6 Months Out

Venue & Date

Research and visit 2-3 potential coursesConfirm date, rain date policy, and booking depositVerify shotgun start availability and max player countConfirm cart rental pricing (included or extra)Check clubhouse/tent availability for awards dinnerReview course signage rules for sponsor bannersDetermine event format (Scramble, Stroke, Stableford, etc.)Set preliminary budget with revenue targets

4 Months Out

Sponsors & Committee

Create tiered sponsor packages (Title, Hole, Contest, Cart)Build target sponsor list (aim for 2x your target number)Begin sponsor outreach with package proposalsRecruit committee members and assign responsibilitiesDesign event branding (logo, colors, tournament name)Set up tournament management softwareCreate event page with format details and course infoSet registration pricing (early-bird and regular)

3 Months Out

Registration & Promotion

Open online registration with payment processingSend save-the-date emails to past participantsPost event on social media with registration linkShare event on golf community boards and club newslettersList event in local event calendars and discovery platformsOrder prizes and awards (trophies, gift cards, baskets)Coordinate catering menu with the course (lunch/dinner)Confirm volunteer needs and begin recruiting

1 Month Out

Logistics & Details

Finalize player list and create foursomes/groupsAssign starting holes for shotgun startSet up scoring system and configure event formatCreate and print hole sponsor signsOrder event swag bags if planned (balls, tees, branded items)Send players a pre-event email (schedule, format, what to bring)Confirm contest rules and prize values (closest to pin, longest drive)Prepare raffle/auction items and ticket pricingSet up fundraising activities (mulligan packs, donation tracking)Test mobile scoring with a sample round

1 Week Out

Final Preparations

Send final reminder email with day-of schedulePrint scorecards (backup for mobile scoring)Prepare registration table materials (name badges, player bags)Confirm volunteer assignments and arrival timesWalk the course to verify contest hole locationsCheck weather forecast and prepare contingency plansConfirm catering headcount and dietary requirementsPrepare awards ceremony script and thank-you acknowledgmentsTest leaderboard display setup (TV, projector, or shared screen)

Day Of

Game Day

Arrive 2 hours before first tee timeSet up registration table and check-in systemPlace sponsor signage on all designated holesSet up contest markers (closest to pin, longest drive)Brief volunteers on roles and emergency contactsWelcome players, explain format and rules (keep it brief)Announce shotgun start and send groups to their holesMonitor live leaderboard and resolve scoring questionsTrack contest results in real timePrepare awards ceremony while groups finishRun awards, announce fundraising total, thank sponsors

Post-Event

Follow-Up (Within 1 Week)

Send personalized thank-you emails to all playersShare final results and leaderboard linkSend sponsor ROI reports with impression dataPost event highlights and photos on social mediaGenerate and share social media cards for winnersCollect feedback from players and committeeReconcile budget and finalize fundraising totalSend donation receipts for tax purposes (charity events)Debrief with committee — what to keep, change, or add next yearSend save-the-date for next year's event