Outings at The Groves

Anyone can put on a charity golf tournament. Not everyone can produce a first class event that raises a lot of money and one that golfers return year after year. This is a planning guide that will walk you through each step of your event. Follow these steps and your event will be the best that it can be.

1. Defining Purpose and Setting Big Goals

It is important to have a clear path to your objective. Many groups want to have a golf tournament just because everyone else is. This is not a reason to have a golf tournament. There are several reasons to have a golf tournament: Client Entertainment, Fundraising, Public Relations, Competition, and Networking.

Define your purpose and make sure that the whole committee is on the same page. Once you have a plan, stick to it. With your plan get specific with your goals. If fundraising is your goal decide how much money that you want raise and where the money is going. Sponsors and golfers will write checks easier if they know they are writing them to an organization that is organized and has a plan.
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2. Staffing your Golf Tournament

Do not attempt a golf tournament alone. You will get frustrated and burnt out. Golf tournaments are fun and exciting to be a part of, and there are many people that want to volunteer on your team. They just need to be asked. Committees are essential for producing a successful event. When working with a committee, here are a few key things to remember:

Finding Volunteers: Committee members are found within your industry. Call on vendors and businesses in your industry.
Recruiting Volunteers: Give them what they want. They want to network, serve, make friends, pay dues, see action, and get recognition.
Give Volunteers Direction: Set goals and give instructions in writing.
Hold Volunteers Accountable: You will be more productive if you give direction and then watch them closely. Have reports turned in weekly.
Reward your Volunteers: Your committee will be loyal and return year after if you give reward them with gifts, incentives, exposure, and recognition.

3. Choosing the Right Tournament Format

The format can make or break your event. The caliber of your players should determine the right format. Beginner golfers enjoy a scramble, good golfers enjoy a best ball format, and a mixed group of golfers enjoy a modified scramble. Consult our pro for the best format for you.
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4. Selling Sponsors

Sponsors are your profit. The more sponsors you have the more money you will make. Sponsors are companies that want to give to your cause, build relations with your members and most important have a relation with you. By sponsoring your event, these companies get more exposure and hopefully more business. Call on all of the vendors within your industry, give them value and the opportunity to invest, and a return on their investment.
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5. How to Recruit Golfers

The key to recruiting golfers is relationships. You will sell out your tournament if you have 8 committee members sell 4 foursomes. Golfers will play in your event if you show them a good time, you give them value and they have a relationship with you. There is no better way to promote your event for next year than through word of mouth. Give them quality and things that they will use and display. Sponsors may wish to buy the gifts if you put their logo on it. Popular gifts include:

Golf shirts
Golf balls
Golf hats
Golf towels
Bag tags
Golf tees
Divot repair tools
Ball markers
Range balls
Gift certificates

6. Promoting Your Tournament

When promoting your event, do not try to be all things to all people. We encourage you to target market specific industries that coincide with your event, your sponsors and your golfers. Pick 2 to 3 complimenting industries and focus on reaching them. Always use the event beneficiary in your promotional materials.
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7. Quality Prizes

The quality of prizes determine the quality of your event. As with your give-aways, give them quality merchandise. Make a list of achievements to reward your golfers for playing well. These include:

1st Place
2nd Place
3rd Place
Last Place
Longest Drive
Closest to the pin
Longest Putt

8. Budgets

You can raise more money if you treat your event like a business. Revenue is the key. Don’t spend more than you bring in and your event will be profitable. Charge for all playing spots. Sponsors are your profit.
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9. Additional Revenue

Selling mulligan’s, a gambling hole, contests, and raffles can make a lot of money. Auctions can take your event to a new level. They are fun and give the golfers something more to do. Consider a silent auction and live auction at the end of your awards ceremony.
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10. Food & Beverage

Give them good food, but not too much. Need to add something bout the ballroom and The Grill.
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11. Signage

Signs can make a big impression. Don’t settle for a few small hole signs. Have many big signs and banners everywhere. This will make the sponsors happier and other potential sponsors take notice. Full-color quality signs show class, and it will encourage more sponsors for next year.
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12. Photography & Video

Team and individual photos will build memories. Include photos in all of your packages. Consider a video. It is a great opportunity for a sponsor to get exposure.
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13. Awards Ceremony

The awards ceremony is the last impression that you will make. Make it a memorable experience. Insure that it is fun, upbeat and exciting for everyone. Give out lots of prizes to everyone. Recognize key individuals, volunteers and sponsors. Give out the Raffle Grand Prize at the end.
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14. Wrap Up & Follow Up

Pay your bills, clean up, and write thank you letters. Get the contact information for all participants. Stay in touch with golfers and sponsors throughout year. Build a reputation of thoughtfulness.
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Producing a golf tournament can be fun and rewarding. It can also be a nightmare. Try some these ideas and you will have a successful golf tournament.