Planning a Golf Outing

One year prior to the event

1. Choose a director or coordinator for the event.
2. Decide what your objective for the outing will be.
   • Raise funds for a charity
   • Gain recognition
   • Provide recreation
   • Goodwill as a thank you
   • Competition for members or employees
   • Group fun day
3. Select your event format.
   • 9 or 18 hole event
   • Scramble
   • Best Ball
   • Alternate Shot
   • Modified Stableford
   • Chapman
   • Bingo Bango Bongo
   • Flags
   • Lone Ranger
   • Peoria System
   • Callaway System
   • Chicago
   • Blind Nine
   • Criss Cross
   • Mutt and Jeff
   • Switch
   • 1-2-3 Best Ball
   • 2-Man Scramble
   • 2-Person Best Ball
4. Determine the number of golfers you would like.
   • Start tee times are every seven minutes per foursome
   • Average 18 hole play is five hours
   • For smooth play we recommend 128 golfers or 32 tee times
   • Outings can be as low as 20 people or five tee times
5. Select a couple of dates to hold the event.
6. Make contact with the golf course.
   920.233.4640 Westhaven Golf Club

Nine months prior to the event

1. Set a budget and entry fee.
   • Food and beverage
   • Gifts
   • Use of driving range
   • Prizes
   • Green Fees
   • Carts
   • Entertainment
   • Awards
   • Photography
   • Mailings
   • Printing
2. Put together a guest list.
3. Work on posters
4. Work on invitations include
   • Date
   • Time
   • Location
   • Format
   • Cost
   • Entry due date
5. Plan volunteers to help with the event
   • Team Pairings,
   • Scoreboard
   • Rules sheet
   • First tee coordinator
   • Special events/signs
   • Gifts/tee prizes
   • Award presentations
   • Meals
   • Mailing
   • Check-in table
   • Registration
   • Entertainment
   • Speakers

Six months prior to the event

1. Coordinate food and beverage menus.
   • Work with pro shop and restaurant facility.
2. Arrange for sponsorship.
   • Gifts/tee prizes
   • Entertainment
   • Speakers
   • Tee signs
3. Select any contests you may want.
   • Hole in one
   • Longest drive
   • Longest putt
   • Closest 2nd shot
   • Closest out of the sand trap
   • Closest to the pin
   • Most putts
   • Least putts
   • Shortest drive
   • Closest 3rd shot
4. Obtain if necessary
   • Insurance
   • Prizes for the contests
   • Give away gifts
   • Tournament winner prize

Three months prior to the event

1. Meet with tournament director and course staff to finalize arrangements.
   • Course tee times
   • Banquet set up times
   • Banquet layout
2. Send invitations
3. Order
   • Hole event prizes
   • Awards
   • Give away gifts
   • Tee signs

Two months prior to the event

1. Check progress of outside vendors
2. Finalize menus and beverage or snack carts on the course
3. Do a walk-through of the course facilities
4. Tabulate preliminary number of players

One month prior to the event

1. Send information packet
   • Directions to course
   • Specific times
   • Phone numbers
   • Dress code
   • Golf shoe rules
   • Range hours
   • Social hour
   • Meal hour

Two weeks prior to the event

1. Finalize preparations
2. Set up preliminary player list

Two days before the event

1. Finalize player list
2. Double check final details with course
3. Review jobs for volunteers

Day of the event

1. Arrive two hours prior to guests
2. Be ready for any no shows or last minute changes
3. Check on dinner and award ceremony
4. Registration table