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How to Organize a Golf Event

Golf courses today provide the platforms for many different types of events

Golf is more popular than ever before. As the appeal of the sport continues to grow, golf courses are fast becoming venues for all types of events from corporate retreats and business meetings to fund-raisers.

When organizing a golf event most planners work closely with a coordinator at the site. Sometimes that individual is a dedicated special-events planner or group sales person, or sometimes a golf pro experienced in organizing outings and tournaments.

When organizing an event it's best to set a date as far in advance as possible to secure the desired course and date and to make sure all the elements your event requires are included. Time of the year is important, especially for weather considerations. Summers in the south can be too hot for even the most avid golfers, and in the north, peak season is relatively short and courses are in high demand.

Location and format

When selecting a course for your event there are several factors to keep in mind. Convenient location is one, but you will also need a site with the appropriate food and beverage and meeting facilities. Will the outing include a meeting? Will there be a tournament? Competitive or fun? What will the format be? Will there be a meal afterwards? Sit-down dinner or buffet? Or, perhaps, a picnic lunch on the grounds? Will there be service carts for snacks and beverages while players are on the course?

Many courses have indoor facilities with spacious dining rooms. Some also offer outdoor pavilions.

Working with the pro

Many golf pros have experience organizing tournaments, either for competition or fun. Let the pro know the aim of the game as well as the general skill levels of the players who will be participating. Although courses vary in difficulty, often many skill levels can be accommodated by different tee placements, etc. Often clubs include the option of giving players the opportunity to attend golf clinics to improve their games. Also, ask if rental clubs are available for beginners who are just learning the game and don't have equipment of their own.

Be sure to check out the locker-room facilities, too, to make sure they are appropriate for your group.

Logistics

The number of people in your group is also a factor. Will you buy the entire course for the day or will the course be shared by another group or individual players? (You generally need to have about 125 players to buy out the course, unless you are willing to pay extra.)

As with any group activity it's important to visualize the entire course of events from start to finish. How will the players be transported to the site? What time will they arrive? When do they tee off? Will they be greeted at the pro shop, have their bags carried to golf carts with their names on each cart? Will they be staying overnight at facilities in the area? Will they receive shirts or caps with the company logo? Will there be prizes awarded at the end during an awards ceremony? Who are the speakers?

As with most events, golf outings require advance planning. Working closely with a club representative who has plenty of experience organizing group activities is one of the best ways to ensure your event will run smoothly. Try to be as specific as possible in your demands and expectations and be open to suggestions from the pros, especially if golf is not one of your strong points.

Tips for Planning Golf Events

• The first step towards a successful tournament is early planning.
  
  Book the event several months in advance (varies based on group size and day of week) to ensure tee times on the course for tournaments and outings, and availability of the clubhouses/meeting rooms
  
  
• Reserve on-site practice facilities—driving range, putting greens, chipping green and practice bunkers—for event date.
  
  
• Have a handle on the attendees' objectives and needs.
  
  
• Be sure the facility has adequate staff and food-and-beverage capabilities to accommodate your group's needs.
  
  
• Discuss in advance with the special events coordinator the size and style of event (competitive, fun, team-building, skill contests, clinics for non-golfers), number of people, budget, purpose of the event, what the organization hopes to achieve, menu and breakouts.
  
  
• Tell your contact at least two months in advance if any products need to be displayed (sponsor signs, welcome banners) or if custom merchandise/posters need to be ordered such as adding the company's personalized logo on tee gifts and prizes.
  
  
• Provide pre-event agenda listing golf starting times, catered functions, accommodations, team-building exercises, meeting, breakouts and which, if any, expenses are the responsibility of each golfer.
  
  
• Arrive early to take care of last-minute registration issues and to be on hand to greet guests.
  
  
• Start on time.
  
  
• Gauge the level of each player's experience by asking for their handicap or average score appropriate for the par of the course In order to choose the right format, such as scramble, best ball or low net—and set up the pairings (teams),
  
  
• Determine whether the golf event will be a competitive one for scoring purposes, prizes, etc.
  
  
• Understand the dress code and make sure attendees are prepared.
  
  
• Be aware of the recreational amenities available at the facility so participants can pack the proper attire such as a swimsuit.
  
  
• Get the travel logistics, such as how the group will get to the resort (motorcoach, limo, vans, individual cars), factor in time allotment for driving and alert the resort.
  
  
• Request direction cards if group members are arriving individually.
  
  
• Find out if cart signs, assistance with tee sheets, appropriate greeting and orientation of your guests are provided.
  
  
• Get a guaranteed rain date and fully understand the facility's rain cancellation policy.
  
  
• Get information on activities for non-golfers such as beginners' clinics.
  
  
• Limit the number of contest holes; too often there are too many and each takes twice the average length of time to play given the prizes offered.
  
  
• Identify tournament or contest rules.
  
  
• Ask what kinds of services come gratis: Scoring? Tees?
  
  
• Make sure the facility has adequate rental equipment such as golf clubs for out-of-towners and those who may not have their own equipment.
  
  
• Make sure each golf bag is legibly labeled with complete names.
  
  
• Collect money in advance, if necessary.
  
  
• Provide as much information as possible to the event management team in advance so that there are no last-minute problems (and additional costs incurred).