Golf Tournamnet


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Golf Tournamnet

  1. 1. Golf Tournament 2009 By: Becca Amacker, Amanda Branom Kelly Davis, Kelly Frey, Laura LaRosa, & Sharilyn Sujata
  2. 2.  What:  When: Mark Bostick golf course in Gainesville,  Where: Florida at 8:30am To raise funds for a new Health Science  Why: Medical Education building and awareness of why students need a new building
  3. 3. Target Group  Former med-student graduates from UF who live in Florida, Georgia, and North Carolina  Participants are allowed to bring friends of any stature  Alums who might be willing to pledge $25,000 over five years to build the new facility  Expecting around 80 men and women to sign up
  4. 4. Mark Bostick Golf Course  It is located less than a mile from UF campus  Situated on 110 acres of heavily tree-lined, softly rolling terrain  The 18-hole, Par 70 course  Length of 6,700 yards from the Gator tees  Has four sets of tees for all levels of players.  The course went through a $4 million renovation in 2001, which included:  New tees and fairway green surfaces  140-plus bunkers  Triple row irrigation  A newly designed practice facility for the teams.
  5. 5.  The $1.8 million dollar renovation of the club house was finished this year (2008) which was a $1.8  remodeled the entire inside of the building and expanded the interior to the outside existing walls  We chose a date after this renovation was complete so we didn’t have to worry about the construction
  6. 6. Maps to Golf Course
  7. 7. Timeline 6 Months Out 6 Months Prior: Hire event staff, reserve location, establish goals for tournament, come up with event name, begin initial contact with title sponsor 5 Months Prior: Design save the dates, create sponsorship letters, reserve food and beverage for event, create skeleton website 4 Months Prior: Begin sending out sponsorship letters, contact hole and cart sponsors, send out save the dates, create registration form 3 Months Prior: Post registration form online, ensure website is finalized and up & running so golfers can register online, create advertisement, order shirts or golfers, event staff, and volunteers, send official invitations with registration form to alumni 2 Months Prior: Find and confirm volunteers for day of event, place advertisement in local newspaper, order banner, hole sponsors signs, and cart sponsor signs, establish risk management plan with golf course 1 Month Prior: Meet with volunteers to give them job description and an orientation meeting, confirm all vendors and sponsors, be sure all contracts are signed and filed 2 Weeks Prior: Event staff meets at golf course with their staff to go over the day of tournament schedule 1 Week Prior: Pick up hole sponsor & cart sponsor signs from printer, confirm again times and quantities with food vendors Day Before: Meet with volunteers and give them their day of duties and t-shirts, have big banner hung, place cart signs on golf carts, have hole sponsor signs put in ground, organize and design dining area
  8. 8. Day-of Timeline 6:30 a.m. Event Staff arrives 6:30 -6:45 a.m. Volunteers arrive and check in with event staff 6:45- 7:00 a.m. Volunteers post directional signs & signs for parking, begin to direct cars and golfers as the arrive 7:00-7:15 a.m. Panera arrives with breakfast & sets up 7:15- 7:30 a.m. Set up registration table and banner 7:30-8:15 a.m. Golfer registration and continental breakfast 8:15-8:30 a.m. Welcome talk, general explanation of rules and the schedule for the golfers 8:30-12:00 p.m. Actual tournament for the golfers, volunteers-ensure that the hole sponsor signs do not fall, attend to golfers needs, clean up breakfast and set up dining room for lunch 11:30 a.m. Lunch arrives and is set up in dining room 12:00-1:30 p.m. Golf tournament is over, buffet lunch for golfers 1:30- 2:00 p.m. Dean speaks, closing talk thanking the golfers for all of their dedication and contributions 2:00-2:30 p.m. Volunteers help golfers with their bags and clubs to their cars 2:30-4:00 p.m. Event staff and volunteers clean up after event, take down all hole and cart sponsor signs, clean dining area, remove all trash, meet with golf course staff to ensure everything is cleaned and put back the way according to the contract 4:00-4:15 p.m. Closing meeting for event staff and volunteers, event staff thanks volunteers, leave golf course
  9. 9. Website and Advertising  An informational article was published in the Alligator newspaper  Because the event is invite only, not much advertising will be done  Any articles published will give general information about the new facility and how one can donate if they would like to
  10. 10. Entry Form UF College of Medicine Golf Scramble Entry Form Saturday, March 21, 2009, 8:30 a.m. Registration and Breakfast at 7:00 a.m. The Mark Bostick Golf Course at the University of Florida Address: 2800 SW 2nd Ave, Gainesville, FL, 32607 ELIGIBILITY AND PAIRING: Physicians who graduated from the University of Florida College of Medicine Entries will be accepted on a first-come, first-served basis. Limit: 80 participants. Please indicate on this registration form if you wish to be paired with someone in particular. Every effort will be made to accommodate you. Note that your average score or handicap must be indicated on the registration form. TOURNAMENT FORMAT: 4-person scramble (Soft spikes only) FEE: $125 per person. Fee includes lunch, cart, green fees, range balls, and drinks. CHECK-IN: Will begin at 7:00 a.m. Shotgun start at 8:30 a.m. Lunch will follow the golf tournament at the clubhouse. PRIZES: 1st Place Team; 2nd Place Team; 3rd Place Team; 4th Place Team; 5th Place Team; Closest to the Hole; Longest Drive; Longest Putt Made GOLF ENTRY FORM Name:_____________________________________________________________________________ Golf Sponsor: Yes ___ or No ___ Address:___________________________________________________________________________ Telephone: Home:_____________________________ Office:______________________________ Average Score or Handicap____________________________________________________________ Name of Requested Scramble Partner or Partners, if any (partner must fill out a separate entry form): ___________________________________________________________________________________ PAYMENT Check is enclosed. Make payable to University of Florida Office of Alumni Affairs OR Please charge my VISA MasterCard *In case of rain, there will only be rain checks if you haven’t completed the first 14 holes. Complete rain check for holes 1-4 and 9-hole rain checks for holes 5-13 Return completed form to: University of Florida Office of Alumni Affairs or go online at for more information.
  11. 11. Volunteers  College of Medicine students  Three event staff in charge of the med-students (expecting anywhere from 15-20)  All will wear LandsEnd collared shirts with the UF College of Medicine logo  Taken out of College of Medicine funds, not the golf tournament  E-mail sent to all possible volunteers through listserv  Volunteers will contact Katie who will then e-mail participants in the days leading up to the event  Great way to make connections & interact with doctors
  12. 12. Budget  First time event for UF Med Students and Physicians  No set budget  No expected revenue; enough donations for preliminary interest to build new medical building  High quality products vs. being price conscious
  13. 13. Expenses  $100 - 6ft Registration Banner  $100 - Décor  $540 - Hole Sponsorship Signs ($30/hole)  $560 - Panera Breakfast  $625.50 - Napolitano’s Lunch  $1160 - Save the Date invitations (1000)  $2320 - Gift Package (80 people)  $3190 - Bull Gator invitations (500)  $4000 - Rent Fees for the Golf Course Total expenses: $12,595.50
  14. 14. Revenue  80 golfers x $125 = $10,000  Hole sponsorship signs  18 x $100 = $1800 $12,595.50 - $11,800= $795.50 lost  We expect to generate revenue through the players donations, doctors who want to donate but cannot make the tournament and commitment to the “25 in 5” which is donating $25,000 over the next five years
  15. 15. Give-Aways  Duval Motorcars: Free Car for Hole-In-One  Insurance Coverage  Waived deposit of $100
  16. 16. Platinum Level ($2000)  Duval Motorcars  Includes:  the name or company logo on the welcoming banner at registration  individual hole sponsorship  advertisement in tournament program  golf for a foursome  Also providing a Mercedes-Benz for a hole- in-one car
  17. 17. Gold Level ($1000)  Dominos Pizza  Includes:  individual hole sponsorship with signage  advertisement in a tournament program  golf for two
  18. 18. Silver Level ($500)  2 Holes  Publix, Stonewood Grill & Tavern, Callaway Golf, Nike, Sprint, and Outback  1 Hole  Lowes, Target Copy  Benefits Includes:  Individual hole sponsorship with signage
  19. 19. Bronze Level ($250)  Sponsors:  Blockbuster, Panera Bread, Lowes, Target Copy, Outback, Cold Stone Ice Cream, Gainesville Health and Fitness  Benefits Include:  golf cart sponsorship with a sign
  20. 20. Donations & Discounts  Donations:  Callaway Golf- 15 golf clubs for silent auction  Play-It-Again Sports- set of golf clubs for hole-in-one  Blockbuster, Stonewood Grill & Tavern, Cold Stone Ice Cream, Gators - gift certificates to be given away in the gift bags  Discounts:  Tehema- reduced price on shirts  Sign-O-Rama- reduced price on banner  Nike- discounted golf clubs
  21. 21. Breakfast  Continental breakfast will be served from 7:30am- 8:30am during registration  Catered by Panera Bread Company  bagels, muffins, coffee, and juice  Set-up buffet style in Guy Bostick clubhouse  Food will be delivered no later than 7am
  22. 22. Lunch  Lunch catered by Napolatano's Italian restaurant  Staff will pick up lunch from Napolatano’s at 11:30am.  Golfers can eat in the clubhouse as they finish the course.  Golfers will be finishing between 12pm-1:30pm
  23. 23. Beverages  Pepsi products  Water  Gatorade  No alcoholic beverages
  24. 24. Risk Management Mark Bostick Golf Course at the University of Florida
  25. 25. Possible Threats  Weather  Natural Disaster  Personal Injury
  26. 26. Rules  Shoes - Golf spikes or sneakers should be worn at all times on the course. Football, baseball or soccer cleats are not permitted. NO BARE FEET  Players MUST hit from designated area. DO NOT hit woods on the lower level because of the danger to team practice area  You MUST have a valid driver's license to operate golf cart. Carts and pull carts prohibited from tee and green area.
  27. 27. Weather / Natural Disaster  Lightening storm  Severe rain  Extreme heat  Natural Disaster Plan  Hurricane Preparedness Plan
  28. 28. Personal Injury  Golf Tournament is full of  All staff (including DOCTORS!! volunteers) are CPR and First Aid certified  AED on site located in  Water Stations available Clubhouse all over Golf Course  Free Sun block samples  EMT notified and ready are available at check-in to assist  Hospital is less than 5 miles away  Mini First Aid kit in each golf cart
  29. 29. Any Questions?