6+ Months Out: Lay the Foundation
Set your goals
- What's the purpose? (Fundraising, networking, competition, fun)
- How much do you want to raise or how many players do you need?
- What's your budget?
Choose your date
- Avoid major holidays, local events, and competing tournaments
- Weekdays work for corporate events; weekends for charity
- Consider weather patterns for your region
Book the course
- Visit potential venues and get quotes
- Confirm availability for your date (and a backup)
- Understand what's included (carts, range, food, beverage minimums)
- Sign the contract and pay the deposit
Form your committee
- Assign leads for sponsorship, registration, volunteers, and logistics
- Set regular check-in meetings
4–6 Months Out: Build the Structure
Set your format
- Scramble, best ball, shamble, stroke play?
- Shotgun start or tee times?
- 18 holes or 9?
Create your budget
- List all expenses: course fees, food, prizes, printing, insurance
- Set registration pricing to cover costs plus margin
- Estimate sponsorship revenue
Launch sponsorship sales
- Create sponsorship packages and one-pager
- Start outreach to past sponsors and new prospects
- Set a deadline for sponsorship commitments
Set up registration
- Choose your registration platform
- Build your event page with all details
- Set up payment processing
- Test the registration flow before launching
2–4 Months Out: Promote and Sell
Open registration
- Announce via email, social media, and personal outreach
- Offer early bird pricing to drive early signups
- Send reminders every 2–3 weeks
Continue sponsorship sales
- Follow up with prospects
- Collect logos and sponsorship details
- Confirm deliverables with each sponsor
Plan contests and activities
- Decide which contests to run (closest to pin, long drive, etc.)
- Assign contests to specific holes
- Order prizes
Secure prizes and donations
- Reach out for raffle and auction items
- Order trophies or awards
- Plan player gifts/swag bags
2–4 Weeks Out: Finalize Details
Close registration
- Send final reminder emails
- Follow up with incomplete registrations
- Set a firm cutoff date
Create pairings
- Build foursomes based on requests and handicaps
- Assign starting holes (for shotgun) or tee times
- Send pairings to players
Finalize with the course
- Confirm final player count
- Review food and beverage orders
- Confirm setup logistics (registration table, signage, etc.)
- Walk through the day-of timeline
Prepare materials
- Print scorecards, rule sheets, and signage
- Create hole sponsor signs
- Assemble swag bags
- Prepare check-in materials
Recruit and brief volunteers
- Confirm volunteer assignments
- Send instructions and arrival times
- Create a contact list for day-of communication
Week Of: Final Prep
Send player communications
- Final details email: schedule, what to bring, course info
- Pairings and starting holes
- Reminder about mulligans, raffle tickets, and other purchases
Confirm vendors and volunteers
- Touch base with anyone providing day-of services
- Reconfirm arrival times
Prepare for scoring
- Set up live scoring if using
- Test the leaderboard
- Brief volunteers on score collection
Pack everything
- Signage, banners, sponsor signs
- Registration supplies (name tags, lists, pens)
- Prizes, trophies, raffle items
- Emergency supplies (first aid, sunscreen, phone chargers)
Day Of: Execute
Morning setup
- Arrive early (2+ hours before check-in)
- Set up registration table
- Place hole signs and contest markers
- Brief volunteers
Registration and check-in
- Greet players, distribute materials
- Sell mulligans and raffle tickets
- Direct players to carts and warm-up areas
During the round
- Monitor pace of play
- Check in with volunteers at contest holes
- Track scores (if using live scoring)
- Troubleshoot issues as they arise
Post-round
- Collect scorecards and finalize results
- Set up for dinner/awards
- Run raffle and auction
- Announce winners and thank sponsors
After the Event: Follow Up
- Send thank-you emails to players, sponsors, and volunteers
- Share photos and results
- Collect feedback
- Reconcile finances and report on fundraising
- Debrief with your committee: what worked, what to improve
- Start planning next year
Final Thought
A well-planned tournament looks effortless. Behind the scenes, it's dozens of details coming together. Use this checklist to stay organized, delegate where you can, and give yourself margin for the unexpected.
