How to Plan a Fundraising Golf Tournament

Organizing a fundraising golf tournament can be a great way to raise money for a cause while also providing a fun event for participants. With some thoughtful planning and preparation, you can create a successful tournament that meets your fundraising goals. Here are some tips for planning a charitable golf tournament:

Set Your Goals and Budget

The first step is deciding on your fundraising targets and creating a budget. Consider the following:

• How much money do you want to raise through the tournament? Set a realistic goal.

• How many golfers do you plan to have participate? Estimate based on venue size and expected interest.

• What fundraising mechanisms will you use? Entry fees, raffles, auctions, sponsorships, donations, etc. Determine how much revenue you expect from each.

• What are your estimated costs? Research expenses like golf course rental, food/beverages, prizes, signage, printing, etc.

• How much goes to the charity vs covering event costs?Aim for at least 60% to charity.

Having clear goals and a budget will guide your planning and keep costs controlled.

Choose the Right Venue

Selecting the right golf course is key to a successful tournament. Look for one that:

• Fits your budget and offers non-profit discounts. Get quotes from several.

• Matches expected attendance. Ensure adequate capacity.

• Meets skill levels of golfers. Choose appropriate difficulty.

• Has amenities needed, like banquet space for meals.

• Offers desired date/time availability. Check their calendar.

• Provides desired location and appeal. Assess course quality.

• Allows outside food/beverage. Can help reduce costs.

• Allows customized sponsorship signage. Offers good display space.

Book early, especially for peak seasons. Visit the course to get a feel for layout and amenities before committing.

Set the Date and Time

When scheduling your event, consider:

• Golf season and weather - Avoid extreme heat or cold. Spring/fall offer mild temperatures.

• Day of the week - Weekends draw more entrants who work weekdays. But weekdays may offer lower costs.

• Tee times - Morning shotgun starts are most common. Allow play to finish before dark.

• Existing competitions - Avoid conflicting with other tournaments or major sporting events that could limit attendance.

• Holidays/major events - Schedule around any major holidays, school breaks, or community events.

• Charity's calendar - Choose a date that aligns with the charity's schedule and fundraising needs.

Also account for preparation time needed when setting a date. Reserve your venue early!

Structure the Event

Determine the overall schedule, format, and activities beyond just golf:

• Shotgun or tee time start - Shotgun starts accommodate larger groups.

• 18 or 9 holes - Most tournaments are 18-hole rounds; 9 may work for less experienced golfers.

• Scramble or stroke play - Scramble formats are common and allow golfers of varying abilities to play together.

• Food and beverages - On-course food/drink carts, breakfast or lunch buffets, cocktail receptions, dinner banquets, etc.

• Awards reception - Schedule post-golf reception for announcing winners, presenting prizes, etc.

• Speeches/presentations - Invite charity reps and others to speak about cause and impact.

• Raffles, auctions, prizes - Consider adding fundraising components and giveaways.

Create a printed program listing schedule, events, sponsors, causes, and recognized participants.

Recruit Golfers

Promote the tournament early and often to recruit foursomes. Use sign-up sheets, website, email blasts, social media, posters, word-of-mouth, etc. Offer discounts for early registration. Follow up as the date approaches.

Consider special contingents like sponsor foursomes, charity supporters, family/friends, or friendly team rivalries. Recruit a wide skill range for fun play. Have golfers raise pledges to support their participation and increase impact.

Seek Sponsors and Donations

Sponsorships are key fundraising sources for golf tournaments. Seek sponsors at various contribution levels with associated benefits. Offer sponsor logo signage, program ads, display tables, speaking opportunities, giveaways, golf entries, etc.

Also solicit prize donations for raffles, auctions and giveaways like golf equipment/apparel, electronics, gift cards, vacation packages and more. Approach local businesses, vendors, supporters, etc.

Promote and Manage Registration

• Set registration fees - Cover costs and make a profit. Charge more closer to event date.

• Offer secure online registration and payment - Easy for golfers and organizers.

• Gather info like contact details, golfing ability, rental needs.

• Manage submissions, follow-up reminders, cancellations/refunds.

• Recruit volunteers to help with on-site registration and check-in.

Plan the Golf Activity

Work with the golf course to coordinate all details:

• Tee times or shotgun format and start time

• Golf carts - Estimate number needed and arrange rental.

• Scorecards, rules sheets, hole assignments - Create or coordinate with course staff.

• Course marshals - Enlist volunteers or staff to guide golfers, enforce rules, pace of play.

• Golf contests like longest drive, closest to pin, hole-in-one - Have prizes and ways to measure.

• Scoreboard and scoring - Post and calculate scores after play ends.

• Food/beverage carts or on-course staffing - Arrange through venue or vendors.

Arrange Logistics like Food, Rentals and More

Manage all event rentals, vendors and logistics:

• Food/beverage for all meals, receptions, breaks, on-course. Order adequate amount.

• Audiovisual needs - Screens, mics, speakers, etc.

• Décor - Table linens, centerpieces, displays, signage, etc. Match charity colors.

• Golf carts and other rentals - Secure all needed equipment.

• Goody bags - Order bags and prizes/gifts to hand out.

• Parking staff - Coordinate lot staffing if needed.

• Security - Have staff monitor venue access if needed.

• Insurance - Event coverage may be required by venue or partners.

Plan Entertainment, Awards and Prizes

Add fun touches like music, contests, prizes and awards:

• Music - DJ or band for reception/dinner; speakers for golf course.

• Golf contests - Longest drive, closest to pin, hole-in-one, putting greens, etc.

• Raffles and auctions - Raise added funds. Offer appealing prizes and experiences.

• Awards ceremony - Recognize golfers and hand out trophies for top scores, fundraising amounts, etc.

• Giveaways - Offer fun golfer gift bags, donated items, door prizes, etc.

Promote the Tournament and Charity

Use advertising and PR to boost awareness of your event and cause:

• Website and social media pages to share tournament and registration details

• Email campaigns and text alerts to drive registrations and donations

• Printed posters, flyers and signage around the community and at local businesses

• Press releases to local media about the charity and tournament details

• Media interviews to gain interest and promotion

• Social media posts leading up to and during event to spur engagement

• Hashtags to link and track tournament promotions

Promote charity mission and how funds will be used so supporters feel invested.

Recruit and Prepare Volunteers

Volunteers are essential to executing a smooth tournament. Assign help for:

• Registration/check-in, parking attendants, greeters

• Golf course marshals, beverage cart staffing

• Scoring, spotters for contests, photographers

• Set up/tear down, raffle sales, auctions

• Food service, reception helpers, cleanup crew

Hold volunteer info sessions and provide t-shirts or name tags. Share assignments, schedules and instructions. Express appreciation for their time and support.

Final Preparations

Handle all last-minute tasks leading up to tournament day:

• Confirm headcount with venue food guarantees

• Print programs, signage, registration lists, maps, schedules

• Assemble golfer gift bags and packages

• Transport equipment, prizes, auction items, decor to venue

• Confirm staffing/volunteers and delivery of rentals

• Charge electronics, pack supplies, create checklists

• Perform final walkthrough at the venue to ensure readiness

With thorough planning and organization, your charity golf tournament can be an engaging event filled with fun while also meeting your fundraising goals!