You are here: Home » Golf & Spa Meetings » The Ultimate Golf Tournament Planner: A Step-by-Step Guide February 10, 2012

The Ultimate Golf Tournament Planner: A Step-by-Step Guide

Mar 25, 2010 10:45 AM

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	__________	__________

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