Golf Tournament Planning – First Things First
Your Goal: RAISE MONEY
Your challenges: Get organized, choose committees, gather information
Before you schedule the first official meeting you will have to do a little homework. A little planning can start you off on the right foot and clearly define the contributions you expect out of your committee members. I recommend putting your goals on paper and giving your volunteers an initial outline of your strategy. It might look something such as this:
Tournament Planning Outline
1. Select Committees
a. Sponsorship committee – charged with determining sponsorship opportunities, preparing sponsorship letter, distributing letter to everyone volunteers, getting a large prize & insurance (if desired), collecting sponsorships & gifts-in-kind, check in calls, signage, post-tournament sponsor thank you letter, assisting event committee with distributing event flyers, finding golfers & participating in day-of-event volunteer needs.
b. Event Committee – charged with preparing & distributing event flyers, signing up golfers, pre-tournament press releases, photos & post-tournament pr release, obtaining small gifts or t-shirts as handouts to golfers, creating volunteers for tournament prep, registration and “spotting” on holes for on-course contests, sending many thanks notes to golfers & assisting sponsorship committee with obtaining sponsors, door prizes and gifts.
2. Communication is key!
a. Two committee chairs work as Secretary & Treasurer for event. Treasurer collects all donations & entry fees, pays all expenses and prepares reconciliation for final tournament meeting as soon as the event. Secretary prepares optin list and communicates with all volunteers regarding progress of entries & sponsorship and coordinates press releases.
b. Email list – all committee members needs to be kept abreast of progress with a weekly email. All updates & information needs to be given to you as (tournament chair) and you will probably send weekly email updates to everyone volunteers.
3. Select course and date
This outline really should help get everyone off around the right track. Volunteers are generally excited to become portion of a fundraising event and becoming them organized with the early planning stages is vital (we’ll talk about keeping volunteers motivated inside a later installment). You will need to select your chairpersons carefully. Probably the very best advice is to try to find organized people who have a lot of contacts. You should also be sure your volunteers have something to make available besides manning a registration table. Make sure they are happy to talk your tournament around neighbors, relatives and coworkers. They must not be timid about asking everyone they do know for sponsorships, donations and players! They needs to be open to attend planning meetings and help during crunch time the past two weeks leading as much as the tournament. Remember…..
Your Committee & Volunteer Goals:
#1 GOAL IS TO RAISE FUNDS!
The last task you must do before your preliminary meeting is always to contact several golf courses. Here are some things to consider:
1. What will our golfers be willing to pay for an entry fee? Green fee & cart packages can vary substantially between weekdays and weekends. Ask the courses if the offer packages or reduced prices for off-peak times.
2. Will you’ve got lunch, beverages, prizes & an awards banquet? Ask for those prices.
3. What dates are you currently considering? Ask the course for a lot of options should you aren’t tied in to a specific date.
4. What services does the course provide? What additional charges is it possible to expect? Many courses offer comprehensive planning assistance and others don’t. Be careful ~ some courses charge for ancillary services like scorekeeping and facility fees for banquet rooms.
5. Be specific. Communicating your requirements and expectations using the course event planner is essential.
Once you have gathered these details, you must narrow your choices to two or three courses according to which meet your requirements the top.