Sample Event Timeline and Task List

Golf Event Planning Timeline and Task List

Planning a successful golf event requires good organization and execution to provide players and sponsors with a great experience.
For your first event, you should allow 6-9 months of preparation time. You can complete with less time but you’ll have to work a bit faster. You can’t skip any of the important steps. If your event has been held before, you should be able to complete the planning tasks in less time but each step is still important.
Here is a sample Timeline and Tasks for planning your golf event:

6-9 Months from Your Event Date
Organize your committee
Select your golf course and determine a date
Set you objectives for funds to be raised and set your player costs and sponsorship packages
Build your list of potential players and sponsors
Decide on your event format. Contact info@perfectgolfevent.com for ideas
Set up your Perfect Golf Event website

6 Months from Your Event Date
Finalize your event name and logo, update your Perfect Golf Event website
Send a Save the Date e-mail to potential players and sponsors
Schedule a Committee meeting and publish dates for future meetings
Review your list of potential players and sponsors, add to the list
Start your sponsorship sales

5 Months from Your Event Date
Hold a Committee meeting and update sponsor sales status
Start identifying potential players, keep a list to review with your committee meeting
Promote your Perfect Golf Event website on Social Media (Facebook, Twitter, etc.)
Second e-mail to potential players and sponsors with link to your Perfect Golf Event website

4 Months from Your Event Date
Hold a Committee meeting and review sponsor sales and player list
Review Contests and Events to help to attract players and add them as sponsorships (visit PerfectGolfEventShop.com for contests) including:
Hole in One Contests
Putting Contests
Long Drive and Closest to the Pin Contests
Million Dollar Shots
Post-Event Shootouts
Assign a Volunteer coordinator to identify event day volunteers
Review your Goody Bag and Player Gift ideas. Perfect Golf Event offers free goody bags and PerfectGolfEventShop.com has ideas for both goody bags items and player gifts

3 Months from Your Event Date
Hold a committee meeting and review revenue versus your projections
Write a Press Release for your event and distribute to local media outlets
Post updates on Social Media
Continue sponsorship sales
Ask for referral from anyone who has already signed up for your event
Review your website to be sure all sponsor logos are current
Establish date for event the following year so you can promote at this event

2 Months from Your Event Date
Hold a committee meeting and focus on revenue, ways to increase sponsorship sales and attract more players
Review Volunteer list and assignments
Solicit items for your raffle and auction
Start your production list for hole sponsor signs, pin flags, contests and banners. Visit PerfectGolfEventShop.com for these items to be customized for your event.
Locate a photographer for event day photos
Order your player gift and goody bags items
Decide on prizes for the winning teams
Review you website to be sure all sponsor logos are current

4-6 Weeks from Your Event Date
Hold a committee meeting and focus on selling out your event
Schedule a meeting with the golf course to review the event day agenda assignments, menu and their event day responsibilities
Identify an event emcee for the awards ceremony
Lay out your event day program if you plan to have one

4 Weeks from Your Event Date
Order your signs and banners. You can add last-minute sponsors later but get the first group ordered to avoid delays
Order all your event day contests. Perfect Golf Event will help set up the coverage
Send a referral request to anyone signed up asking for name of potential players and sponsors
Confirm your player count with the golf course
Order sponsor “Thank You” Plaques and Team Prizes
Continue to solicit raffle and auction items
Outline volunteer assignments, locate your best volunteers at registration
Order volunteer shirts for easy identification on the day of your event

3 Weeks from Your Event Date
Schedule a phone blitz to sign up more sponsors and players

2 Weeks from Your Event Date
Arrange for credit card processing the day of the event to handle last-minute payments
Follow up with any sponsors or players who still need to pay

1 Week before Your Event Date
Send a reminder to all participants. Advise to check the website for updates in case of rain
Review Volunteer assignments. Be sure Volunteers are scheduled at your event at least one hour before registration opens for training
Arrange for credit card processing the day of the event to handle last-minute payments
Confirm all signs and banners, player gifts and goody bags are on schedule for delivery
Prepare auction bid sheets
2 Days before Your Event Date
Confirm all signs and banners, player gifts and goody bags have been delivered
Prepare a list of all unpaid players and sponsors to collect on the day of your event
Prepare hole assignments for teams with team member names and provide to the course
Prepare list of players by last name, team and company for registration
Your Event Date
Arrive 3 hours before tee-off to set up signs, banners and registration area
Set up your Silent Auction if you are having one
Place player gifts on carts
Set up goody bags and registration materials at registration table
Train volunteers and send to their assigned locations
Be sure measuring and tracking devices are in place for closes to the pin, long contests
Prepare for your pre-event putting contest
Showcase team prizes
Work with the golf course staff on cart staging and timing for tee-off
Offer “Early-Bird” discount for anyone who signs up today for next year’s event
After Your Event
Review all costs including final bill from the golf course
Send “Thank You” e-mail to all players, sponsors and volunteers – include date for next year
Deliver sponsor thank-you gifts to sponsors who did not attend
Hold a final committee meeting to review the events list areas of improvement for next year
Send thank-you gift to the golf course staff (send them pizza lunch for example)
Do a post-event survey to everyone for feedback
Summarize financial results
Set up your Event website on Perfect Golf Event for next year, post pictures from this year

Visit PerfectGolfEvent.com to set up your Event Website
Visit PerfectGolfEventShop.com for contests, player gifts, goody bags items, team prizes and more.

©2015 Perfect Golf Event LLC