how to plan and run a successful golf tournament - · pdf file 2018-06-21 · how to...

Click here to load reader

Post on 06-Jul-2020




0 download

Embed Size (px)



    TOURNAMENT A Fundraising Guide For Non-Profit Groups, Charities, and Others

    November 10, 2015

    Developed and Published by the California Golf Course Owners Association

    22235 Park Towne Cir., Floor 2, Sacramento, CA 95825 (916) 485-6361


    Decisions for getting started:

    • Working with a committee or organization staff only? • Prepare for & set up date for initial golf meeting (staff? committee/staff?) at least 6-8

    months before tournament. • Choose preferred month/city/area for tournament. • Private course (country club) or a public course? • Research courses in the chosen area. • Do you want a course for the golf challenge or beauty & view? • Are costs/budget at top of priorities? • Prepare draft budget. • Set prices for registration, raffle tickets, mulligans. • What awards will be given (1st Place, 2nd Place, 3rd Place, Hole-in-One, Longest Drive,

    Closest to the Pin, Putting, etc.)? • Will there be a putting contest? • Will there be a raffle? • If tournament is in the morning, do you want refreshments before tournament? • Do you want/need box lunches? • Will there be a dinner or refreshments after tournament? • Will there be an awards ceremony after tournament? • Will a photographer be needed? • Do you want vendors on course? • Do you want drink stations on course?

    “I never rooted against an opponent, but I never rooted for him either.”~ Arnold Palmer

  • Pacific Grove Golf Links, Pacific Grove Riverview Golf & Country Club, Redding Questions for golf course:

    • Do you allow tournaments? Only on certain days of the week? • Does the person working with us have experience with tournaments? • Cost? • Dates available? • What amenities are offered (cart, free driving range, golf bag valet, golf scoring, etc.)? • Credits from pro shop per player? • Full meal or snack provided indoor or outdoor? Cost? • Wardrobe requirements/restrictions? • Do you allow vendors on course holes (specific holes or all of them)? • What can we bring in, & what is not allowed to be brought in? • Is there a good registration area? • Will there be marshals on the course during the tournament? • Do you allow drink stations? What kind of drinks? • Provide free chairs/golf carts for monitors at hole-in-one holes? • Provide free golf carts to organization staff? • Do you provide all insurance?

    • Are there restrooms on the course? How many? Tustin Ranch Golf Club, Tustin

  • Black Gold Golf Club, Yorba Linda Chuck Corica Golf Complex, Alameda After course is selected:

    • Have regular planning/implementation meetings. • Prepare draft “Save the Date” flyer. Wait for details (location, date, cost, etc.). • Prepare mailing list. • Distribute “Save the Date” flyer when date, time, location details are finalized (at

    least 4-5 months ahead of tournament). • Contact and encourage prospective sponsors. Select sponsorships – examples:

    Primary/Lunch or Dinner, Hole-in-One, Breakfast, Hospitality Bags, Golf Carts, Drink Stations, Drink Carts, Longest Drive, Closest to the Pin, etc.

    • Prepare final flyer containing all details (location, date, time of registration & play, kind of tournament (scramble, shot-gun, etc.), cost, registration section, payment section, any rules that are important to know before registering (wardrobe restrictions, etc.), sponsorship opportunities. If the proceeds will be donated, be sure to state the recipient.

    • Mail and email registration flyer to mailing list (at least 3 months before tournament). • Personally contact prospective players to encourage registration. • After learning rules at selected course, prepare a program/rules booklet.

    Skylinks at Long Beach, Long Beach Oak Quarry Golf Club, Riverside

  • Riverwalk Golf Club, San Diego

    General Preparation:

    • Maintain registration list on Excel or similar program. • Prepare name badges for each player. • If private course providing valet service, prepare second set of name badges. • Purchase supplies for hospitality bags (golf balls, candy, nuts, water, towel, hat,

    sunscreen, etc.) • Fill hospitality bags. • Purchase trophies or other awards. (Decide whether to give trophies, cash prizes, pro

    shop credits, or something else.) • Solicit or purchase raffle prizes. • Prepare/order tee signs & other signs. • Purchase insurance for hole-in-one. • Print cards for the golf cart sponsor (logo/contact information) & place on each cart. • Week prior to tournament, pairings must be submitted to course and registration list

    finalized for check-in and bag tags. • Decide what time volunteers need to arrive at course on day of tournament. • Give specific assignments to volunteers so they can be ready.


    • Set up registration area (registration first, then name badges, then mulligans, then raffle tickets, then water bottles, then hospitality bags, then any give-aways, etc.)

    • Person handling registration must be ready to accept checks, credit cards, or cash for participant payment. Receipts may be requested.

    • Place large sign telling where to start registration. • Post signs acknowledging sponsors (large banner for prime sponsor) and place tee signs on course. • Post signs telling each player on which hole he/she will start.

  • • Put up all other signs or banners.

    • Check off each player name & give name badge. • Sell raffle tickets and/or mulligans. • Give hospitality bag to each player. Include the program/rules booklet in the bag. • Give water bottle to each player. • Tell each player or post signs to expedite players finding appropriate golf cart. • Put player names on golf carts (course might do this) • Give tickets (if required) to players wanting to use driving range before tournament. • Have a place where raffle prizes can be given to staff. Be sure to keep list of donors.

    Implementation of Tournament:

    • Two monitors go to hole-in-one holes (must be there when the tournament begins). Two monitors are required on the money hole.

    • Make sure play does not get too slow. Everyone needs to keep moving. If the course provides a marshal, he/she will monitor this.

    • Make sure players get drinks or refreshments during the tournament. Use two or three carts to circulate around the course with large tubs of iced drinks (sodas, beer).

    After the Tournament:

    • Will you provide dinner or refreshments? • Hold awards ceremony. You will need an emcee for this. • Be sure to acknowledge and thank sponsors and players. • Hold raffle. Emcee will also handle the raffle. Sell tickets before tournament at

    registration and before raffle at awards site. • Retrieve signs from around the course. (Some courses will do this for you.) • Pack up supplies/left-overs, and leave course in pristine order. • If players asked to be invoiced, do so immediately.

    Pasatiempo Golf Club, Santa Cruz

  • California Golf Course Directory (alphabetical by city)

    Round Hill Country Club Alamo (925) 934-8211 Anaheim Hills Golf Course Anaheim (714) 765-5212 Dad Miller Golf Course Anaheim (714) 765-3481 Greenhorn Creek Resort Angels Camp (209) 743-1194 Seascape Golf Club Aptos (831) 688-3214 Arcadia Golf Course Arcadia (626) 443-9367 Cypress Ridge Golf Course Arroyo Grande (805) 474-7979 Chalk Mountain Golf Course Atascadero (805) 466-8848 Auburn Valley Country Club Auburn (530) 269-2775 Black Oak Golf Course Auburn (530) 878-1900 Darkhorse Golf Course Auburn (530) 269-7900 Tilden Park Golf Course Berkeley (510) 848-7373 Plumas Pines Golf Resort Blairsden-Graeagle (530) 836-1420 The Links at Bodega Harbour Bodega Bay (707) 875-3538 Bonita Golf Course Bonita (619) 267-1103 Chula Vista Golf Club Bonita (619) 479-4141 Boulder Creek Golf & Country Club Boulder Creek (831) 338-2111 Deer Ridge Country Club Brentwood (925) 516-6