The Ultimate Checklist for Local Charity Golf Tournament Directors

Organizing a local charity golf tournament can be an immensely gratifying experience, bringing community members together for a day of recreation, competition, and philanthropy. However, producing a successful event requires careful planning, attention to detail, and astute marketing. To help you make your tournament a success, we have prepared the ultimate checklist for charity golf tournament directors. In addition, with We Snap Golf, you can take stunning photos and videos of your event to share on social media and build buzz for next year's tournament.

1. Initial Planning and Objective Setting

Define the Purpose and Objectives
Determine the primary purpose of the event (e.g., fundraising target, awareness, community outreach).
Specify the particular cause or charity to which the proceeds will go.
Determine the target number of participants and sponsors.
Organize a Tournament Committee

Assign key responsibilities: (Dependent on Tournament Size)

Tournament Director
Sponsorship Coordinator
Marketing & PR Manager
Volunteer Coordinator
Logistics & Operations Manager
Registration & Finance Coordinator
Hold regular planning meetings.
Establish a Budget

Estimate costs for:

Golf course rental
Food and beverages
Tournament prizes and giveaways
Marketing and promotional materials
Photography and videography

Determine ticket price and sponsorship levels to cover costs and maximize fundraising

Choose a date that does not conflict with other big events.
Find a golf course within logistics needs and price.
Negotiate and agree on the price with the golf course.

2. Sponsorship and Fundraising

Develop Sponsorship Packages

Offer different sponsorship levels (e.g., Platinum, Gold, Silver, Hole Sponsor).
Include branding opportunities (banners, electronic promotions, branded holes, tee gifts).
Highlight benefits such as social media coverage, networking benefits, and promotion of events.

Secure Sponsorships

Call on local companies, corporations, and community groups.
Leave potential sponsors with a professional sponsorship packet.
Follow up with meetings and phone calls to secure commitments.

Other Fundraising Ideas

Silent auctions or raffles.
On-course contests (e.g., closest to the pin, hole-in-one contests, longest drive contests).
Mulligans for sale.
50/50 raffle or donation pledges.

3. Tournament Logistics and Player Experience

Format and Rules

Decide on format (e.g., best ball, scramble, stroke play).
Establish official rules and scoring procedures.
Arrange pace-of-play management to ensure a smooth event.

Registration and Participant Management

Create a simple-to-use online registration process.
Offer early bird price discounts.
Send reminder emails with event details.
Track registrants and payments.

On-Course Experience

Appoint volunteers to marshal players and assist with logistics.
Provide refreshments and snack stations.
Place sponsor signage and branding.
Organize on-course contests and games.

Photography and Videography

We Snap Golf offers professional photo and video coverage of the tournament.
Capture key moments, player highlights, and group photos.
Create promotional material to promote next year's event and thank donors on social media.

4. Marketing and Promotion

Develop a Marketing Strategy

Use social media platforms to create buzz.
Create promotional leaflets, emailers, and press releases.
Create a stand-alone website or landing page for the tournament.

Use Local Media

Visit local news dailies, radio stations, and TV news channels.
Issue press releases and invite media representatives.

Use Social Media

Post daily updates, countdowns, and sponsor endorsements.
Post historic event photos and recommendations.
Use hashtags and encourage participants to share their own content.
We Snap Golf users can post high-quality visuals to boost engagement.

5. Day-Of Event Execution

Set Up & Check-In

Arrive early and have signs, banners, and registration booths prepared.
Have a check-in system with quick and smooth participant entry.
Provide welcome bags with scorecards, tees, balls, and promotional materials.

Control the Tournament Flow

Have volunteers and staff positioned at critical areas.
Oversee contests, games, and sponsor activations.
Track scores and update leaderboard reports.

End-of-Day Activities

Host an awards ceremony with prizes for sponsors and winners.
Thank all participants, sponsors, and volunteers.
Group and candid photos taken with We Snap Golf.
Encourage attendees to promote their experience on social media.

6. Post-Tournament Follow-Up

Send Thank You’s

Email and/or mail thank-you notes to volunteers, sponsors, and participants.
Post event highlights, photos, and videos from We Snap Golf.

Track Event Success

Review fundraising success and financial results.
Gather feedback from attendees and volunteers.
Record lessons learned and areas for improvement.

Begin Planning for Next Year

Set an initial date for next year's tournament.
Use event photos and videos to kick off early marketing campaigns.
Book sponsors and players in advance for future participation.

Conclusion

Having a local charity golf tournament is careful planning and management, but it can be an extremely successful and effective activity when done the right way. Professional services like We Snap Golf ensure that you are provided with the best photographs of your tournament that can be used to promote your future events and maximize community attendance. By adopting this comprehensive checklist, you'll be halfway towards hosting a problem-free, pleasant golf tournament with a lasting impression.

If you found this information interesting please take the time to download a copy and give us a call to secure your date for photo/video services. We service the whole country!