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 __________ __________