Twelve to Nine
Months in Advance
Select a Golf Course, Date and
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.
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.)
Create a Budget
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.
Determine your entry fee by what your target market can bear
and plan your expenses around that. Make sure you budget for any surprise
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.
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
- Radio and TV: Search for free
opportunities to announce your tournament. Public service announcements,
local talk shows, press conferences, and local calendars of events
are all effective.
- Newspapers: Local shoppers guide
and other free publications are a good way to get the word out.
Create a press release kit for your tournament to receive free
advertisement. Placing an ad in the local paper can be very effective
but very costly.
- Signs and Banners: Place them
in high traffic intersections and other areas.
- Flyers and Posters: Post them
at golf courses, offices, local stores, etc..
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:
- Title Sponsor: company name would
appear on all golf marketing materials, playing spots, tee sponsor
signs, reception signs, etc..
- Supporting Sponsors: receive
hole sponsorship signs and playing spots.
- Hole Sponsor: receive hole sponsorship
sign and program listing.
- Registration, Mulligans, Beverage
Car, & Reception Sponsor: logo and/or message would be placed
on signs at the respective locations.
- Arrival Package Sponsor: logo
and/or message would be placed on all tees, repair and golf balls.
The key to selling
sponsorships is to convey to your sponsors that they are getting
their moneyís worth.
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:
- Name of tournament and title
- Date and time
- Name, address and telephone number
of the tournament director
- Entry fee
- Entry deadline
- What is included in the entry
(green fees, cart, dinner, arrival packages, etc.)
- Prizes and contests
- Name, address and telephone of
- Name, address and telephone of
others on team
- Foursome Preferences
- Shirt size
Create list of
This list could range from
employees and their family members to local businesses.
Decide on the menu, beverages,
entertainment, and decorations. Make sure the room you are using
can accommodate your tournament size.
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
Determine how many signs,
banners, flyers, etc. you will need to advertise your tournament.
Make sure you order some extra
invitations for last minute requests and some to distribute to local
business and friends.
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
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.
Once again, keep the staff
updated with times, dates, and anticipated number of entries.
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.
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
Have a money and change box
ready for your volunteers to sell raffles, mulligans, donations,
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
Show all tournament, raffle
and auction prizes.
Set Up Scoreboard
Make sure to locate the scoreboard
where there is room to gather.
Lead him/her to the location
of the photos. Itís also a good idea to give the photographer a
list of golfers.
Markers on Holes
Donít 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.
Total all scores and have
someone double check for accuracy.
Enjoy the food
Make sure that all the guests are enjoying themselves and that
there is ample food and beverages.
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.
Write Thank You
All sponsors and volunteers
must receive a personal thank you.
Take some brief notes evaluating the tournament to better prepare
for and improve next years event.