The foundation of a successful charity golf tournament is all about...
Location, location, location!
Selecting a golf course is one of the first and most important decisions you will make when it comes to planning your tournament fundraiser. And with so many factors to consider, it can certainly feel like a daunting choice.
That’s why we created this guide – to help ease the process and get you well on your way to planning a tournament you’re sure to be proud of.
Plan Around your Players
First, you should consider the skill level and expectations of the players you’re anticipating at your event. If you’re planning to have experienced golfers, they’ll likely be more inclined to play a high-end or more challenging golf course, and therefore be willing to spend more on your fundraiser.
Name your Number
Secondly, it’s important to know how many people will be participating in your tournament. If you’re planning on hosting no more than 144 people, a venue with one course should work well. If you’re expecting more than 144 people, you’ll want to find a venue that has multiple courses.
Give Yourself Time
It’s best to begin your course search as soon as possible in order to educate yourself on availability, location, course slope (difficulty) and negotiate the best price possible. If possible, plan to book a course at least 6 months in advance.
You’ll want to get the “Save the Date” invitations out as soon as possible to ensure golfers will be able to attend your tournament fundraiser.
Remember, your tournament will be bringing a lot of traffic to the course. Be sure to shop around and find a golf course that will suit your event’s needs, while providing an optimal experience for your golfers.
What To Look For When Selecting A Golf Course
- Availability - Does the golf course have any available dates that work for you? How many golfers can they accommodate?
- Location - Is this a good location for the majority of your golfers?
- Cost - Does the price work with your fundraiser’s budget?
- Difficulty - Will the course be too difficult for your intended participants?
Setting a Date
When you’ve found a location that best suits your needs, the next step is to pick a date that suits you and the golf course. If your event consists of professional relationships or companies, you may want to consider hosting your event during the week. If this is a personal event, weekends typically work best for participants.
When choosing your date, keep in mind that the time of year and day of the week can impact course costs. Prices are typically highest during the months with ideal weather and are lowest during the slower months where the weather is a little less predictable.
When selecting the day of the week, consider that courses will charge more to reserve the course on days with higher traffic. This means weekends (including Friday) will usually hold a higher price, while lower rates are offered for weekdays.
When planning your date, be sure to ask around and select a day that works best for everyone.
Negotiating a Contract
Be sure to come in prepared with a list of questions and even a “wish-list”, and don’t be afraid to openly compare rates from other golf courses in the area. Tournaments are designed to raise money, but be careful when selecting a venue, as the lowest rate may lack in service and could result in a poor experience for your players and take away from the atmosphere of your tournament.
What should be covered?
- Cost Per Golfer
- Cost for Food & Beverages
- Contact Person
- Number of Players - Maximum and Minimum
- Deposit Required
- Additional Services - Beat the Pro, Scoring, etc
- Cancellation Policy and Weather Policy
What should be provided?
- Registration Table
- Greens Fees
- Food & Beverages
- Dining Room for Dinner & Awards
- Application of Cart Signs - Can be designed and printed in your Event Caddy dashboard
- Range Balls (if applicable)
- Course Contest logistic execution (Closest to pin, Longest Drive, etc.)
- Ask them to support your mission with a Tournament Prize (Free foursome, lessons, etc.)
Remember, forming a strong relationship with a golf course can play a huge role in your tournament fundraiser’s success as you plan for years to come!
Still not sure which golf course can host your tournament fundraiser? Sign up for Event Caddy and access our golf course directory. (https://app.eventcaddy.com/manage/sign_up)