Give your team plenty of time

One of the biggest mistakes that planners make is not giving themselves enough time to get the job done. Time is essential when working with volunteers. They only have a couple of hours per week to give you. Give them as much time to do their job as you can.

Creating a timeline will give everyone direction and a guide to stay on track. Here is a sample of a timeline that you can use to keep your team on track.      

1 Year in Advance

Start getting ready for next year’s event

If you have just held your event, get a survey out to all golfers and get their opinions.

Find out if they liked the golf course, the format, food and if they feel like they received value.

Pull your committee together and do a wrap-up meeting.

Evaluate what went right and what went wrong.

Choose a golf course and date for next year.

Send out a save the date to all potential golfers; email or postcard.

Contact this year’s sponsors and get them committed for next year.  

Create sponsor packages and start talking to the bigger sponsors.

Start identifying new potential committee members.

6 Months in Advance

Fill your open committee positions.

Develop the complete business plan

Finalize the golf course and schedule details

Continue selling sponsors

Create a detailed budget 

Create golfer packages

Start your committee meetings

Secure Title Sponsor

Create a logo for the event

5 Months in Advance

Build database of golfers

Get quotes on Gifts and Prizes

Create Brochure

Develop Marketing Plan

4 Months in Advance

Create Auction and acquire items

Start recruiting golfers

Secure Media Partner

Set up website

3 Months in Advance

Press Release Out

Start marketing and advertising

Sign up golfers

Continue to sell sponsors

2 Months in Advance

Order Merchandise

Collect gifts and prizes

Finalize games and contests

Secure real time scoring

1 Month in Advance

Get signs made

Confirm all golfers and get payments

Volunteer orientation meeting

Order food & beverage

2 Weeks Out

Committee meeting onsite

Order food and beverages

Confirmation email to golfers

Sign up deadline for golfers

1 Week Out

Send golfer pairings to the golf course

Confirm numbers with the golf course

Your schedule may vary but these are the key ingredients to hosting your event. The important thing is to create a detailed schedule comprising each action item and who is responsible for it, when it should be started and when it should be completed. The Tournament Chairman should keep everyone on track and hold everyone accountable for accomplishing their task.

The two most important things for any tournament are sponsors and golfers. The time line will help you get organized and stay on track in getting sponsors and golfers.