The keys to pulling off a successful golf tournament are planning and organization. This tournament planner doubles as a timeline and project checklist. Fill in your due dates based on the date of your tournament.
For simplicity’s sake, we’ve assigned responsibilities to three people:
- the golf tournament chairperson,
- the golf tournament marketing or advertising manager, and
- the golf tournament planning director/meeting planner
The entire event committee participates in certain steps, such as the site inspection, auction (if you have one), and determining the tournament format.
Download this golf tournament planning checklist in pdf format here.
9 Months Prior to Event
| Task | Who | Due Date | Status |
| Set tournament objectives | Chairperson | __________ | __________ |
6 Months Prior to Event
| Task | Who | Due Date | Status |
| Set event date and timeline | Chairperson | __________ | __________ |
| Do preliminary budget | Chairperson | __________ | __________ |
| Develop project plan | Chairperson | __________ | __________ |
| Set up tournament Web site | Marketing | __________ | __________ |
| Solicit potential sponsors | Marketing | __________ | __________ |
| Send mailing to potential sponsors | Meeting planner/marketing | __________ | __________ |
| Perform site inspections | Event committee | __________ | __________ |
| Solicit and evaluate course proposals | Meeting planner | __________ | __________ |
| Reserve golf course | Meeting planner | __________ | __________ |
| Set up accounting process | Chairperson | __________ | __________ |
| Identify celebrities | Meeting planner | __________ | __________ |
| Create volunteer job list | Meeting planner | __________ | __________ |
4 Months Prior to Event
| Task | Who | Due Date | Status |
| Sign course contract | Chairperson/meeting planner | __________ | __________ |
| Prepare guest list | Marketing/meeting planner | __________ | __________ |
| Design logo | Marketing | __________ | __________ |
| Finalize tournament format | Event committee | __________ | __________ |
| Send out save-the-date mailing | Marketing | __________ | __________ |
| Arrange for hole-in-one insurance | Chairperson | __________ | __________ |
| Establish master account | Meeting planner | __________ | __________ |
| Draft invitation | Marketing | __________ | __________ |
| Select and order awards | Marketing | __________ | __________ |
| Finalize volunteer committee | Meeting planner | __________ | __________ |
| Hold auction | Event committee | __________ | __________ |
| Conduct a raffle | Event committee | __________ | __________ |
| Order signage | Marketing | __________ | __________ |
| Write press release | Marketing | __________ | __________ |
| Finalize budget | Chairperson | __________ | __________ |
30 Days Prior to Event
| Task | Who | Due Date | Status |
| Prepare registration list | Chairperson | __________ | __________ |
| Publish registration cut-off date | Meeting planner | __________ | __________ |
| Complete registration | Meeting planner | __________ | __________ |
| Finalize sponsors | Meeting planner | __________ | __________ |
| Finalize rules and agenda | Meeting planner | __________ | __________ |
| Order shirts, shoes, gloves | Meeting planner | __________ | __________ |
| Hire photographer | Meeting planner | __________ | __________ |
| Plan aid stations | Meeting planner | __________ | __________ |
21 Days Prior to Event
| Task | Who | Due Date | Status |
| Plan goody bags | Meeting planner | __________ | __________ |
| Send confirmation notices | Marketing | __________ | __________ |
| Revise pairings | Chairperson | __________ | __________ |
| Select food & beverage | Meeting planner | __________ | __________ |
| Compile dietary restrictions list | Meeting planner | __________ | __________ |
| Finalize food & beverage | Meeting planner | __________ | __________ |
7 Days Prior to Event
| Task | Who | Due Date | Status |
| Draft pairings | Meeting planner | __________ | __________ |
| Write emcee’s script | Chairperson | __________ | __________ |
| Finalize course arrangements | Meeting planner | __________ | __________ |
| Guarantee due to facility | Chairperson | __________ | __________ |
| Confirm celebrities | Meeting planner | __________ | __________ |
48 Hours Prior to Event
| Task | Who | Due Date | Status |
| Meet with course management | Event committee | __________ | __________ |
| Prepare goody bags | Marketing | __________ | __________ |
| Finalize pairings | Chairperson | __________ | __________ |
| Prepare cash drawer | Chairperson | __________ | __________ |
| Prepare to take credit cards at course | Chairperson | __________ | __________ |
| Reserve two-way radios | Chairperson | __________ | __________ |
| Print cart signs | Marketing | __________ | __________ |
Tournament Day
| Task | Who | Due Date | Status |
| Set up registration table | Chairperson | __________ | __________ |
| Set up insured contests | Meeting planner | __________ | __________ |
| Ice down beverages | Meeting planner | __________ | __________ |
| Put up parking signs/instructional signs | Marketing | __________ | __________ |
