Hosting a charity golf tournament often comes with a steep price tag. Tournament organizers can struggle to turn a profit in the early years as expenses are easily underestimated. Luckily, there are a number of ways to help reduce these costs. Here’s a few professional planning tips for some of those larger expenses:
With a solid team in place there should be very little, if any, money spent on promoting or advertising your event. Remember, the majority of your participants will come from personal or business connections.
Lean on your personal and professional connections as much as possible. You’ll find a good portion of the support will come from those already connected to you. Reach out to individuals and companies who may be willing to help you.
Be sure to create a committee of well connected individuals who can help solicit possible players and sponsors. If you make it a goal for them to obtain 1 sponsor and a couple foursomes, you’ll be surprised how quickly your tournament fills up.
If your leads are unable to support your event financially, perhaps they can donate some items or even their time. Get creative with your pitches, many local business do have something to offer your event aside from a monetary donation. Local restaurants are typically willing to help out especially if the event is in their backyard. Vouchers, coupons, or even a small display on a hole can provide a lot of value to your participants.
As mentioned in our previous blog post ‘Selecting the Right Golf Course for Your Event’ , choosing a golf course is one of the most important decisions that you will make when it comes to planning your big day. It’s essential for the success of your tournament.
Unfortunately, the golf course also comes with one of the biggest price tags. However, the price is just as important as the value the course brings. Many courses will play a vital role in your tournament’s success. Be sure to inquire about the various services and features included in the golf course package. Here’s just a few things the course typically helps with:
Basic Tournament Planning
Discounts on gifts and merchandise.
Staging and setup
Hole assignments/Cart Signs
Additional Prizes - Typically a foursome or two would be donated by the course.
When making a final decision on a course, keep in mind that the course is one of the main attractions for your players and sponsors. Don’t just pick the cheapest option as it could have a negative effect on your supporters. Golfers enjoy playing courses that are good value but also well maintained.
Here’s a few tips to help reduce the cost of the golf course when negotiating a deal:
Bundle items - reception, dinner, drinks, other events, etc
Date - Find a date/time that not only suites your supporters but also your budget. You can often get better deals if you hold your event on ‘off season’ dates.
Compare - Shop different courses and use quotes to your advantage. See what each course is willing to offer and whether or not they are willing to beat their neighbour’s price. A course may not have room to adjust price but can always add some additional value.
Gifts and Prizes:
You do not need to break the bank showering guests with gifts and prizes. A fun day with some great company will go a lot further than a couple of overpriced gifts. Way too many tournaments spend money on items that participants will never use again. If you do plan to give out gifts and prizes, be sure to obtain items that participants will actually enjoy and make them remember the amazing time they had at your event.
Don’t be afraid to reach out to some of your sponsors or personal/professional connections to see if they have anything they would like to donate. Many sponsors and local businesses will be more than happy to provide some branded items. This gives both your participants and the sponsor some value. You can also offer some sponsorship opportunities specific to these gift items. Example sponsorships you could offer include:
Whatever you do, don’t spend too much money on gifts and prizes. Let your connections help you. Get creative, and don’t be afraid to ask for support, it is all for a good cause! Your time and effort will always be much better spent on making a memorable fun day for your participants.
Create your free account today and use Event Caddy’s budget tool to help stay organized and up-to-date with your expenses and revenues.