[Hard Working EA]

I have just been handed the task of setting up a charity golf tournament. I've done many meetings but have never done a golf tournament before. I do have 2 experienced golfers that are helping with site selection but other than that I am on my own. Any tips or suggestions?

Thanks in advance!
Hard Working EA

[Coverbay]

I have quite a bit of experience with events like this. Some suggestions:

"Sell" holes to local sponsors - Local businesses (as are national businesses) are happy to sponsor holes with their logo on the flag or if they have a sign with their logo next to the tee off location. Not to mention you can get a bigger donation and they are happier to do it for some stronger name recognition for the donation.

Free exposure - contact any local TV news group and do a press release of sorts. They are usually happy to help out with a little (what they refer to as fluff coverage) story about your event if it is for charity. The hard part is finding out who the right person is at the station to talk to. Since it is golf I would try and get in touch with the sportscaster for the station because aside from providing some free coverage they may want to play in it which helps with my next suggestion. Print media can be a bit harder to get a freebie from - have been told due to costs but I don’t really understand that because TV coverage is FAR more expensive than print but I digress

5 degrees of separation - this theory suggests that you are only five people away from knowing someone famous either locally or even nationally. Test this theory (I have found it to be very true) and see if you can get someone of note to attend or promote it. These folks go a long way in getting donations and ensuring strong attendance.

advertising (now this one is a bit self serving because I own a business in this field but it really does help) - see if you can find someone to donate t-shirts, golf towels, etc or if they are feeling especially generous embroidered golf shirts for your event. It helps create a little buzz about the event and also serves as "free" advertising for the event as they wear the shirt around at other times or events.

Those are just a few things that spring to mind but if you have some specific questions please feel free to post them and I will see what I can do to assist!

Good Luck

Chris

[GeeBee]

Chris has provided some great ideas towards sponsorship and publicizing. I will just add a few planning tips.

I am uncertain as to what charity you will be supporting but in some cases it is best to let the charitable organization, project or person know that you are interested in supporting their cause. Sometimes you can get invaluable information from them to help you understand their program and often you can get planning information directly from them (especially in the case of large charity organizations).

Next it is important to understand your budget. If money is no object, you still will have to provide accountability and having a large source of funding doesn’t eliminate the need to be cautious on spending. As this is a charity event will may be accepting sponsors its best to ask and know how will they be coordinated and how will they be promoted when publicizing the event. You will also have to provide accountability on profit for the charity – enlist your accounting staff or an accounting professional.

Determine who will be attending. Will it be the entire company, your administrative staff, executives only or the public at large? Knowing this will help you determine how you will go about publicizing your event and whether you simply place a notice in the company newsletter, sent out invitations or have to create a way for people to register on-line. It also helps to determine if people are attending from other areas – this opens up a whole new list of tasks such as accommodations and transportation to name a few.

I recommend that you know what other events may be attached to the charity golfing event. Will there be a BBQ before, a dinner afterwards, picnic during, drinks and appetizers, etc. These events are like mini-events within your large golfing event – don’t forget to plan for them.

I recommend that it is always best as event coordinator to personally check out the golf course that is recommended and work with the golf course staff to ensure that you have all the facilities available that you will require (take into account the number of attendees, other mini events like food/eating) on the chosen dates and ensure all/venues are booked for that date and appropriate times. The golf course staff will be able to assist you on how to best coordinate your tournament you will find them a great resource – if you don’t - find another golf course. Once you know the numbers they will usually help assign groups and tee-off times or show you how to coordinate this.

Inclement weather needs to be addressed for any outdoor event. What to do in the case of the dreaded thunder shower? It is important to have an alternate plan, even if the plan is to simply cancel – knowing this in advance can save a lot of trouble. It should be publicized right at the beginning - in your newsletter, on the invitations, on the registration website and definitely with all forms of advertising.

If this event is open to the public don’t forget insurance. Enough said.

Above all make certain you have enough time to plan. If you have help or form a committee and split into task groups make certain their tasks, goals and reporting are clear – try not to micro-manage.

Last – don't forget the to say 'Thank You' to all those involved in bringing the event together and always remember to evaluate and keep planning information for next year. Hope your event goes well!

[NicoleMiller]

These are all great tips for event planning. You may also want to check out the article Organizing a Charity Event for a Non-Profit Business that was posted on the site. It has some great pointers as well and may spur some additional thoughts.

Enjoy,

Nicole

[dgallagher]

in addition:
-you may be able to get "sponsors" to host the beverage carts and the food functions
-if you will have hole sponsors they may be able to promote their goods and/or service's by having some type of "game" that each foursome can particiapte in

[USGolfMan]

Originally Posted by Hard Working EA

I have just been handed the task of setting up a charity golf tournament. I've done many meetings but have never done a golf tournament before. I do have 2 experienced golfers that are helping with site selection but other than that I am on my own. Any tips or suggestions?

Thanks in advance!
Hard Working EA

Hey Hard Working EA!
I realize this is way late, but just incase you need help on this years golf tournament...
I have just completed a free website that helps people like yourself who want to put on a successful event but does not know where to start. I am a golf professional, so I deal with people all the time who need to know what to do next. My site is USGolfEvents.com. It gives you a free website for your event, allows people to pay online, and network with one another. I also give you tips on how to go through the planning process. It's free, so I hope you try it.
Good luck.

[Imprintgolf.com]

For anyone needing golf tournaments, awards, or promotional products, I will be happy to help with suggestions. Please see our online catalog at GOLF AWARDS: Golf Tournament Gifts and Golfer Outing Awards like tee prizes. We will print your logo or mascot on anything. Please use our "general search" button to find more golf products and / or promotional items that are not golf related. I can be reached toll free at 800-520-1691 x:202 if you prefer to call me directly.

Thanks!