Golf Tournament Outing Checklist

TOURNAMENT FORMAT
Will it be a charity tournament such as American Heart Assoc. or a for profit event? If a charity event, consider asking for help from national/regional office of the charity One day or multiple day tournament? If more than one day, consider evening entertainment and forming separate committee Morning or afternoon tee times? Most golfers will prefer afternoon tee times though am and pm tee times will accommodate larger number of golfers for your tnmt.

MAJOR SPONSORS
Consider one or more major sponsor(s) and possibly give full/partial name to tnmt for the sponsor(s)

GOLFERS MAILING LIST
Develop mailing list of all participants for this tnmt but more importantly for future tournaments List should contain committee members, golfers, sponsors, food and beverage vendors, etc. Consider developing email list with increasingly popularity of email

CORPORATE SPONSORS
Consider area businesses, hospitals, schools and financial institutions

CELEBRITY APPEARANCE
Consider inviting a celebrity to participate…it can be a big draw for a tournament, especially for a charity tnmt. National associations such as Susan G. Komen Breast Cancer Foundation, American Heart Association, etc., can be helpful in arranging celebrity appearances.

HOLE IN ONE INSURANCE There is no better way to draw a crowd of golfers than a highly visible prize such as a new car, a motorcycle, boat, motor and trailer, a motor home or even cash. The prize can be insured for a modest premium. Click here for more information on this great way to bring out the golfers for your tournament… www.hole-in-won.com, then go to the “Instant Quote” tab. The hole in one prize should be heavily promoted in all your publicity. Be sure you assign several committee members to read the insurance policy that will cover your hole in one prize. It’s a legal document with important requirements governing the payout if someone makes a hole in one. Have schedule for relieving witnesses to assure continuous availability of witnesses. Certain minimum age requirements apply to the witnesses, depending on the size of the prize. Call 203-831-0600 or 203-831-0642 if you need help with this.

SIGNING UP TEAMS
Designate specific committee members the duty of signing up teams/players. Good record keeping is essential Develop mailing list for subsequent years Designate committee members the specific duty of keeping up with teams/players to avoid duplicate sign up of golfers This can be a problem last few days before tnmt as team sponsors scramble to sign up golfers

TOURNAMENT TROPHIES
Order early to ensure availability First place team, second place, team, etc. Consider ordering your trophies from our line on-line store… www.hole-in-won.com, then click on “Store” tab. Longest drive Closest to pin

PRIZES FOR WINNER
Suggest coordinating this with local pro/course manager. Gift certificates, clubs, gloves, balls, bags, umbrellas, etc. Consider 1st, 2nd, 3rd, 4th, 5th place prizes to build good will with lots of winners for future tnmts Ask course manager/club pro what prizes he/she has to offer in pro shop.

PHOTOGRAPHS
Consider having professional/local amateur take photos of golfers/teams. Nominal charge for photos or include in entry fee. Coordinate photos with celebrity appearance. Consider extra charge for picture with celebrity.

BUDGET

Expenses:

Cost for use of golf course… (per golfer or per team)

Food

Beverages

Prizes for winners

Signage

Insurance premium for Hole In One Insurance Prize

Beverage cart driving around golf course

Income:

Corporate sponsorship contribution (naming tnmt after sponsor(s)

Entry fees by teams/golfers

Mulligans…charge extra or include in entry fee?

% of fees from teams sold through Calcutta auction…typically for multiple day tnmt

Beverage cart sales driving around golf course during tnmt.

Raffle tickets…consider selling tickets during sign up and during tnmt

For example…raffle tickets for trip for two.

Photographs of golfers/teams

MORNING or AFTERNOON TEE TIMES
Most golfers will prefer afternoon tee times Consider lower entry fee to entice more morning golfers Disadvantage for am and pm tee times is presentation of winners’ prizes…morning golfers will have to return to course to claim their prize in the afternoon

PROMOTION OF EVENT
Promotion of event through mailings, emails, flyers, posters, etc. All promos should contain name of tnmt, date, format, contact person and phone no., fee for team/golfers, deadline Be sure and promote with high-profile Hole In One Prize Brief description of prizes, mention name of celebrity if applicable. Consider having local printer print posters in exchange for posting the printing company on the poster or give printer a team in the event Consider developing graphics to use in email promotion. Should include sign up form in graphics. For charity tnmts, seek advice from national organization such as American Cancer Society, March of Dimes, etc. Mail flyers to area golfers

TOURNAMENT FORMAT
Check with the pro /course manager…variations are endless

PUBLICITY
Consider identifying high profile individual as Honorary Chairperson particularly with charity tnmts. Suggest interviews with tournament organizers and publicize via Radio, TV, and Newspapers Email notices to golfers with graphics developed to promote your tournament Newspaper spots/ads Have committee members make announcements at local Civic Clubs Post flyers at golf course where tnmt is to be held…possibly also at area courses Consider getting list of golf members from area golf course(s) and contacting them Phone campaign to contact area golfers Photos for newspapers of tournament organizers and possibly Honorary Chairperson