How to plan a successful golf outing
It’s certainly not your full-time job, but you’ve been given the responsibility of planning a golf outing for your company or organization. Where do you start?
As outing coordinator, you need to set a timeline for every detail to make your golf event a successful and special occasion. What you have to offer with course selection and amenities can make the difference on who plays in your event or who declines your invitation. It also helps to establish a committee who will help you with different responsibilities, and create a checklist so that nothing is missed.Selecting a facility. This is by far you’re most important step. Not only are you looking for a facility that can service your entire event, but you need to make sure that course conditions and the quality of food and other amenities will combine to create a very special day. If a facility hosts many outings, you should state before you commit what you expect for your day. Some very good questions to ask are:
• Will my guests be greeted as they enter the property?
• Will signs be located on all the carts?
• Will my guests’ clubs be taken out of their cars when they arrive?
• Will my guests have balls waiting for them at the driving range?
• Will the half-way house or beverage cart be available for my guests?
• Will scorecards with player names be prepared beforehand?
• Will scoring be verified at completion of play by the host PGA professional?
• Will the host PGA professional oversee closest-to-the pin and long-drive features?
• Does the golf shop provide prizes for both men and women for the tournament?
• Does the facility offer any corporate gifts that I can give as "goodie bag" items?
• Does the course plan on donating any items to your event for a raffle table?
You should get the answers to these bullet points eight months prior to your event. As for other preparations, here’s a suggested timeline -
Six months before the event. This is the time to start lining up sponsors and to send out your first "save the date" postcard. Inform prospective golfers where your event is being held, and the date and time. If it’s a fundraiser, include a photo or other artwork that depicts the cause on the postcard. Also, show the schedule of the day’s activities, such as: short golf clinic, practice time on the range, tournament start, lunch or dinner time following play. Note the format, such as best ball, scramble, or low net.
Four months before the outing. Check with the host PGA professional on "hole-in-one insurance." With this feature, you pay an insurance company a premium to put up a handsome prize, such as a car, if a player makes a hole in one on a designated hole. This is also the time to finalize signs and banners from sponsors. And start getting ideas on food options. Order your "tee gifts" for your golfers, and start soliciting raffle items.
Three months prior. Send out a press release about the event and start getting confirmations from sponsors and golfers. You may need to get on the phone and secure commitments on who will be playing. In addition, you’ll need to begin collecting checks to firm up those commitments.
One month out. Hold a committee meeting to ensure that every detail is being covered. Create a volunteer list to help you on the day of the event. Assign those individuals specific tasks to make the day run as smoothly as possible. Make sure your corporate gifts/tee gifts are being processed and get a delivery date from vendors. Check that any gifts you have ordered carry the proper logos with the event name or fundraiser. Continue to finalize your player list.
One week out. Get the player list to the host facility. Plan hole assignments, confirm tournament format and check last minute details with the course’s food and beverage director. Confirm your expectations with the PGA host professional and have a contingency plan in case of rain. Make sure all tournament gifts have arrived.
Your Day Has Arrived! Pray for sunshine. It’s the only thing you can’t control. As the coordinator, you should arrive three hours prior to starting time. Set up the check-in table for golfer registration. Display raffle items/auction items. Coordinate with your volunteers on who will cover what details as golfers arrive. Personally thank everyone for attending your event! Let the PGA professional and their staff do what they do best, which is servicing your guests. Enjoy the day and your round. You deserve it!
Tim O"Hara is director of Golf at Cyprian Keyes Golf Club, Boylston.
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