all registration fees paid directly to the charity. That usually means using the charity’s existing payment system or an event platform tied to its account. That keeps things clean and avoids any post-event detective work or tax, accounting, and legal issues no one intended. Your business can then invoice separately for agreed-upon services.
If you do collect fees, be careful. Don’t run them through your general account “just temporarily.” Use a separate account so the funds stay clearly identifiable, then transfer them promptly and keep solid records. At the end of the day, you want a simple, credible answer to one question: Where did the money go?
Make sure the marketing stays in bounds
Written marketing materials have a way of becoming exhibits, so make sure they tell the same story as your actual structure. One of the most common mistakes is vague or overly optimistic language about where the money goes. If participants are paying a registration fee, they should understand whether that fee is going entirely to the charity or whether a portion is being used to cover costs or administrative services.
Understand tax expectations
Pickleball scoring seems simple until someone has to explain it out loud. Receipts are another area of confusion, especially once people start asking what part of their registration, if any, is tax-deductible. In most cases, the answer is none. Registration fees are typically treated as payment for participation, not a charitable contribution, and only the charity can issue a receipt when the structure supports it. Talk to your counsel about your goals and consider disclaimers: “Your registration secures your spot in the event; contributions may not be tax-deductible.”
Don’t skip insurance
Insurance may not be the fun part, but it’s part of the game. Even a friendly local tournament involves some level of risk, especially when it is an athletic event. The charity, as the host, should carry general liability coverage, either through its existing policy or a short-term event rider. The venue will usually have its own coverage and will expect to be named as an additional insured. Your business also should make sure it is covered, either under the charity’s policy or through its own insurance, depending on your role. Participant waivers also are a practical step that should not be skipped.
Keep it practical
Not every charity tournament director has the time or resources for a perfect legal setup, and that’s okay. If everyone can clearly explain who is running the event, where the money goes, and what participants are paying for, you’re in a strong position. A short agreement, aligned messaging, and a clean flow of funds usually get you most of the way there.
When questions come up, it’s always worth checking in with your counsel to make sure your structure matches your goals. The rest is just getting people to show up and enjoy the day.
Legal disclaimer: This article is for general informational purposes only and does not constitute legal advice. Readers should consult with a qualified attorney regarding their specific circumstances.
CORRIE THRASHER is the founder of Thrasher Law and provides ongoing legal counsel to business owners and executive teams who value consistent, senior-level judgment in business operations, growth, and complex transactions. Visit thrasherlegal.com.
