Sample Event Timeline And Task List

golf event timeline and task list

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Creating an event timeline and task list helps establish a successful Charity Golf Event and requires good organization and execution to provide players and sponsors with a memorable experience.

The following event timeline and task list answers how to establish charity golf tournament registration questions, A-Z on how to run a charity golf tournament, how to organize a charity golf tournament and the depth of Charity Golf Tournament software. Looking how to run a charity golf event, Perfect Golf Event is the place to go!

For your first Charity Golf Event, you should allow 6-9 months of preparation time so that your Charity Golf Event registration and Charity Golf Event software are effective. You can complete with less time but you’ll have to work a bit faster, this is how a event timeline and task list comes into play. You can’t skip any of the important steps. If your Charity Golf Event has been held before, you should be able to complete the planning tasks in less time but each step is still important.

With more than 300,000 non-profit and sponsored charity golf events held annually – and growing – throughout the United States, PerfectGolfEvent.com provides economical, highly efficient one-stop shopping to organizations searching for guidance, with everything from how to run a Charity Golf Tournament to Charity Golf Event software and more.

Here is a sample event Timeline and Task list for planning your charity golf event:

6-9 Months from Your Charity Golf Event Date

• Organize your committee and event timeline and task list

• 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 with Charity Golf Event registration and Charity Golf Event software

6 Months from Your Charity Golf 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 and review event timeline and task list

• Review your list of potential players and sponsors, add to the list

• Start your sponsorship sales

5 Months from Your Charity Golf 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 Charity Golf Event Date

• Hold a Committee meeting and review sponsor sales and player list on the event timeline and task 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 Charity Golf 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 Charity Golf 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 your website to be sure all sponsor logos are current

4-6 Weeks from Your Charity Golf Event Date

• Hold a committee meeting and focus on selling out your event and review event timeline and task list

• 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 Charity Golf 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 the Charity Golf Event registration

• Order volunteer shirts for easy identification on the day of your event

3 Weeks from Your Charity Golf Event Date

• Schedule a phone blitz to sign up more sponsors and players

2 Weeks from Your Charity 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 Charity Golf 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 Charity Golf Event 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 Charity Golf 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 WebsiteVisit PerfectGolfEventShop.com for contests, player gifts, goody bags items, team prizes and more.