Twelve to Nine Months
in Advance
Select a Golf Course, Date and Time
The key
to a good turnout is proper planning. Golf courses start booking outings a year
in advance. Choose a location and time best suited for your needs. Decide on
the format of the tournament because that will help your determine whether your
event requires tee times or a shotgun start.
Select a Tournament Director
This
person should be detail oriented and dedicated to your cause. The tournament
director does not have to be the greatest golfer but has at least played in a
few golf tournaments.
Choose a Cause
Why do you want to hold a golf tournament? The answer to this
question will decide your theme of the tournament and who will participate in
the event.
Select On-Course Contests and Events
Contests
during your tournament will keep your golfers interested and looking forward to
the next hole. Try to have at least one contest per nine holes and make certain
to reward your winners with a prize. (Hole-In-One Contest,
Closest To Pin, Longest Drive, Straightest Drive, etc.)
Determine Additional Activities
If you plan to include food and refreshment services,
pre-tournament contests, auctions, raffles, guest speakers, etc. make sure to
account for the space and supplies necessary.
Create a Budget
Determine
your entry fee by what your target market can bear and plan your expenses
around that. Make sure you budget for any surprise expenses.
Nine Months in Advance
Sign Up Volunteers
You will
need at least 3-5 volunteers on site the day of the tournament and as many you
can get to help with selling sponsorships.
Plan Publicity
The more
exposure your tournament receives, the more
participants and sponsors you will get. Besides the entry form, there are many
other ways to publicize your tournament.
Sell Sponsorships
Selling
sponsorships is the way to acquire the commitment that leads to a successful
tournament. Sponsorships should be developed between the tournament and local
businesses. Design various levels of sponsorship. Each level should entail some
form of tournament recognition and participation. Various levels may include:
The key to selling sponsorships is to convey
to your sponsors that they are getting their money’s worth.
Six Months in Advance
Order Invitations
Make sure your invitation is appealing because this is your primary
source in attracting participants. The invitation has to be laid out with as
much detail as possible. These are the essential pieces of information needed:
Create list of Possible Participants
This list could range from employees and their family members to
local businesses.
Finalize Food and Refreshment
Decide
on the menu, beverages, entertainment, and decorations. Make sure the room you
are using can accommodate your tournament size.
Three Months in Advance
Order Arrival and Reception Packages
Arrival
packages are given to each participant and should at least include balls, tee
packs, towel and a hat. Reception packages should cover all on course contests
and 1st through 3rd places. Order packages as soon as
possible because logo and embroidery work takes a few weeks.
Start Advertising
Determine
how many signs, banners, flyers, etc. you will need to advertise your
tournament.
Distribute Invitations
Make
sure you order some extra invitations for last minute requests and some to
distribute to local business and friends.
Finalize All Tournament Activities
If you are planning for guest speakers or entertainment, make
final confirmation. Purchase and gather all your raffle and auction items.
Secure Hole In One, putting and other contests. Find
sponsors for all your contests to increase profit. Order all your tee signs.
One Month in Advance
Confirm Tee Times
Contact
the golf course to keep them up to date on your progress. Confirm tee times and
other services they are providing.
Confirm Food and Refreshments
Once
again, keep the staff updated with times, dates, and anticipated number of
entries.
Prepare Printed Materials
Prepare
on course contest prizes by deciding which holes to place them. Create day of
program guide for participants and any other material needed to pass out on the
day of the tournament.
Three Days in Advance
Confirm Final Number and Pairings
Confirm
with the golf course, food and refreshment people the final number of
participants. Finalize pairings by their request and handicaps. Fax a copy of
the pairings to the course.
Money and Change Box
Have a money and change box ready for your volunteers to sell
raffles, mulligans, donations, etc.
Confirm Contests with Golf Course
Coordinate your contest requirements such as circles on the
greens, lines in the fairways, etc. with golf course. Make sure they have
appropriate measuring and recording devices for contests.
Prior to Tournament
Put Up Hole In One
and Sponsor Signs
Put each
sign in full site on the entrance to each tee. Make sure the tee box is set up
for the correct distance for the Hole In One prize.
Set Up Registration
Give
yourself ample room to register numerous golfers at a time. Also use this time
to start selling raffle tickets, mulligans, etc. and
distributing arrival packages.
Display Prizes
Show all
tournament, raffle and auction prizes.
Set Up Scoreboard
Make
sure to locate the scoreboard where there is room to gather.
Instruct Photographer
Lead
him/her to the location of the photos. It’s also a good idea to give the
photographer a list of golfers.
Place Contest Markers on Holes
Don’t
forget to put the measuring and recording devices out before the first group
gets to a contest hole.
Give Last Minute Instruction to Golfers
Inform all golfers the local and tournament rules and wish
them good luck.
After the Tournament
Post Scores
Total
all scores and have someone double check for accuracy.
Enjoy the Food and Entertainment
Make
sure that all the guests are enjoying themselves and that there is ample food and
beverages.
Awards Ceremony
Announce
the winners in reverse order. Bring them up to receive their awards and take a
picture of them. Announce and present a gift to all your sponsors.
Clean Up Site
Make
certain to clean up after your food service and pick up the signs on the
course.
Post Tournament
Write Thank You Notes
All sponsors and volunteers must receive a personal thank you.
Evaluate the Tournament
Take
some brief notes evaluating the tournament to better prepare for and improve
next years event.
Back to:
How To Run a Golf Event (top of this document)
Helpful Links
Tournament
Supplies Checklist
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Back to:
Hole in one insurance and other prizes: http://www.holeinwon.com/
Tournament scoring software http://www.tournamaster.com/
Tournament scoring software http://www.homealonesoftware.com/Features.htm