How to Run a Golf Tournament

Golf tournaments can be successful tools for fundraising and building relationships. The positive atmosphere on the day creates the perfect opportunity to connect with clients, potential donors and business partners. However, running and managing a successful golf tournament goes beyond the perfect swing — it’s about orchestrating a flawless event that participants will enjoy and remember.

In this comprehensive guide by Perfect Golf Event, you’ll learn all about planning a golf tournament and how to ensure it runs smoothly. From budgeting, formats and fundraising to prizes, catering and registration, we’ve covered it all to help you maximize your fundraising efforts.

1. Define Your Purpose and Goals

The first step in successfully running a golf tournament is clearly defining your purpose and goals. Having this in mind throughout the planning stage will help you make decisions that align with the target audience and your business or fundraiser.

To discover the purpose of your event, consider the reasoning behind it and why you decided to host it. Determine what you hope to achieve by hosting a golf tournament. Your main goal may be to raise a specific amount of money, work with a dream sponsor or meet a certain player count. It can also be a broader goal, like increasing brand loyalty and awareness.

Don’t forget to outline who the event is for and what you hope they will get out of it. This will ensure you plan a day of events relevant to them. Your tournament will be more successful and enjoyable when you cater directly to your target audience.

2. Build a Planning Committee

Behind every successful golf tournament is a dedicated team. If you’re a nonprofit organization, you’ll want to recruit volunteers who are passionate about the cause. Businesses should assign people with the relevant skills or consider hiring a professional event planner. It’s always best to have people with golf tournament experience or who at least understand the sport.

Be selective with the people you choose for your committee and ensure they’re dedicated to helping with the event. Planning a large event can take a lot of time and effort, so be transparent when communicating the commitment. Give each member a reasonable task and meet frequently to ensure planning goes smoothly.

3. Establish a Budget

Creating a comprehensive budget is crucial for financial success. Start by gathering quotes and outlining all potential expenses. These include venue, catering, prize, equipment, staff and marketing costs. An estimated event cost will give you an idea of how much money you need to collect to make a profit.

You should also discuss with the committee how you plan to generate revenue and cover the costs. A popular method is charging players to participate. You can calculate the per-head cost to determine what fee you need to charge. This is your total event cost divided by how many players you expect to join.

You can also raise money by getting event sponsors and hosting fundraising activities.

4. Engage Sponsors

Sponsorship is crucial for fundraising tournaments. A golf tournament sponsor will typically offset some of the event costs in exchange for promotion. Approach local businesses and individuals aligned with your cause, clearly communicating the benefits of sponsorship. Here are just a few sponsorship ideas to consider:

• Advertising: Most sponsors expect the golf tournament host to display their branding at the event. Some locations to offer are the event website, programs, social media and signage.
• Merchandise: On the day, hand out branded merchandise paid for by the sponsor. Players will enjoy the gifts, and sponsors will gain more exposure.
• Hole sponsorship: A popular option for sponsorship is the “sponsor a hole” idea. You can allocate a hole to each sponsor and let them set up a stand or tent there. The sponsor can interact directly with the players.
• Contests: Another way to include sponsors in your event is with contests. Contests offer event participants an exciting and engaging experience and can encourage registrations. Let sponsors cover the cost of the prize and display their branding when advertising the contest to players.
• Awards: Create a ceremony for the end of the event where sponsors pay for awards handed out to top-performing players. You can recognize the sponsors or let them say a few words themselves.

Request our free e-book today for actionable advice on selling sponsorships for fundraising golf events.

5. Set up Fundraisers

While charging entry fees is an effective strategy for generating income at your golf tournament, other fundraising options are available. Multiple methods are essential for fundraising golf events that aim to raise money for a good cause. Some fundraising strategies can enhance the player experience and make the day more memorable.

• Hole-in-one contest: Nothing is more exciting for players than a hole-in-one contest at a golf event. Choose a specific par three hole at your venue and set a grand prize for anyone who gets a hole-in-one there. You can find a sponsor for the prize or provide one through hole-in-one insurance.
• Longest drive competition: Find out if your venue has a long and straight par five. You can create an exciting competition with players who want to see who can drive a ball the farthest. Set a specific donation price for entry and provide an exciting prize for the winner.
• Donation website: Set up an event website dedicated to communicating information about your event and accepting donations. On the day, encourage people to donate and share the website link to make it easy to do so.
• Auctions: An auction is an exciting addition to any golf event. You can host a live or silent auction in person or set up one online. Get sponsors to donate the items and promote the auction throughout all event marketing messages.
• Mulligans: A mulligan is something you can easily add to registrations to raise some extra money. Letting players purchase a mulligan allows them to take an extra shot without adding it to their score.

6. Organize Event Prizes

Choosing prizes for your golf tournament is one of the most crucial elements of the planning process. The right prizes will attract participants and encourage them to donate. You can give out smaller prizes for the golfers who place first, second or third in the tournament. Some ideas include cash, gift cards, golf apparel or free rounds at a golf course.

Cater your prizes to the audience’s demographics and preferences for the best results. The prize value should also be greater than the entry fee so it’s worthwhile for players. If you distribute trophies, pair them with another prize to make it more appealing.

Choose higher-value prizes if you’re hosting a raffle, auction or hole-in-one competition. Holiday packages, cars, large cash prizes and golf carts are great big-ticket prizes.

7. Secure a Venue and Date

The venue sets the backdrop for your golf tournament. Choose a location that aligns with the atmosphere you want to create to enhance the overall experience for participants and donors alike. The quality and prestige of the golf course is an important factor, but the course you choose must be within your budget. The venue for your event must also be big enough to accommodate the number of players you hope to see. Look at turnouts from previous years to influence your decision.

Consider the average player level when making your selection. Ensure you check out the parking situation for the golf course, as you may need to organize a shuttle system for participants who park far away from the venue. Try to choose a date for your event that has good weather and doesn’t clash with any holidays or celebrations.

8. Choose the Tournament Format

Selecting the right format for your golf tournament sets the tone for the entire event. You have a few types to choose from, and each differs in complexity, skill level and time investment. First, decide whether to do a traditional 18-hole tournament or a more casual 9-hole event. From there, you can choose the format. Here are a few options to consider:

• Scramble: The scramble format is the most popular option for casual events as it takes the pressure off individual players. Teams of two or more take turns to tee off at every hole. They then select the best shot, and all play from there. The winner is the team with the lowest cumulative score.
• Best ball: Similar to scramble, best ball is an easy tournament structure focusing on teams. The main difference is that each team member plays the entire hole, but they only choose the lowest score to count toward their team total.
• Stroke play: Traditionally used for major tournaments, stroke play is best for advanced players. Each golfer plays the course, and the person with the lowest score wins.

After making your choice, outline the structure, scoring and rules for the day so players know how it works. For more serious tournaments, you’ll want marshals to monitor the course throughout the day to prevent cheating. Have a plan ready in the event of a penalty.

9. Prioritize Participant Experience

A memorable participant experience ensures returning attendees and positive word-of-mouth. Enhance your golf event with entertaining activities, thoughtful giveaways and well-placed amenities. You might show appreciation for the biggest donors by handing out player gifts that participants can use on and off the golf course.

Make sure you have a variety of giveaways and contests available for all age groups. This helps improve the chance of golfers signing up for your fundraiser versus a different one. You could also include gamification tools like leaderboards and fundraising thermometers to increase excitement and competition.

10. Provide Food and Beverages

Managing food and beverage at a golf event can be as straightforward or as complicated as needed. Most golf courses have a clubhouse or restaurant where participants can get food and drinks. You could provide a meal voucher for the restaurant as part of the registration fee to encourage people to use this service. Work with the venue and caterers if you plan to host a post-event dinner or ceremony.

During the day, most people expect snacks, finger foods, cool drinks and alcohol to be available. You can set up small food stalls or carts around the course to cater to these needs. It’s also possible to turn this into a sponsorship opportunity by asking a local restaurant or store to provide this service. They’ll get exposure and sales, and your guests will be happy.

11. Organize Equipment

Part of planning a golf tournament is ensuring the right equipment is available for players. Equipment management for golf events involves determining what you need for the day and who is responsible for securing and monitoring it. Some standard items are scorecards, pencils, golf carts, clubs, balls and flags. You will also need chairs, tables, speakers, microphones, card machines, stalls, event tents and other equipment for the day. Consider what you and the golf course have and rent or borrow the rest.

12. Facilitate Networking

Golf events are the perfect networking opportunity. To facilitate networking at your golf event, hand out name badges at registration. You can also create areas with tables and comfortable seating to encourage socialization off the course. Serving food and drinks at the event will entice people to stay at the venue and chat while they grab something to eat. You can also encourage your sponsors to play in the tournament so they have an opportunity to network as well.

13. Make the Event Accessible

Your golf event should be accessible to people of all abilities, which is possible by making it a priority during planning. Start with the venue — choose a location with accessible paths, ramps and bathrooms. If you’ve already selected a venue, work with the management to remove any barriers where possible.

To further ensure accessibility at your golf event, source adaptive equipment to have on hand for those who may need it. You can also set up different tee box options for each hole so people can choose the one that matches their skill level. Ensure that there is adequate signage throughout the event.

14. Create a Schedule

With all the details finalized, it’s time to create a schedule. This is a core element of logistics management for golf events, which will ensure the day runs smoothly. Start by creating a program for participants that outlines the events for the day and their times. Coordinate with golf course management regarding how long you have the course and when their catering is available. Your program should include times for sign-in, pre-event activities, auctions, tee-off, award ceremonies and dinner, where applicable.

Next, create a schedule for the golf event team and committee with a list of tasks and times they must be completed. Things like setting up the seating area, sign-in table, banners, stalls, tents and tracking devices must happen before guests arrive. Your team will complete the other tasks during the day. Ensure it’s detailed and lists everyone’s responsibilities clearly.

15. Set Up Event Registration

Many players expect easy and seamless online registration for golf events. Streamlining golf event registration is as simple as setting up an event website with payment processing capabilities. Collect information like names, emails, numbers and their official handicap. You can also use the registration to sign up people for your email list. This lets you send information and marketing directly to participants about current and future events.

16. Market Strategically

Effective marketing is key to a well-attended and successful golf tournament. To attract participants to your golf event, develop a multichannel marketing campaign. Utilize social media, email campaigns and local partnerships to spread the word. In addition to your digital marketing, you can explore print media options like flyers, signs, banners and flags.

Marketing at the right time through effective channels enables you to stay on a viewer’s mind and potentially influence them to share your mission with someone they know. Using multiple marketing channels and reaching out to your existing network lets you cast a wider net and potentially get more visitors.

17. Evaluate and Improve

The best way to measure the success of a golf event is to follow up with the participants and sponsors afterward. Post-event evaluation is critical for future success. An effective way to follow up after a golf event is to send out thank-you emails to everyone for attending the event. You can include a request for feedback in the email and offer an incentive for completing it. Polls on social media also work well. You can gather even more feedback by looking for reviews online following the event.

Analyze the feedback you receive to refine your strategies for the next golf tournament, ensuring continuous growth and impact.

Common Golf Event Planning Mistakes

1. Starting Late – Allow 6-9 months to plan a successful event, especially if this is your first year.
2. Weak Committee – Committees are the core any golf event. Recruit committee members with a wide range of backgrounds, contacts in the community and a high energy level.
3. Going Cheap on the Golf Course – Golfers can pay to play a cheap golf course anytime. Select a golf course that will attract players, including private clubs in your area. Select one with an experienced staff to support your event.
4. Short-sighted planning – Develop a 3-year plan for your event with the objective of building momentum. Start with a reasonable first-year goal and increase your features each year.
5. Lack of a Dynamic Website – Golfers and sponsors expect a first-class event website with online registration, payment processing and sponsor recognition. Don’t waste money on printed materials like golf flyers and registration forms when your website can be the centerpiece of your marketing efforts.
6. Short on Sponsorships – Offer a wide range of sponsorships to fit the budget of all potential sponsors and list all the benefits they will receive before, during and after your event.
7. Missing on Social Media – Set up Facebook and Twitter accounts and link them to your event website. Add a YouTube channel with videos about your event, the organization the event supports and a tour of the golf course.
8. Where is the Marketing Calendar? – Lay out all planned activities to promote your event including e-mails. During committee meetings, be sure you have action steps planned every 7-10 days leading up to your event.
9. Boring Format – Consider new formats other than the standard 4-person scramble. Golfers are asked to play in golf events every week, so give them something new.
10. No Added Attractions – What do you have planned the day of your event in addition to golf? A putting contest, $1 million dollar shot, hole-in-one contests and more can give golfers a reason to play and gives you more sponsorship opportunities.
11. Ignoring Your Volunteers – Volunteera are important to a well-run event. Hold training sessions prior to your event, establish specific duties the day of the event and include your volunteers in your planned meals and awards ceremony.
By following the helpful advice, your tournament can avoid the most common golf event planning mistakes.

Specifics for Planning a Charity Golf Tournament or Fundraiser

Planning a charity golf tournament for your church, school, corporation or higher fundraising calling? Give us a call for FREE charity golf event registration and software opportunities unlike anywhere else. You can find our website offerings here.

Planning a charity golf tournament requires a great deal of organization and research. A majority of charity golf tournament organizers are asked by their company or organization they support to help plan a charity golf event. Many non-profits ask someone on their staff to plan the golf event, and many times it is the first time they have planned an event or they don’t know much about what excites charity golf tournament participants. The golf event organizer must start to research and plan for their charity golf tournament as soon as possible to attract players and sponsors.

With more than 300,000 non-profit and sponsored golf events held annually – and growing – throughout the United States, PerfectGolfEvent.com provides economical, highly efficient one-stop shopping to organizations searching for guidance on how to organize a charity golf event and the easy to use charity golf event software.

Charity Golf Event Case Study: Cornell Football Association and Big Red Ivy League

The Cornell Football Association, which supports the Big Red’s Ivy League football program, has organized a fund-raising golf tournament annually for 59 years. Perfect Golf Event was engaged, providing a method on how to organize a charity golf event with charity golf tournament software and converted the format to 18 par-3 holes at the on-campus Robert Trent Jones-designed golf course. Teams were paired into six-somes in morning and afternoon flights. Each hole was worth $10,000 for a hole in one; there were two that day. One in the morning by assistant football coach Mark Kreydt and another in the afternoon by Jerry Fives, the father of Cornell football player JJ Fives. The final $10,000 shootout winner was former Big Red football player Cody Roberts.

“Our event has always been our #1 source for revenue for our organization,” said Doug Pratt of the CFA. “As such, raising money isn’t always a guaranteed situation. Paul (Courter) brought a level of new enthusiasm and a different approach to our event and it was very well received by our members.”

“We gave away more than $30,000 to winners and we more than covered the expense through sponsorships. I highly recommend Paul’s company to handle your golf event because of the charity golf event organizing and software, especially if the event needs some new sizzle.”

Charity Golf Event Case Study: Loyola Academy

A $1 Million Luxury Shootout for Loyola Academy in St. Louis awarded a new BMW to the winner and the CFA Ben Mintz Golf Outing fundraiser for Cornell University’s Football Association in Ithaca, N.Y., awarded two $10,000 Hole in One Contest prizes and an additional $10,000 in the final shootout. Both events used a converted 18-hole par-3 course for the competition at the charity golf event.

“Perfect Golf Event enables organizations to differentiate themselves in raising the bar on their fundraising opportunities and making it easy to run a charity golf event,” said Paul Courter, the Chief Operating Officer of charity golf event organizer, Perfect Golf Event. “The Loyola Academy and Cornell events are great examples of how charitable events can be revitalized despite the recent drop-off in attendance due to stale formats for fundraising events throughout the country. Additionally, Perfect Golf Event formats allow participants to play in less than four hours and raise more money in the process. Perfect Golf Event offers organizers a way to grow in a simpler way and enables them to plan not only this year, but develop a growth model for years to come with charity golf event organizing tools such as charity golf tournament software.”

The St. Louis event, sponsored by Newbold BMW of St. Louis to benefit the Loyola Academy Middle School, placed a BMW on all 18 par-3 holes. Anyone who made an ace won a car. The event at the prestigious Log Cabin Club culminated by placing the 18 participants who were closest to the pin during the day into a final shootout. The players took shots from 165 yards with $1 million going to anyone who scored an ace and then a closest to the hole from 100 yards, from which the proximity winner won a BMW. The five-year event has sold out each year, they’ve given away five BMWs and raised more than $500,000 for the private school.

“We’re very satisfied and our donors love the event,” said Faith Barnes, the Director of Development for Loyola Academy of St. Louis. “Our followers wait for this event every year, and even though we might slightly tweak the format from year to year, we’re already excited about next year’s event.” Perfect Golf Event really makes it easy on how to run a charity golf event.

Run a Successful Golf Tournament With Perfect Golf Event

Perfect Golf Event is your one-stop shop for all things golf tournament. We provide everything you need to plan and execute a successful golf event and raise more money. Start your planning with our free golf event website package that lets you provide online registration and collect donations. With our tools, you can track your revenue and expenses in real time and provide sponsorship recognition. Plus, it only takes a few minutes to set up!

We also offer paid packages with integrated marketing tools, technical support, exciting contests, guides and more. If you want to host a silent auction or need hole-in-one insurance, we’ve got that covered, too. Whatever you need, our team of experienced Golf Event Coaches will work with you to create the perfect event. Don’t just take our word for it — see what our past clients have to say about working with us.

Check out your options for our website packages and reach out to our staff with questions about getting started!