Here are 18 steps to follow to ensure your charity golf tournament is a great success.
Step 1 – When planning your event you must have some target in mind that you would like to achieve for the given charity. Some examples to follow are: How much are you trying to raise, the purpose of the event, when and where will the event be held, who is your target golfer and what is their profile, how many golfers would you need and their availability for the event, and lastly what sponsors would you need and at what level.
Step 2 – A good idea is to give a brief job description with set goals for each committee chair member. Recruit six to twelve volunteer chair members this is one for every top position, and then let them recruit their own team. Remember to train volunteers properly with plenty of motivation and praise when they meet their goals of gifts and prizes. Also, always have a contact list for all committee members.
Step 3 – When working with the golf course be flexible as this may help to save you money. Try to be flexible with your dates as off-peak season may be best and you may get a better rate. It is best to secure your chosen golf course six months in advance.
Step 4 – You should find a format that suits both your golfers and the event; you don’t have to choose the same format every year. To help choose a format consider the caliber of your golfers, conduct a small survey to see what they like and have a goal in mind as to how much money you would like to raise.
Step 5 – The sponsors are one of the most important components of the event given the fact that they are the ones giving the money for the event. The more sponsors you have the more you make. If it is big money you would like, consider asking some big companies for sponsorship as long as they get something to benefit their company, such as a golf tee sign.
Step 6 – It is important to promote your event. The three objectives in promotion are exposure for recruiting golfers, your event or fundraising organization, and your sponsors. There are many promotional ideas for you to use. You can use local radio shows, local newspapers, brochures, mail direct to specific industries and put some ads in trade magazines. Don’t forget to use the event beneficiary in your promotional materials.
Step 7 – There is a simple step to recruiting golfers. When recruiting committee members hope to try and choose nine who are golfers, who they themselves can recruit four other golfers, of which they can bring a team of four players. Alternatively, an idea is to try to sell 36 teams to 36 sponsors. A sell out for a golf event is 120 to 144 players or 30 to 36 groups.
Step 8 – When talking of gifts and prizes the best quality gifts you have to offer will go a long way in securing an event for you to organize the following year. Nothing speaks louder than word of mouth. Logos with your sponsors name on the gifts, prizes, and hole sponsor signs are also a good idea of which the sponsors will notice.
Step 9 – Try and make your golf event something for everyone to enjoy, you could have some games and contests later in the event; this is a sure way to make lots of money. The more fun people have at these events the more relaxed they feel into spending money.
Step 10 – Have a friend or professional photographer take photos of the event, of people having fun, group photos, and golfers taking their shots. If you have a professional photographer, he may do it free so he can promote his business.
Step 11 – A good idea to generate money is to purchase Hole in One Insurance; this will provide coverage for you in case someone hits a hole in one. The rule is that the shot must be done on a par 3 and you will need a witness to volunteer. Offer great prizes like a small vacation, watches, or big prize money.
Step 12 – Have lots of big golf sponsor signs and banners with sponsor’s names on it. Any potential sponsors at the event will take note of this.
Step 13 – Have auctions at the event and get a person to bid for one of the golfers to be their caddy for a game of golf. Anything that is fun and generates money could be included in the items to be auctioned.
Step 14 – Having an awards ceremony make it memorable and fun for people to remember. Include the sponsors, any individual who was a key helper in the event, and any of the volunteers.
Step 15 – Make sure your committee has ample time to help organize the event. Some bookings may have to be done a year in advance; you can never plan to early when organizing a charity event.
Step 16 – Remember to keep a record of income and expenses. A normal event can raise 5,000 dollars and sell sponsorships to help cover the cost. Treat the event as if it was your business and never spend more money than you bring in.
Step 17 – Try to keep calm and organized at the event and make sure everybody is fully aware of the times of all the different events and where they are. Relax, smile, and have fun. If everybody sees the organizer happy then they will be to.
Step 18 – This event can be the start of next year’s event at the awards ceremony so sign golfers up for next year. Get contact numbers from all participants, talk to sponsors for next year and stay in touch with as many people that you can.
Author: Kevin Kirkpatrick – The Whiners Golf