How To Run a Successful Golf Outing (continued)
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Three Months in Advance
Order Arrival 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 weeks.
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.
Finalize All Tournament Activities
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 Advance
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.
Confirm Food and Refreshments
Once again, keep the staff updated with times, dates, and anticipated number of entries.
Prepare Printed Materials
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.
Three Days in Advance
Confirm Final 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 Box
Have a money and change box ready for your volunteers to sell raffles, mulligans, donations, etc.
Confirm Contests 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 packages.
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.
Place Contest 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.
After the Tournament
Total all scores and have someone double check for accuracy.
Enjoy the Food and Entertainment
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 Notes
All sponsors and volunteers must receive a personal thank you.
Evaluate the Tournament
Take some brief notes evaluating the tournament to better prepare for and improve next years event.