Producing a Successful Golf Tournament Raising Money & Raising Awareness Presented by: The Courses at Forest Park Matt Kaiser – Director of Golf Aaron Loehr –Event Manger Kevin Kroll –Director of Tournament Sales Jeff Raffelson –General Manager
What Do You Hope to Accomplish?• Raise Money for an Organization, Association, or Charity• Raise Money for a Scholarship Fund• Are you trying to build awareness?
Let’s Get Started• Golf Course• Date and Time for the Event• Expected amount of Golfers
Public vs Private Golf Courses Public Private• Price • Exclusivity• Date Availability • Desire to play a• Willingness to work course that you with groups of any size would normally not• Course could be open be able to play to the public depending • Selective on Groups on the size of your • Date Availability event• Unique Features
What Size of Venue are You Looking For?• 9 Hole Facility – Up to 72 Golfers• 18 Hole Facility – Up to 144 Golfers• 27 Hole Facility – Up to 216 Golfers• 36 Hole Facility – Up to 288 Golfers
Where is the Golf Course Located?Ask yourself a couple of Questions• Where would you get your biggest draw?• What kind of atmosphere are you looking for?• There are some courses that people will drive to because your event is there.
Date and Time• Are you looking to play early or late in the Season?• What Time are you looking to play? AM vs. PM• General Rule: If you get to pick the date and time the course gets to pick the price. If you want to pick the price, the course gets to pick the date and time.
Tournament Planning 101• Decide on a Tournament Chair -This person will ultimately be making all of the decisions. -The vision of the Chair will ultimately reflect in the success of the tournament. - Honorary Chairman
Tournament Planning 101• The Role of a Committee - Used to divide up the amount of work. - Collaborate to make smart decisions. - Bring in Tournament Participants. - Bring in Sponsorships
Tournament Planning 101• Tournament Volunteers - How Many? - What will they do? - Where do I find them?
Tournament Planning 101• Event Planners - When are they appropriate? - Put together tournament material - Logistical Issues - Silent and Oral Auction
Formats and Contests• Scramble • Longest Drive/Putt• Shamble • Closest to the Pin• Stroke Play • Straightest Drive• Golf a Thon • Buy a Birdie• One Club • Throw the Ball • Buy a String • Marshmallow Drive
Where are you Going to Raise Money?• Player Entry Fees• Sponsorship• Silent Auction• Oral Auction• Golf Course Games/Gimmicks• Raffle• 50/50
Tournament Packages What are you going to offer to each golfer?• Breakfast or Lunch • Bag Drop• Dinner • Golf and Carts• Appetizer Package • Goodie Bags• Drinks on the • Shirts Course • Golf Balls• Open Bar • Tees• On Course Food • Attendance Prizes Package • Prizes for Winners
Getting Players• Getting Players – Publicity (Start Advertising) • Word of Mouth • Flyers/Brochures • Signs/Banners • Church or School Publications • Social Networks (Facebook/Twitter) • Email Blasts • Radio • TV • Newspaper/Magazines
Getting Players• “Don’t Play Together” – Each committee member or volunteer responsible for 2 teams (8 Players) – Encourage friends to split up – branch out – Establish Early Entry Incentives • Cardinals Tickets/Raffle – Collect Golfer Info – Start Database for Next Year’s Event
Getting Sponsors• Sponsors are Essential for producing a successful tournament – Work with Local Businesses (Sell the value of their sponsorship) – Create Sponsorship Levels • Title Sponsors ( ie. Eagle, Birdie, Bogie) • Lunch & Dinner Sponsor • Beverage Cart Sponsor • Holes Sponsor • Contest Sponsor • Hole-N-One Sponsor – Sponsor Signage
Tournament Timeline• 12 Months In Advance – Select Course, Date, & Time – Establish Goals – Pick a Chair & Develop Committee – Start Sponsor Search• 6 Months In Advance – Pick/finalize food & beverage menu – Establish Entry fees, deadlines, etc… – Develop Committee Plan – Start player search
Tournament Timeline• 3 Months in Advance – Start Advertising – Direct committee focus to finding players/sponsors – Finalize tournament activities • (ie. Guest speakers, contests, entertainment)• 1 Month in Advance – Confirm Shotgun Start/Tee Times – Confirm Food & Beverage – Create Program Guide – Meet with golf course to discuss tournament set- up & logistics
Tournament Timeline• 7 Days Out – Confirm Final Number – Coordinate w Volunteers/Committee• 3 Days Out – Final Pairings – Confirm Contest – Final Walk Through
Tournament Day• Develop Tournament Schedule – Coordinate Committee and Volunteer Arrival Time – Volunteer Registration or Hole Placement – When to start registration? • Typically 1 ½ Hours before Tee-Off – Announcements, Start, and expected Finish • Start 7:30/Finish 12:30 • Start 1:30/Finish 6:30 – Breakfast, Lunch, or Dinner • Lunch during registration • Dinner – coordinate with scoring/auction – Awards Ceremony – Auction
Tournament Logistics• Registration – Capture Golfer Info • Allow room to register numerous golfers at a time – Capture Additional Revenue • Allow room to keep selling – Raffle Tickets – 50/50 – Mulligans – Games - Get Creative (Put the Sting, Sell a Skirt) – Sell Merchandise (T-shirts, Nike Apparel) – Goodie Bags
Tournament Logistics• Sign Placement – Most Courses will provide this service• Foursome Photos – Check with course for preferred venders or in-house photos• Announcements – Recognize your sponsors, thank your guest – Courses typically handle rules, games, etc…• Contests – Traditional (Closest to the Pin/Longest Drive) – Buy a Birdie – Pro or Tiger Drive• Scoring – Flights • Flights should be determined by amount of golfers or prizes available – Prizes • Save yourself money! Solicit golf courses for rounds of golf• Auction Silent or Live
Post Tournament• Send out thank you letters to: – Sponsors – Donators – Players• Perform an evaluation on Tournament – Takes Notes (What can you do better next year?) – Provide the Golf Course with Feedback• Book or Set Up Potential Date for Next Year
Thank You! & Good Luck!Let us know if we can help you in the future 314-367-1337