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| This document outlines the necessary steps to create a truly successful tournament. If you've missed steps along the way, use these hints to recover and insure your participants will have a memorable event.
Click to the right spot!
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1. Choose a Cause
The answer to the question, “Why do I/we want to hold a golf tournament?”, will allow you to decide upon the theme of the tournament and who will participate in the event.
2. Select a Tournament Director
This person should be detail oriented and dedicated to your cause. The tournament director should have some tournament golf experience.
3. Select a Golf Course
Golf courses start booking outings a year in advance. Choose a location best suited for your tournament.
3. Select a Date and Time
Decide on the date and format of the tournament because that will help you determine whether your event requires tee times or a shotgun start.
4. Select On-Course Contests and Events
Keep your golfers interested and looking forward to the next hole by including contests. (Hole-In-One Contest(s), Closest To Pin, Longest Drive, Straightest Drive, etc.) Be certain to reward your winners with a prize.
5. Determine Additional Activities
Make sure to account for food and refreshment services, pre-tournament contests, auctions, raffles, guest speakers, etc.
6. Create a Budget
Determine your target market and entry fee. Plan your expenses around that. Make sure you budget for any surprise expenses.
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Sign Up Volunteers
The day of the tournament you will need at least 3-5 volunteers on site and to help with selling sponsorships.
Plan Publicity
Publicity for your tournament increases the number of participants and sponsors you will get. There are many other ways to publicize your tournament:
> Radio and TV: Search for free opportunities to announce your tournament. Public service announcements, local talk shows, press conferences, and local calendars of events are all effective.
> Newspapers: Local shoppers guide and other free publications are a good way to get the word out. Create a press release kit for your tournament to receive free advertisement. Placing an ad in the local paper can be very effective but very costly.
> Signs and Banners: Place them in high traffic intersections and other areas.
> Flyers and Posters: Post them at golf courses, offices, local stores, etc. |
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Order Invitations
The invitation is your primary source in attracting participants. It should be laid out to include and collect necessary information:
> Name of tournament and title sponsor
> Date and time
> Name, address and telephone number of the tournament director
> Entry fee
> Entry deadline
> What is included in the entry (green fees, cart, dinner, arrival packages, etc.)
> Prizes and contests
> Name, address and telephone of participant
> Name, address and telephone of others on team
> Handicap
> Foursome Preferences
> Shirt size
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Create list of Possible Participants
Ranging from employees and their family members to local businesses.
Finalize Food and Refreshment
Finalize decisions regarding the menu, beverages, entertainment, and decorations. Make certain the room you are using can accommodate your tournament size. |
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Order Arrival and Reception Packages
Arrival packages (Loot Bags) are frequently given to each participant and should at least include balls, tee packs, towel and a hat. A Tournament Package should cover all on course contests and 1st through 3rd places and be given to participants at registration. Order packages as soon as possible because logo and embroidery work takes a few weeks.
Start Advertising
Order signs, banners, flyers, etc. that you will need to advertise your tournament.
Distribute Invitations and Advertising
Make sure you order some extra invitations for last minute requests and some to distribute to local business and friends.
Finalize All Tournament Activities
Complete and confirm all items for the tournament: guest speakers or entertainment; all your raffle and auction items; Hole In One, putting and other contests; deciding upon the holes for each. Find sponsors for all your contests to increase profit. Order all your tee signs. |
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Confirm Tee Times
Contact the golf course to keep them up to date on your progress and to confirm tee times and other services they are providing. Confirm Food and Refreshments. Keep the staff updated with times, dates, and anticipated number of entries.
Prepare Printed Materials
Create a Tournament Guide for participants which outlines contest prizes and any other material for the day |
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Confirm Final Number and Pairings
Confirm the final number of participants with the golf course, food and refreshment people. 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
Make sure they have appropriate measuring and recording devices for your contest requirements such as circles on the greens, lines in the fairways, etc. with golf course. |
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Prior to tournament
> Set Up Registration
> Put Up Hole In One and Sponsor Signs
> Display Prizes
> Place Contest Markers on Holes
> Sell raffle tickets, mulligans, etc. and distribute arrival packages.
> Show all tournament, raffle and auction prizes
> Set Up Scoreboard |
Give Last Minute Instruction to Golfers
Inform all golfers the local and tournament rules and wish them good luck.
Everyone have a great day!!!! |
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Post Scores
Calculate, double check and post all scores.
Enjoy the food and Entertainment
Try to circulate to make sure that all the guests are enjoying themselves and that there is ample food and beverages.
Awards Ceremony
Have your Master of Ceremonies 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. |
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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 year's event. Consider a brief questionnaire which might sample your participants for suggestions. |
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