Planning a Golf Event: Tips & Ideas to Make the Process Easy… and Fun!
Whether you want to host a golf charity event or fundraiser, plan a company outing, organize a tournament or coordinate a high school reunion outing, planning a golf event takes time, dedication and a little ingenuity. We know how much work goes into planning these events, so if you're just starting the process, read through our tips and ideas below to help get you started. Happy golfing!
Step One: Look for Help
If this is your first time planning an event, you may want to consider hiring a professional event manager or coordinator. There are many companies that specialize in golf event management that have both experience and connections in the industry.
If a professional planner is not in your budget, a cheap (or free) alternative is to recruit volunteers. Host a planning meeting at a local restaurant, or meet directly at the golf course club house. Provide your volunteers with snacks and drinks and create a positive environment for creativity and brainstorming. This is where you can delegate certain duties to volunteers and divide up the work involved.
Finding the Perfect Venue
Once you have an idea of how many golfers you hope will attend and what type of event you are planning, you need to start looking around for a golf course or country club to host the event. Sometimes that's as easy as finding the closest one and working with what they have. If you have many options to choose from, there are many factors to keep in mind:
- There are many different types of golf course venues to choose from, all with varying amenities, package options and prices: private country clubs, public / municipal / park district golf courses, hotel golf courses and 9-hole and par-3 courses.
- Keep attendees in mind when choosing a venue to make sure guests will enjoy themselves and feel comfortable at the chosen location.
- Many golf courses can accommodate up to 144 golfers, but are also willing to work with smaller groups.
- Be sure to ask about amenities offered at the venue, such as use of banquet halls, golf carts, driving range and food or beverage cart.
- If you plan on serving food at the event, be aware that many country clubs and golf courses do not allow outside caterers, so plan accordingly and ask to meet with their chef or event coordinator to ensure you will have enough food for your guests.
As with planning any big event, don't be afraid to shop around for the right venue!
Plan for Weather
It is also imperative that you plan for any weather condition. Rent a tent for the volunteer and registration area to shade from the sun and provide shelter from rain. Talk to your golf course, they may already have tents that you can use or rent. Make sure to have plenty of water for your golfers and volunteers, especially for summer golf tournaments.
Make it Memorable with a Fun Event Theme
This is the really fun part! A memorable golf tournament or charity fundraiser theme is likely to attract many sponsors and excite your guests. Don't be afraid to think outside the box in developing a theme. Get together with your planning committe for a few brainstorming sessions and let the good ideas flow. We've devoted an entire page to fun event theme ideas, so be sure to check it out!
Getting Down to Business: Securing Sponsors
To ensure a successful golf tournament, allow enough time for proper planning. Secure sponsors in advance, as it may take some time to receive all the logos in the proper formats. Generally, vector art files (such as Adobe Illustrator files) work best because they can be scaled to any size—large or small—without losing quality. Companies often have strict branding guidelines, so make sure to get all logos approved. Sponsor logos are used on promotional marketing materials from event registration forms, event day banners, signs & tournament giveaway items.
You might entice more sponsors if you offer different levels of sponsorship. For example, the "Gold Level" would have their logo imprinted on giveaway items, recognition on a banner in the clubhouse, sponsorship signs at each hole and free event registration. "Silver Level" could have their logo imprinted on giveaway items, sponsorship signs at every other hole, plus free event registration. "Bronze Level" could have sponsorship signs at every third hole plus free event registration. Whatever levels you come up with, having it spelled out for potential sponsors is more likely to gain more funds for your event.
Fundraising Made Easy
When you're budgeting for a charity outing, it might seem difficult to have enough left over to give to the group or organization. Here are a few easy fundraising ideas:
- 50/50 Raffle: This is one of the easiest fundraisers. Half of the proceeds from ticket sales go to the charity, and the other half to the ticket holder. Quite often the winner will donate some of their winnings back to the charity.
- Silent Auction: Ask sponsors or local businesses to donate their goods and services.
- Business Sponsorships: Offer different levels of sponsorship. Sponsors who give more will have more visibility in promotional materials throughout the event. Don't forget to ask for donated goods as well, as that is very good advertising for event sponsors. Businesses can sponsor different holes on the course.
- Golfer Sponsors: Have players ask family and friends for donations. Many causes utilize this tactic for charity golf events.
Attract Golfers to Your Event
Word of mouth can be a strong tool, so don't be afraid to casually mention to friends, coworkers and family that you are organizing this great event! Depending on your community you might be amazed at how quickly word will spread. But in case that doesn't work, here are a few other easy ideas to get golfers talking.
Your success is largely determined by player turnout. Advertise in local newspapers & online. Hang signs and flyers at the golf course venue & local golf equipment stores. Writing a press release and contacting the local news media is also a great idea for maximizing your exposure. Talk to your local radio station to either advertise or set up an on-air interview. Offering a reduced registration fee for early signup is a great tool for generating early interest in your event.
Consider using social media to enhance your marketing campaign; whether you use Facebook, Twitter or a forum for golf enthusiasts, word spreads fast online. If you have an approved email list, consider sending an evite to golfers. Here are some golf forums to help get you started:
Smile! Photo Ops & Complimentary Gifts
Help guests remember your event! Hire a local event photographer and promote that they will be at your event taking photos. Hiring a celebrity to pose with golfers for photos is a popular idea. If a celebrity is out of your budget, try a cardboard cut-out! It will give event attendees something to laugh about.
Order custom photo folders or picture frames with the event name, date and sponsors imprinted on them to include in the goodie bags. Event sponsors can help offset the cost of prizes and other promotional materials. Offer prizes and awards at the ceremony or after a meal to conclude your golf event.
Other promotional giveaway items: golf course wall calendar, 3D desk calendar, golf greeting cards or tri-fold golf course calendar.
When in Doubt, Ask Questions
Communicate often and early with your golf course venue. Learn what their rules are and explain your event in detail so they know what to expect. Proper communication will go far in ensuring that your golf event is a success!
Let On The Ball help Promote your Golf Event
We offer golf-themed photo folders, imprinted cardboard photo frames, customizable desk calendars or photo holder cards for your event. All of our promotional products can be personalized and used as giveaway items at your event.
Whatever your promotional needs, On The Ball has the unique giveaway items for golfers to make a lasting impression with event attendees. Our promotional products representatives are here to help you through the process and ensure you receive exactly what you envisioned.
OnTheBallPromotions.com—shop our site and discover the possibilities!