First, for a major golf tournament, you are going to want to begin planning almost a full year in advance. That is about the time courses start taking reservations. Here’s a step by step breakdown of your time between when you start planning and when the first player tees off:
12 to 9 months prior:
Decide just how big you think this hootenanny is going to be.
Select a golf course that is respectable, beautiful, and can accommodate your party.
Keep in mind that you will need not just the course, but a banquet hall or large open space to host your buffet, awards ceremony, or anything your guests might gather for, even if it will just be the “staging area”.
When you have chosen your venue, nail down a date and time.
Now, choose your cause. Usually large corporate events are charity events. Select a charity that is reputable, somewhat well-known, and can generate strong support. It might be nice to choose one that is somewhat related to your company’s field. Or perhaps something more personal, if, say, a coworker has a son with Juvenile Diabetes, the Juvenile Diabetes Research Foundation might be a kind choice.
Decide on and plan your other special events, such as a hole-in-one contest, a longest drive contest, putting contest, charity auction, or special guest speaker. Having multiples contests and events will generate a larger turnout, as well as make the event generally more fun and inclusive.
Perhaps most importantly, PLAN OUT YOUR BUDGET! You can charge for registration, and keep a percentage to help run the event, but remember, a large portion will go to charity. Plan accordingly.
8 to 6 months prior:
Start looking for local sponsors. Your company is the title sponsor, but you can find other local companies to sponsor individual contests, sponsor the arrival packages, a Beverage Cart, or donate for an auction.
Begin to advertise. TV, radio, newsprint, flyers, internet- you have everything available to you. Use all you can! Your sponsors will also help with advertising by advertising at their places of business as well.
Crate an invitation list for people you wish to include. This could include all your employees, as well as local personalities and families.
Create an invitation and registration form with all of this vital 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
5 months prior:
Now, as you are getting an idea of your attendance, it is time to finalize your menu, for your buffet, cook-out, sit-down meal, or just for simple refreshments. Confirm everything with your caterer and the host venue.
Order and put together tee prizes and arrival packages for your tournament participants. These could include a few balls, a few tees, a t-shirt, towel, or visor. Local sponsors would probably like to have their names on these items, along with the name and date of the tournament. Be sure to order these in plenty of time, as the silk-screening could take a few weeks.
Get a couple volunteers who will help you run everything the day of the event, such as check-in and registration.
Make final confirmation on sponsorship for all your special events.
Order any printed materials, such as signs or banners.
Hire a photographer. Great publicity!
One month prior:
Be sure to keep in touch with the golf course! Confirm with them how you are going to work your tee times.
Prepare a program of events to hand out to guests as they arrive for the day.
Reconfirm food and beverage orders, now that you have most of your RSVPs.
The week of:
Set up contests with golf course staff, making sure you have the proper equipment needed for such events as the putting contest or longest drive contest.
Have a money box ready for your volunteers at check in and at the auction or raffle.
CONFIRM EVERYTHING YET AGAIN! It’s just smart. Make sure everyone involved knows what is going on.
The day of:
Set up all tables, signs, banners, and sponsor displays.
Set up scoreboard.
Display the fabulous prizes your guests will be playing for.
Mingle and schmooze!
HAVE FUN! Enjoy the fruits of your labor.
Afterwards:
Be sure to help clean up.
Send thank you notes to your sponsors and participants.
Accept congratulations on a job well done, and get started planning for next year!
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