Tuesday, January 29, 2013

Golf Tournament Planning Timeline

Golf Tournament Planning Timeline

9 Months in Advance:
-select a tournament director
-select a tournament committee
-determine goals and objectives for the tournament
-create a budget
-select a tournament date and time
-visit course facility and meet with the course tournament director or event planner
-select a course and sign a contract
-discuss pre-tournament events
-determine marketing and publicity strategies
-identify potential sponsors and donors
-select a tournament format
-select tournament contests and food & beverage possibilities
-determine if celebrities and/or athletes are to be included in the event

6 Months in  Advance:
- hold meeting with tournament director and tournament committee
- sign up volunteers
- design tournament invitation/entry form
-finalize the budget
- finalize food and beverage functions
- sign agreements with celebrities and athletes
- sign agreements with sponsors or donors
- design logo
- prepare media release

4 Months in Advance:
- hold meeting with tournament director, tournament committee and volunteers
- decide on awards and prizes
- decide on player goodie bags
- print invitation/entry forms
- create list of possible player participants
- receive bids from awards, prizes and hole in one companies

3 Months in Advance:
- hold meeting with tournament director, tournament committee and volunteers
- discuss volunteer assignments
- order awards and prizes and secure hole in one insurance
- order player goodie bag prizes or secure goodie bag donations
- issue media release
- distribute invitations/ entry forms
- order signs and banners

2  Months in Advance:
- hold meeting with tournament director, tournament committee and volunteers
- order logo shirts or tee shirts for staff (optional)
- issue media release
- monitor entry form response
- re-confirm celebrity or athlete participation
- finalize all tournament activities - food & beverages, course contests, etc.

1 Months in Advance:
- hold meeting with tournament director, tournament committee and volunteers
- plan positioning of signs and banners
- confirm tee time with golf course
- confirm food and beverage
- examine proofs for any logo product
- confirm awards and prizes are scheduled to arrive on time
- make a push for last minute participants (if necessary)
 
15 Days in Advance:
- hold meeting with tournament director, tournament committee and volunteers
- hand out staff  shirts or tee shirts (if necessary)
- assemble goodie bags for players
- confirm celebrity or athlete appearances

3 Days in Advance:
- hold meeting with tournament director, tournament committee and volunteers
- check on awards and prizes
- confirm final number of players and pairings

Day of the Event:
- put up signs and banners
- set up registration table
- display awards and prizes
-set up scoreboard

After the Event:
- post scores
- awards ceremony
- clean up site area

Post Event:
- write thank you notes to all sponsors, volunteers and players
- evaluate the event