A Guide To Running A Successful Golf Outing
A Guide to Running aSuccessfulGolf Outing
Congratulations!Your organization put you in charge of a golf outing because you’re either aveteran of these events, or you missed the last meeting when they selecteda committee chair. Lucky for you, our Glendenning Tournament Professionalshave put together this handy guide to help you in your newfound task.The purpose of this guide is to help you: Raise funds Assure participants have an enjoyable experience Make life easier for you and your teamNo Problem, My PleasureAt Glendenning, “No Problem, My Pleasure” is much more than a slogan. It’sour commitment to providing exceptional product and service. It sets thetone for our staff, our members, our guests and our corporate partners.“No Problem, My Pleasure” is a style, an atmosphere, an attitude. It’sboth tangible and intangible. It’s the manner in which we interact with ourcustomers every day. It’s the way we help you find a great tee time, or theway we host a wedding. It’s the way we serve food at the table and the waywe look after a request or answer the phone.“No Problem, My Pleasure” is the way we thank our customers for theirpatronage. It’s the pride we share as staff working at Glendenning. It’s theway we never stop improving our product and service. It’s our businessrelations with our suppliers; our challenge to the competition. It’s ourcompetitive edge!“No Problem, My Pleasure” is pride in our community. It’s everything we’vecreated here and more. It’s the care and attention we give to the finest ofdetails. It’s our desire to make you feel welcome. That’s what makes usGlendenning.Glendenning Golf Club, 120 Gabriel Road St. John’s, NL A1H 1A5PH: (709) 368-4747 FAX: (709) 368-4758www.glendenninggolf.ca pkelly@glendenninggolf.ca2
TABLE OFCONTENTS4-1314-1516-181920-21222324Planning and Outing7 Key StepsAnswers to FrequentlyAsked QuestionsHow to RaiseMONEY, MONEY, erCourse MapPower Cart and Club RentalAgreement3
PLANNINGStep 1 - Pre-PlanningPrepare a Preliminary BudgetWhether or not the purpose of yourgolf outings is to raise funds, you shouldprepare a budget. Below are some ofthe factors you need to consider as youdraft a preliminary budget. This will be auseful staring point for your discussionsabout costs and packages with yourbusiness or committee.Revenue:GolfersHole sponsorsMajor SponsorRaffleAuctionOther (see page 17-19)Expenses:Green fees & cartsFood & beverage servicePrinted material:program, postage, signs etc.Trophies/contest prizesGoodie bagNon-donated raffle prizesPhotographerMisc.4Determining Date &FormatSince the prime datesfor golf outings are inhigh demand, manyorganizations book theirevent 9-12 months prior tothe event. Therefore, yourorganization should selectseveral different datesas options before sittingdown with us. This willallow us to help you finda suitable date for yourevent.
Tournament FormatsWhether your event is for 12 or 150 people, our goal is to help you design,organize and deliver an entertaining and affordable event that elevates yourbusiness or organization.Below you will find a brief description of booking options offered atGlendenning Golf. If you have any questions please do not hesitate to call us.Shotgun TournamentA Shotgun start refers to a method in which every golfer begins at the sametime but on different holes. A great format for groups of 72 players or more,which requires exclusive access to the golf course for the duration of thegolf portion of the event. Every player starts and completes their roundat the same time, making it ideal for coordinating a post round meal andactivities.Tee Time GroupsTee time groups start their round of golf under traditional consecutive teetime format. Ideal for smaller groups with under 72 players.5
Step 2 - Discuss Policies and TermsAlcohol ServiceGlendenning Golf has a fullservice liquor license. If you’reinterested in beer, wine, andor liquor service, our Food andBeverage Manager will puttogether a quote based on yourservice requirements.Glendenning Golf remindsyou that the NewfoundlandLiquor Control Act (section39) prohibits any golfer frombringing their own alcoholicbeverages onto a licensedpremise. Additionally, the golfcourse has a legal obligationto monitor and control theresponsible service andconsumption of alcohol.Rain/Weather PolicyGolfers tend to be fanatics and willplay in almost any weather. However,there are occasions when theweather conditions could becomedangerous or cause damage to thecourse. Should we encounter thissituation, Glendenning reservesthe right to close the course. If thishappens, rainchecks will be issued tothe Tournament Organizer for eachregistered participant and meals andprize presentations will proceed asscheduled. This format benefits yourtournament as you are still providingeach person with a round of golf, mealand a prize table. If this event is afundraiser your work will not go downthe drain, along with the expectedfunds raised.Cancellation PolicyYou should be aware that most golf events are booked months andsometimes years in advance. Once your event is booked it is quite likely thatnumerous other events are turned away in order to accommodate yourgroup. This is why it is so important that before you book a date you arecommitted to making it happen. If this is your first event, we suggest thatyou be both conservative and accurate. Please review the Cancellation Policyin the contract and make sure you ask questions if you have any.6
Registration Deadlines, Guarantees and PaymentWhen sending out invitations to your event do not be afraid to ask forregistration money. Promote your event so that it is a first paid, firstregistered event that is expected to sell out. It is extremely importantto collect as much registration money as possible before the day of theevent to discourage no shows or last minute cancellations.Etiquette and Dress CodeConsider the dress code of theparticipants. Jeans , tank topsand short shorts are generallynot permitted on golf courses.Footwear should be kept to golfshoes or sneakers. Baseballcleats, soccer shoes or anythingwith a pronounced heel is notpermitted as they could damagethe greens. Also, consider theexperience of the participants.If many who will be playingare not “golfers”, you mightwant to include a brief list ofgolf etiquette in the welcomepackets, i.e. replace divots, keeppace with the group in frontof you, etc. Send out a “knowbefore you go” to all registeredattendees including directionsto the course, dress code &schedule for the day. Help yourattendees come prepared for agreat day.Sign PolicyIf you have event or sponsor signageplease let the Golf Professional knowwhere, what and how many signsneed to be displayed so that wecan be prepared. Please note thatstaples generally do not hold and willcome off in high winds and/or duringinstallation. If you need help finding asign shop to make your signs we canrecommend several.Gift Cards/Pro Shop MerchandiseWhen looking for prizes for winners,consider purchasing prizes or gift cards fromour Pro Shop. That way, winners can gettheir prize immediately and choose exactlywhat they want.7
Step 3 - Finalize Your BudgetOnce you know your fixed costs you can finalize your budget. By the way- you may be able to get corporate underwriters to cover some or all ofthese costs through sponsorships of things like golf fees, trophies, meals,etc. Keep your cash flow positive by having your golfers prepay. Include anarea on your Registration form where people can provide their credit cardor company PO number and make sure all golfers know that prepayment isrequired when they register, not at the door.Step 4 - Sales and CommunicationPrinted MaterialA successful sales effort may require the following printed materials:registration form, save-the-date postcard, letters seeking sponsorship,program with rules and agenda for the day of the event, organization banneror sign, signs for the hole sponsors, name badges, etc.Registration FormYour registration form should include an RSVP deadline at least aweek prior to the one provided by the course with your guarantee.Also, the RSVP should include request for payment.Provide space on the form for golfers to list the names of theirfoursome or others they will be playing with. If possible, this formshould also be available online with an option to pay with a creditcard.Getting this information up-front will make your life easier. Severaldays before the event you will normally be required to provide thecourse with a “players list” to identify the foursomes or pairings forthe carts and competition.Send a confirmation to player (“know before you go”) to remindthem of the event, including an agenda of activities. Includeinformation about driving range, food, map, etc.8
Organization Bannerand/or SignageEvent Program or WelcomeLetterYou need to prominentlydisplay who you are atthe event. Also, yoursponsors will be lookingfor obvious recognitionat their sponsored hole(s)or locations inside theClubhouse.You should have a “welcomeletter” on the day of theevent that is distributed at theregistration desk. An outline ofthe day’s activities will reduceyour headache from having toanswer the same question 100times. Include rules, agenda, andthe following items: Team list and starting holes On – Course Contests Sponsors Play Format and Rules Expected time of meal & prizesGive Them Somethingto RememberYou want your players toremember you long afterthe round of golf is over.Give them something thatlasts, something to take withthem, like a photo of theirteam, a wind shirt, cap, boxof golf balls, BBQ utensils,clock, etc. Be creative. Youwant them to come backand play in your event nextyear. If you are giving awaya clothing item make sure itis tasteful and is somethingyou could see them wearing,or you are just wastingmoney. If your guests arebusiness people and arenormally well dressed, don’texpect them to wear aninexpensive, ill fitting golfshirt. Our Golf Professionalcan provide many optionsand price ranges through ourCorporate Golf Catalogue.9
Step 4 - VolunteersContestsTwo volunteers are needed on any hole that involves a contest awarding asubstantial prize or hosts a fundraising initiative.RegistrationYou will need at least two people to service the registration table. This iswhere you will get a final headcount on how many have actually attendedthe day of the event. It is also where you will hand out any welcomepackets, info sheets, etc.Fund Raising TableYou will need two people to staff the Fundraising Table. This is where youcan generate additional funds through sale of Mulligans, String, 50/50tickets, etc. It is best to do this away from the registration table so that itdoes not create a backlog of people checking in.Event TasksThere are several areas where you will need help such as: stuffing the lootbags, collecting prizes, picking up sponsor signs, etc.Photographer/VideoDocumenting your event is important and provides a great marketing toolfor your next event. Whether you hire a Professional or have an ‘expert” onyour staff, it is customary for them to be stationary on one of the contestholes or travel the course with the Players Assistant to capture the goodtimes. Words of caution – when taking pictures, have a system of identifyingthe golfers. It is amazing how all the groups begin to look alike!10
Post Golf Set-UpIf you are providing a meal at the end of the round please co-ordinate thestart time with the Banquet Manager. A nice touch is to provide appetizerswhen the first of the golfers return to the clubhouse. They will be hungryand thirsty. Have your trophies and/or prizes displayed. This is also a goodtime to display photos from the day. Glendenning recommends you haveyour award ceremony scripted to ensure you mention all sponsors andsuppliers for the day, including thanking the volunteers. And, don’t forget tomention the purpose for the outing and thank the organizers on behalf ofthe event. Awards and prizes can be handed out during or after the event orfood service.Step 6 - Awards and PrizesKeep it ShortAfter a full day of golf and being outside, the one thing golfers all agree on isthey don’t want to hear long speeches, or sit through poorly organized prizedrawings. Therefore, be organized and brief as you announce winners awardprizes, and thank sponsors. The faster you can get through this part of theday, the better the golfers will like your event.TIPTIPUse your prizes wisely. Use your best prizes in raffle drawings thatbring in revenue rather than awards to team winners or thosehitting the longest drive, closest to the pin, etc. These skilled (orlucky) golfers deserve appropriate recognition and mementos, butnot revenue– producing prizes. Instead of quality, try quantity andsend everyone home with something.11
PhotographyDocumenting your event will ensure your participants remember yourouting for years to come. We recommend that you take many pictures, evenvideotape if available. T eam Photos: Choose a tee box where you can set up a tri-pod and stillphotographer. Photograph each team and then display the photos for allto see. Give the photos away as a gift at the award dinner (or sell them asanother fund raiser). If you frame the photo, be sure your tournament’sname or company name is on it so they will remember you. I ndividual Photos: Photos of the golfer in action are great giveaways withthe group photo. A ction Photos: Have a photographer drive around the course during theouting in a golf cart and take photos of the golfers on the course. Takesome unique photos; golfers looking for balls under trees, etc. Displaythese for some extra laughs. V ideo: Take footage of all the golfers throughout the event and puttogether a collage to show or sell. You can also put this on your website.12
Step 7 - Wrap Up and Follow UpSuccessful organizers keep working even after the event is over. Here isthe list of things that will ensure your event is successful this year and foryears to come.Balance the BudgetIf your event was a fundraiser make sure you determine how muchmoney you made. Make sure the amount is announced during the prizepresentation.Pay all the BillsMake sure you pay all the bills in a timely manner.RecapAbout two weeks after your event have the committee and the GolfProfessional sit down and discuss the things that went well and what couldbe improved for next year.Send “Thank You” NotesShow your appreciation to golfers, volunteers and sponsors.Create or Update Your DatabaseKeep track of everyone! The easiest way to sell out your event next year isto contact the people who had a good time at the last one.Thank You13
QUESTIONSFrequently Asked QuestionsCan we bring our own food and/or beverage?In order to maintain and ensure numerous Health and Liquor guidelinesare being followed, Glendenning must provide all Food and Beverageservice on our premises. Glendenning provides a full service Food andBeverage operation. Our Banquet Manager would be glad to discussyour event with you and provide a detailed quote.How long will the event take?The golf portion will vary, but a rule of thumb is 5 hours for shot-gunstarts. For tee times you should allocate 4.5 hours, plus the timeit took to get your golfers started on the course. If there is a foodservice afterwards, our Banquet Manager can provide you with a timeestimate to serve everyone.What happens if we have a lot of no-shows?If you have booked a Shotgun format you are obligated to pay the fullfee regardless of how many people attend. If you book a tee Timeformat you are obligated to pay for the number of people as agreed toin the cancellation policy of your contract.What about spectators?Visitors are usually prohibited from driving around the course. Doing socould be dangerous, especially when they don’t know their way aroundthe course. Our Players Assistant can normally assist in moving keyvolunteers or VIPs around the course.What do I need to know about minors?Liquor control is the #1 concern on the golf course managers mindwhen mentioning minors. If you’re inviting a younger crowd, keepin mind that your outing can’t change liquor laws - consumption ofalcohol by someone less than 19 years of age is against the law.Other things to consider are pace of play, golf etiquette, and powercart guidelines. Some younger players may have the skill for golf,however, others may not know about golf etiquette and theirinexperience could slow up the play. Also, because of liability issues,most courses require a valid driver’s license in order to drive a cart.14
What about signs on the course?Before you order any signs please check with us for any specific guidelinesor restrictions that may apply. Sign frames with wire posts are commonlyused by outings and cause very minimal damage to the course. If signs aremounted on wooden stakes make sure they are fastened with screws andwashers and the stakes are sharpened for easy installation.How does hole-in-one insurance work?It’s really very simple. The outing decides on a prize, like a car, andpurchases Hole-In-One insurance based on the value of the car, difficultyof the hole, and other factors. If someone does get a Hole-In-One, theinsurance policy covers the cost of the prize. Two volunteers are requiredby most companies to witness all shots. We can help you with this if youhave any questions.Are there rules for a standard golf scramble?You should state a set of rules in your printed material, especially if you’replanning to give away valuable prizes. The following is a standard set ofrules for an 18-hole, shot-gun start, golf scramble:*Sample Scramble RulesEach team member tees off, men from the appropriate Men’s tee andwomen from the appropriate Ladies tee. The team decides which tee shotis in the best position and each team member places their ball within 12inches of the best ball, but no closer to the hole. If the selected shot is in abunker or water hazard, all shots must be played from the bunker or waterhazard. Also, if the selected shot is off the green, all shots must be playedfrom off the green. This process continues after each shot until the hole iscomplete.Each team member’s tee shot must be used at least three times. Yourscorecard must indicate where each player’s three tee shots were used.One score is recorded for the team while moving to the next hole.The scorecard indicating the team’s correct score must be submitted tothe score keeper immediately upon completion of the 18 hole round inorder to be eligible for prizes. In the case of ties, the winning teams will bedetermined by comparing the most difficult to the least difficult hole, ratedby men’s handicap, until the tie is broken.*Check with our Golf Professional for rules on other scramble or format variations.15
MONEYWays To Raise In addition to golfer registration, there are many other ways to increaserevenue and reduce expenses at your golf outing. Our Golf Professional cansuggest the best holes and games for your event.Hole SponsorshipsPerhaps the easiest wayto raise money is to sellhole sponsorships byplacing corporate signageon each hole. Companiescan also sponsor thepractice green, drivingrange, etc. Rememberto thank all sponsorswith appropriate signsand mention them inyour program. Separatecompeting companies;in other words, don’t putLabatt and Molson on thesame hole!Corporate SponsorsThe best way to sell a corporate sponsorshipis to have them underwrite a portion of yourevent. Some opportunities for CorporateSponsorship include: Company A pays for the Power Carts Company B pays for the tee Times Company C pays for the meal Company D pays for the Raffle prize Company E pays for the Putting Contest prizeRaffle TicketsThis is where you want to offeryour most valuable prizes. Useyour raffle to make money. Putyour best prizes into the raffle- not as gifts to the winners ofyour skill competitions. Have
registration form, save-the-date postcard, letters seeking sponsorship, program with rules and agenda for the day of the event, organization banner or sign, signs for the hole sponsors, name badges, etc. Registration Form Your registration form should include an RSVP deadline at least a
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