Jackson Reid
Golf outings are a great way to get out of the office and build relationships with co-workers or clients. They can also be used for fundraising, customer appreciation, or networking. Golf outings can be planned by people who aren't golfers, but it's important to know the purpose of the event and set goals. Selecting a suitable venue is critical, and the location, quality of the course, and overall service and amenities are key factors. It is also important to determine a budget and secure sponsorships. Golf outings can be made memorable by including additional activities such as a poker tournament, and providing free food and beverages.
| Characteristics | Values |
|---|---|
| Purpose | Fundraising, customer appreciation, networking, competitive fun, etc. |
| Planning | Set goals, select a committee, determine the budget, select a venue, etc. |
| Registration | Use online registration for ease of use and organisation. |
| Timing | Allow at least six months for planning and promotion. |
| Attendees | Coworkers, clients, golfers, donors, sponsors, etc. |
| Activities | Golf, poker, team-building activities, banquet or dinner, etc. |
| Gifts | Local businesses or renowned individuals may offer gifts and coupons. |
| Food and Drink | Common to provide free food and beverages at the beginning or halfway through. |
| Business Talk | Keep business talk light, but it's a chance to network and get contacts. |
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What You'll Learn
Planning and preparation
Planning a golf outing can be a daunting task, but with the right preparation, your event will be a success. Here is a step-by-step guide to planning and preparation:
Establish a Committee
Firstly, you will need to assemble a team. Depending on the size and scale of your event, you may need to appoint chairpeople to handle specific areas. Suggested roles include a golfers chairperson, a marketing and PR chairperson, and a sponsorships chairperson.
Determine the Purpose
Before you begin planning, it is important to establish the purpose of your golf outing. Are you hosting a tournament for fundraising, customer appreciation, networking, team-building, or just for fun? Knowing the overall purpose and setting goals will help guide your planning process and ensure a well-structured event.
Set a Budget
Determine your budget and how much money you can spend on the event. This will inform your spending and give you an idea of how much revenue you should aim to receive from sponsorships and fees. If you plan to charge entrants a fee, you can calculate a per-head cost by dividing the total cost by the number of players.
Select a Date and Venue
Allow at least six months for planning and promotion, and choose a date that gives attendees enough time to plan and attend. Don't forget to select a rain date that is suitably spaced from the main date. When it comes to the venue, take your time to consider different golf course options. Look for a well-designed, well-maintained course with good amenities and support for hosting tournaments.
Secure Sponsorships
Reach out to local businesses and corporate sponsors to secure sponsorships. Digital sponsorships can be a great way to offer exposure to sponsors, and they tend to have lower expenses compared to traditional branded pieces.
Handle Registrations
Use online registration to streamline the process and make it easier for golfers to sign up. If you are doing a shotgun start, be sure to communicate to golfers which hole they will be teeing off at. If not, ensure they know their tee times.
Prepare the Venue
Arrive at the course early on the day of the event to do a walkthrough and meet the event staff. Set up any signage and the registration booth, where you can distribute the itinerary and any tee gifts.
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Budgeting and sponsorship
It is important to be strategic with sponsorships. For example, a particular company could sponsor lunch, and this would be acknowledged with signage at the event. Group discounts may also be available for large outings, reducing the cost per player and increasing the potential fundraising margin. It is also important to track expenses and adjust the budget in real time. This allows for flexibility, such as shifting funds from catering to prizes.
When creating a budget, it is important to consider the revenue that will be brought in by sponsorships and fees. Working out a per-head cost is a good way to determine how much to charge entrants. To do this, calculate the entire cost of the tournament and divide it by the number of players. You can then add on an additional margin for profit, charity, or error.
To secure sponsors, it is important to target the right businesses. Start with those you already have a relationship with, such as corporate entities owned by volunteers or board members. It is a good idea to offer sponsorships at different price points to allow businesses with different budgets to get involved. You can also work with sponsors to create custom sponsorship packages. Digital sponsorships can also be sold at a premium, giving sponsors exposure to a new audience.
Venue choice is critical when planning a golf tournament. The location, quality of the course, and overall service and amenities are all important factors. It is also beneficial to select a course that will actively assist in hosting the tournament. This can take a lot of work off your shoulders and help ensure the day is a success.
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Choosing a venue
First, decide on a budget. This will determine how much you can spend on the venue and other aspects of the event, and it will also give you an idea of how much revenue you need to aim for from sponsorships and fees. If you plan to charge entrants a fee, you can calculate a per-head cost by dividing the total cost of the tournament by the number of players.
Next, consider the location. If your event is local, you may want to choose a venue that is conveniently located for most attendees. If many golfers will be travelling to the tournament, it's a good idea to choose a date and venue far enough in advance for people to plan. Don't forget to select a rain date that is suitably spaced from the main date, and check that the venue can accommodate this.
Now you can start looking at specific golf courses. Consider the playing conditions—is the course well-designed and well-maintained? Is it fun and challenging? Also, think about the support that different venues can offer. Some courses will actively assist in hosting tournaments, which can take a lot of work off your hands and ensure the day is a success.
Other things to consider when choosing a venue include:
- Whether they provide carts, and if there is an extra charge for these
- Whether they can provide additional staff such as caddies, officials, catering, and clean-up staff
- Whether they can provide food and drink—it is common to give out free refreshments either at the beginning or halfway through the round
- If they can accommodate any after-golf events such as a banquet or dinner
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Golf tournament format
Match Play
Match Play is a hole-by-hole competition where golfers are paired up and compete against each other in a head-to-head match. The golfer who makes the best score on an individual hole wins that hole, and the winner of each match advances to the next round until only one player remains. This format can be exciting and unpredictable, making it popular for professional tournaments and casual golfers alike.
Stroke Play
Stroke play, also known as medal play, is an 18-hole cumulative score competition where each golfer competes against the course, trying to outperform their fellow competitors. The golfer with the best overall score after 18 holes wins. This format is used in almost all professional tournaments and is a good choice for beginners to learn first.
Net Stroke Play
Net Stroke Play is similar to Gross Stroke Play, but it levels the playing field by using handicaps to adjust each player's score based on their skill level and the difficulty of the course. This format provides an equal chance of winning for all players and is the most popular for golf tournaments due to its fairness and ease of understanding.
Scramble
Scramble tournaments involve teams of 2, 3, or 4 golfers. Each team member tees off on every hole, and after the initial tee shots, the team selects the best shot. Each team member then plays their next shot from that spot. This process continues for the rest of the shots on the hole, including putting. Scramble is often played as stroke play, with the team accumulating the lowest cumulative score after 18 holes winning the tournament.
Skins Game
The Skins Game format can be played individually or as teams. Each hole is worth a "skin", and the golfer with the lowest score on a hole wins the skin. If there is a tie, the skin carries over to the next hole. The player or team with the most skins at the end of the game is the winner. Skins games are popular as betting games, with each player typically contributing their own money to the pot.
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On-the-day logistics
On the day of your golf outing, arrive at the course early to do a walk-through and meet the event staff. Set up any signage for the event and your registration booth. At the booth, distribute the itinerary for the event and any tee gifts if you are doing a shotgun start.
If your golf outing is for networking and building relationships, consider having an awards ceremony, trivia games, or other social activities. If you are raising money for charity, consider a silent auction or raffle tickets. You could also add fun contests and activities on the golf course, such as the longest drive or closest to the pin. These ideas are great ways to keep guests engaged and excited throughout the day.
During the game, it is important to remember to keep business talk light. Golf outings are a chance to network and build relationships, but they are also an opportunity to get out of the office and have fun. Be respectful and happy when you hit good shots, but don't go overboard with your celebrations. If there is alcohol, it is fine to have a couple of drinks, but don't go overboard.
After the game, it is customary to plan a meal or reception to thank your guests for attending and show your appreciation for their support. This can be as casual or formal as you'd like, depending on the theme and purpose of your golf outing. It is also a good opportunity to distribute prizes to the winners.
Finally, don't forget to send a quick email to all the players, sponsors, donors, staff, and volunteers to thank them for their support.
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Frequently asked questions
First, establish the goal of the outing. Then, create a timeline and checklist for tasks such as setting a budget, choosing a location, obtaining sponsorships, and marketing the event.
Consider all the expenses associated with your outing, including the cost of golf, food, drinks, prizes, transportation, entertainment, and staffing. Try to secure sponsorships or ask participants to chip in on golf fees to reduce costs.
A shotgun start is when all golfers begin playing at the same time but from different holes. Each golfer still plays all 18 holes, but the order is different. For example, if you start on hole 13, your last hole will be number 12.
It is recommended to wear a collared shirt and other typical course attire. You can also order custom apparel for your group with your company logo or other designs.
Be early, bring cash, and consider buying a round of drinks. Keep business talk light, but view the outing as a chance to network and get contacts for follow-up. Enjoy yourself and send thank you notes or messages the next day.
