The Only Golf Tournament Checklist You Need for Golf Fundraising Tournaments

We’ve heard stories about closing deals from someone they met on the golf course. Golf tournament fundraisers have seen a surge in popularity in recent years, becoming a staple in the nonprofit sector’s event calendar. This surge is driven by these events’ unique blend of sport, networking, and philanthropy. Let’s talk about everything you need to organize successful golf tournaments – from golf tournament checklists to best tips and strategies. 

Why Choose a Golf Event for Fundraising

Golf tournaments combine the best of sports and social events. The relaxed yet competitive atmosphere encourages camaraderie and team spirit, making it an ideal setting for building relationships and fostering community whether businesses or nonprofits include golfing tournaments as part of their events roster. 

Unlike traditional fundraising methods, golf tournaments combine leisure with philanthropy, making them an attractive proposition for donors and participants. This unique blend encourages higher participation rates and can lead to substantial financial contributions.

Revenue from a golf fundraiser can range from $5,000 to $1,000,000 depending on the size of your event. You can add corporate sponsorships or additional activities like raffle tickets, auctions, etc 

Moreover, golf tournaments offer excellent networking opportunities. They can bring together a diverse group of individuals, including corporate sponsors, local businesses, community leaders, and supporters of the cause. This convergence fosters valuable connections and partnerships that can extend beyond the event, providing long-term benefits for the nonprofit organization.

Another reason why golf fundraisers are a popular choice is because of the inclusive nature of the sport. Whether you’re sporty or just starting to gain interest in sports, golf is not an intimidating opinion. An inclusive event helps in attracting a larger number of participants and donors, enhancing the event’s reach and impact.

Additionally, the beautiful setting of a golf course provides a perfect backdrop for engaging with donors and sponsors in a more personal and informal manner. This setting helps build stronger relationships and leaves a lasting positive impression on attendees.

Types of Golf Fundraising Tournaments

Golf-a-Thon

A Golf-a-Thon is an exciting and engaging fundraising event where participants play as many holes of golf as possible within a set timeframe, often seeking sponsorships for each hole completed. This type of event encourages players to stay active and competitive throughout the day, boosting both their enjoyment and their fundraising potential.

Every hole can be a certain amount pledged by a sponsor. Players will stay motivated to do their best encouraging a fun and competitive spirit throughout the event. 

Hole-in-One Contest

A Hole-in-One Contest is a thrilling addition to any charity golf tournament event, challenging participants to achieve the ultimate golf feat: a hole-in-one. Typically set up on a designated par-3 hole, this contest offers participants the chance to win impressive prizes, such as cars, vacations, or cash, for sinking the perfect shot. 

Longest Drive/Closest to the Pin Contest

Challenge your player’s skill and precision with a segment on the longest drive/ closest to the pin contest. The Longest Drive Contest rewards the golfer who hits the farthest drive on a designated hole, while the Closest to the Pin Contest challenges players to land their ball closest to the hole on a par-3. 

Golf Marathon

For a more intensive event, you can create a golf marathon type of competition. A Golf Marathon is an intensive and rewarding fundraising event where participants commit to playing a marathon of golf, often 100 holes or more in a single day. 

Golfers seek sponsorships for each hole they play, driving donations through their endurance and dedication. This event not only tests the physical stamina of the players but also their commitment to the cause, creating a compelling narrative for fundraising efforts.

Golf Ball Drop

A Golf Ball Drop is a creative and visually striking charity golf tournament event that involves dropping numbered golf balls from a height onto a designated target area. Participants purchase golf balls, each corresponding to a unique number, with the goal of having their ball land closest to the target. This type of event adds an element of chance and excitement, as the winner is determined by luck rather than skill. 

Golf Lessons/Clinics

Look for golf experts who can conduct golf lessons or golf clinics as a fundraising event. Sell tickets for registration or take sponsorships for this educational event. Professional instructors provide valuable coaching, making the event educational and enjoyable. A golf course lesson can cost up to $45/per 30 minutes. 

Participants pay a fee for the lessons, with proceeds going to the fundraising cause. A format like this not only raises funds but also adds value for attendees by improving their golfing abilities. Offering clinics and lessons can attract participants who might not typically join a traditional tournament, broadening the event’s appeal and increasing overall engagement and donations.

Steps in Planning Golf Fundraising Tournaments

Step 1: Form your committee

For a successful golf tournament, effective teamwork is essential. Start by reaching out to current volunteers or recruiting new members for your planning committee. Clearly define the responsibilities for each role to ensure smooth collaboration. Here are the key roles for your committee: 

• Chairperson: Oversees the entire event, coordinates meetings, and ensures all tasks are completed on schedule.
• Sponsorship Coordinator: Secures sponsorships, creates sponsorship packages, and maintains relationships with sponsors.
• Marketing and PR Coordinator: Develops and executes marketing strategies, manages social media, and handles public relations.
• Logistics Coordinator: Manages event logistics, including venue setup, equipment, and day-of-event operations.
• Volunteer Coordinator: Recruits, trains, and manages volunteers.
• Finance Coordinator: Oversees the budget, tracks expenses, and ensures financial transparency.

Step 2: Do the Initial Planning

Once you have the team set, you can start your initial planning for the tournament. The initial planning involves setting goals and objectives, establishing an event budget, identifying potential challenges, and brainstorming solutions. 

Step 3: Craft a detailed timeline to set as a reference for your planning. 

The timeline would include:

• 6-12 Months Before: Form the committee, set goals, and select the date and venue.
• 3-6 Months Before: Secure sponsors, start marketing and recruit volunteers.
• 1-3 Months Before: Finalize logistics, confirm participants and distribute promotional materials.
• 1 Month Before: Conduct a final walk-through of the venue, confirm all arrangements and send reminders to participants and volunteers.
• Event Day: Execute the event, manage volunteers, and ensure everything runs smoothly.
• Post-Event: Collect feedback, evaluate success, and send thank-you notes.

Step 4: Select your Venue

Consider factors like accessibility of location, adequate facilities, reasonable venue fees, and reputable feedback. Check Course layout, including the number of holes and par ratings. If possible, look for golf courses that already have experience hosting charity tournaments to avoid potential headaches or hiccups. 

Step 5: Set up your marketing campaign

Depending on your objective, you can start creating your marketing campaign. Identify sponsorships, and partnerships whom you can enter into a mutually beneficial partnership with. 

Aside from partnerships, your content strategy is an important part of your marketing strategy to attract your target audience. Determine your primary social media platform that you plan to focus on. 

You can also outsource your marketing efforts or choose to assign to your team. Start writing your email marketing sequences for different seventeen like event sponsorship proposals for donors, invitation emails for volunteers, etc.

Step 6: Finalize your tournament structure

Whether it’s stroke play, match play, or a scramble, as this will influence the pace and style of play. Develop a clear schedule, including registration times, tee times, and any special events like a luncheon or awards ceremony. 

Another tedious process is checking in your attendees and assigning them their hole assignments. Finalize the registration process for your participants by using Event Smart for an easy and stress-free registration process without having to pay for necessary commission fees.

To prepare for the tournament day and avoid miscommunication, it is best to summarize important rules and regulations specific to the tournament format, local rules, and any unique rules implemented for the event.

Step 7: Manage Golf Day logistics

Outline the roles of volunteers and ensure smooth coordination among the whole team. Create a designated group chat or use two way base communication like walkie-talkies for smooth coordination. 

Anything can happen on the day so it is helpful to have an emergency plan prepared. Some additional things to take note of on the day are parking, weather conditions, guest preferences and concerns, food and beverage concerns, and first aid. 

Step 8: Think of your Participant’s Experience

Keep your participants engaged throughout your event by setting up your event that involves participation from attendees. Include activities like raffles, auctions, and interactive games mentioned above to keep things exciting. 

Specific examples can be to get a brand new fancy driver/putter and sell tickets at $20/ticket in a drawing. Selling of mulligans, betting holes, and exciting prizes are some good ways to keep people excited. 

Incorporate social aspects such as a post-tournament reception, awards ceremony, or dinner. These events provide opportunities for networking, socializing, and celebrating achievements.

Also, simple thoughtful gestures will greatly be appreciated like offering water, umbrellas, or towels in case it gets humid. 

Step 9: Gather Feedback for Evaluation and Reporting

After the final putt drops, it’s time for your team to evaluate what happened in the event. Have a post-tournament meeting to go through what happened in the event. Consider gathering feedback through surveys from your participants too. 

Once the event is over, you can keep engagement going by creating a video recap, and sending photos, and thank you notes to the participants. 

Downloadable Golf Tournament Checklist

Here’s a golf tournament checklist you and your team can use. You can make a copy of this checklist and print it through a Google Doc here. 

Planning Phase:

• Determine the tournament format (e.g., stroke play, scramble).
• Set the tournament date and time.
• Secure the golf course and facilities.
• Create a budget and secure funding or sponsors.
• Establish tournament rules and conditions of play.

Registration and Communication:

• Create registration forms and online registration options using Event Smart
• Promote the tournament through various channels (your golf tournament website, social media, emails).
• Collect participant information (names, handicaps, contact details).
• Confirm entries and send out welcome packets or emails with tournament details.

Logistics and Operations:

• Arrange for signage (hole signs, directional signs).
• Order trophies, prizes, and giveaways.
• Coordinate with caterers or food vendors for meals or refreshments.
• Organize transportation if needed (shuttles, carts).
• Prepare registration and check-in areas with necessary supplies (scorecards, pencils, player lists).

On the Day of the Tournament:

• Ensure all staff and volunteers are briefed on their roles.
• Set up registration/check-in tables and stations.
• Provide practice range access and warm-up facilities.
• Distribute tournament rules and ensure players understand them.
• Start the tournament on time according to the planned schedule.

During the Tournament:

• Monitor pace of play and enforce tournament rules.
• Provide scoring stations or apps for real-time updates.
• Coordinate with on-course marshals or officials for any issues.
• Communicate any changes or updates promptly to participants.

Post-Tournament:

• Collect scorecards and calculate final scores.
• Conduct awards ceremony and distribute prizes.
• Gather feedback from participants for future improvement.
• Send thank-you notes to sponsors, volunteers, and participants.
• Follow up with any administrative tasks (final payments, reporting results).

Additional Considerations:

• Have contingency plans for inclement weather or emergencies.
• Ensure compliance with golf course regulations and local laws.
• Maintain open communication channels for participants to ask questions or provide feedback.
• Keep records and documentation for future reference or audits.

Best Practices in Organizing Golf Tournament

Ensure smooth check-in

Provide detailed instructions on where and when to arrive, what documents or information they need to bring, and any specific rules or protocols they should be aware of.  You can do this with a customized event email confirmation with an event registration platform like Event Smart. In person, you can have your volunteers or team ready to assist in person once your participants arrive. 

Make time for networking opportunities

Golf tournaments are known for the opportunity to connect and meet new people. Organizers of the tournament should have breaks and post-tournament activities that can encourage networking. It helps to get a good host to execute games or assign volunteers to introduce people around. 

Provide Prizes and Personalized Gifts

Understand what will excite your participants to get them involved. Examples would be gift certificate for restaurants or bars or even golf equipment like clubs, apparel, footwear, or customizable items.

Implement an attractive promotion strategy

Golf tournaments are a niched activity so you can practice targeted advertising to attract people to your fundraiser. Use attractive photos and videos to get people interested. If possible, show corporate sponsors and partnerships that they are already interested in. Since golfers are big on networking, you can implement an incentive or referral program so they can refer one another to join in the event. 

Organize a Successful Golf Tournament Fundraiser with Event Smart

Make a successful golf fundraising event by starting with a reliable event registration platform like Event Smart. Sell tickets to your fundraiser without having to pay for unnecessary commission fees unlike when you use other registration platforms. Scan tickets, customize registration forms, and collect payments securely with Event Smart. 

You don’t need to have complicated coding skills to start. Check out our 14-day free trial now. No credit card required.