Tag Archives: golf tournament planning

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Top 5 Ways to Have a Recurring Golf Tournament

Let’s face it, doing good for others makes you feel good about yourself and can be addicting, which is why you want to not just make this charity golf event a successful one, you want to make it a recurring event that happens year after year. Nothing feels better than that moment, after the players have gone home and the clubs are put away, when you present that check to the people who need it most, and if you follow our five simple steps, you will continue to be able to do so for years to come.

Planning

 After the flush of success from your first tournament, you may want to sit back and wallow in your achievements for a bit, but don’t do it! Now is the time to start planning for next year’s tournament while everything is still fresh in your mind! You already know the purpose of your event and can work off this tournament’s timeline, so the planning should be easier, even though the list of things to do is extremely long.

 Building Your Committee

 A charity golf tournament’s success depends on the people who work hard behind the scenes—are you happy with this year’s committee? Sign them up for next year now, but give them a little break; they’ve worked hard and have earned some relaxation time! This is also a good time to start signing up sponsors for next year while the memory of the fun they have had is still fresh in their minds!

 Marketing

 Now that you know how it’s done, you can tweak things. Put a little extra effort in one area while eliminating another that just didn’t do what you expected it to do! Start planning the theme, thinking about sponsors, and don’t forget to mention next year’s tournament when you send out thank you emails to all that helped and participated. It’s never too soon to start trying to spark interest!

 Review

 Take a minute to look over the steps for this year’s charity tournament. What areas would you like to improve upon for next year, what areas might need eliminating from the overall plan and what should you leave alone? That celebrity meet and greet garnered high returns, don’t even think of tinkering with that! If you’re happy with the course you played, reserve it for next year and perhaps snag a hefty discount! Learning is growth and you want the coming years to be profitable ones for your recurring event.

 Best Outings

 Don’t be afraid to use the most important tool in your charity golf tournament tool box—Best Outings! We’ve been doing this for years and our tips and guides can help you create a charity event that will be the talk of the town for years to come!

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The Importance of Organized Ticketing for your Golf Tournament

You’ve done all the initial planning and now it’s time to start thinking about ticketing. Registration fees should cover the bulk of your expenses, without being too costly, allowing you to use the money you garnered from the extras (raffles, celebrity meet and greets, and contests) as your profits. If not handled well, however, ticketing could cause problems of its own. We’ve compiled a list of dos and don’ts to help your tournament become a smoothly run money maker that people will want to attend year after year.

Don’t Print Your Own Tickets 

Yes, you could draw up a design and print your own tickets, but why should you? Not only will it look, dare we say it, a little tacky, the cost of ink and paper, not to mention the time involved, could be prohibitive. Today, copy centers offer great deals on bulk, imaginative, and creative design options that will give your tickets a luxury design well worth the cost, and all you have to do is pick them up! Chances are if you offer a few tickets to the owner of your local copy store (or office supply store) he or she will give you a greater discount on the tickets purchased. 

Distributing the Tickets 

Online registration works best, and for those who register online a printed sheet with a bar code will work fine, but you will want to have printed tickets on hand as well. Sell them at grocery stores, shopping malls, or just carry a few with you wherever you go; you never know when you might run into someone who is looking for a chance to join a tournament, especially when you are on the course yourself! 

Collecting the Tickets 

Plan on having at least six people available for managing check-in on the day of the tournament. Set up a table (or booth) near the beginning of the course and have it clearly marked. Use banners, signs, or balloons to direct people to the ticket table; you want people to know exactly where to go upon arrival. If you have the room for it and need a few extra participants, set up a place to sell tickets, at an increased price, near the ticket stand. Every little bit extra counts in the long run. Remember, your idea is to show a profit—your charity depends on it!

Best Outings

You can’t learn these things just anywhere. Best Outings has the experience that will help you create a profitable and fun charity golf tournament that will be a smash hit year after year. Check us out and prepare to win!

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Planning for the Right Amount of Golfers

There are many obstacles that can arise throughout the planning of a golf tournament, but the number of players participating is one obstacle you may not have anticipated. Obviously, having too few players can eat into the profits, but were you aware that having too many participants can be a problem as well? When planning for a successful charity golf event, it is important to plan for every contingency, and we’ve compiled a list that will help you plan for the right amount of players and ensure a successful tournament for this year and many years to come.

Limit the Participants

You’re probably thinking we are crazy right now, but it’s important that you don’t get too big; too many participants can lead to a host of problems, including but not limited to: long waits that suck the fun out of playing, out of control crowds leading to chaos, and even extra wear and tear on the course that could lead to extra expenses, taking money from the very people you are trying to help.

Limiting the number of participants also helps in planning your budget. Once you’ve determined how much you want to spend on the event, divide that number by the number of players and you’ve got an idea on what to charge for your registration fees, which, by the way, should not be too high; you want people to come back next year and high fees could be prohibitive to that.

But Don’t Plan for Too Few

The object of this event is to bring in more money than goes out, and no matter how many participants you have, there are some numbers that are finite: the cost of the course, the cost of the prizes, and of course, the cost of advertising. If you factor in too few participants, you could end up losing money, which does not help those you planned to give the proceeds to, and no one wants to deal with that disappointment. Be like Goldilocks and find the number of participants that is “just right,” ensuring a successful and profitable charity golf tournament for this year and many years to come. The only limit is your imagination.

Best Outings 

Finally, don’t forget to utilize the tips and guidelines we’ve compiled in our years of experience at planning successful golf tournaments. Our website has everything you need to know about planning, budgeting, and implementing a wildly successful tournament while still having fun and enjoying the day!

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Tips for Purchasing Hole in One Insurance

Hole in One Insurance is a type of prize indemnity insurance that protects golf tournament organizers from paying massive cash prizes to a golfer that hits a hole in one during the tournament. It has become extremely popular among golf tournaments. It is a very good idea for you to acquire a hole in one insurance policy. This allows you to greatly increase the appeal of your tournament without needing the cash on hand to cover the prize promised to a golfer in the event that they hit a hole in one. Here are some tips about how you should go about getting the right Hole in One Insurance for your golf tournament.

Picking your Provider

The Hole in One Insurance industry is one that has experienced great growth in recent years. With so many new firms entering the fray, there have been reports of firms issuing Hole in One Insurance without proper licensing and in some cases, they do not pay up in the event of a hole in one in your tournament. This is why it is so important to do your research before you make any commitments with a prospective insurance company.

The Better Business Bureau is a tremendous resource for those looking to pick an insurance provider. Here, you can check the firm’s record and ensure that there are no complaints against them. You can also check the A.M. Co. rating of the insurance company that the policy is written with, which will give you tremendous insight into the legitimacy and integrity of the company you might work with.

Picking the Right Coverage

You can find a wide range of insurance policies across virtually all of the companies that provide these policies. Obviously, depending on the demographic of the tournament and the cost of registration, the appropriate amount of prize money will change. It is also vitally important to read through the contract thoroughly and make sure that you understand all the terms. There are many cases when a Hole in One Insurance firm promises a certain prize for a hole in one on the 10th hole. If someone hits a hole in one on any hole but the 10th, there will be no money paid out.

Understanding the contract and the insurance provider that you choose will ensure that everything goes smoothly and you stand to benefit greatly from acquiring this insurance. Hole in One Insurance is something that will up the appeal of your tournament by adding to the excitement. Look into options for this insurance in your area.

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Tips for Catering at your Golf Tournament

Like golf, food is one of those things that brings people together. When these two things meet, there is potential for a very special event that everyone will enjoy. If you are planning your golf tournament, you might be wondering if you need to get a caterer. The answer is absolutely ‘yes!’ There are so many reasons that hiring a caterer will make your event. It is the surest way to have a delicious meal at the conclusion of your round of golf. As the food is such a big part of any event, hiring a caterer to take care of this aspect of the tournament takes a great deal of the leg work out of ensuring that it is fun and memorable.

What to Look for in a Caterer

The main thing to think about when looking for the perfect caterer is what type of food you and your tournament’s attendants would like to have. It will also depend on what type of demographic you are bringing out for the tournament and how casual you want the event to be. Maybe it would be best to have a food truck outside the clubhouse for a casual atmosphere. Maybe you want to have a more formal dining experience with tablecloths in the clubhouse, elegant place settings, and upscale food. There certainly is a caterer out there for any type of energy and taste you want your golf tournament to have. Do some research on local catering groups through services like Yelp to find out more about your options and to find the perfect caterer for your event.

How to Fund Catering

There are many ways that you can go about acquiring the funds necessary to have catering at your event. The first is by charging admission to all the players who enter the tournament. If you set a deadline for registration, then you will have the money before the tournament actually starts so you will have the money for the caterer early. There is also a lot of opportunity to have companies sponsor your event, in which case, a particular company would provide funds for the event (catering) and then they are able to advertise at the event. You can get creative as well and explore any number of different ways of raising money.

Catering is a relatively easy thing to bring to your tournament that will improve the quality of the event drastically. Keep some of these things in mind as you begin your search for the perfect caterer for your tournament.

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Accommodations for Participants

More participants equal more profits; so why would you want to limit yourself to local players only? Providing accommodations means out of town players can participate, increasing your visibility and your profit margins. Keep reading to view the list we’ve compiled for arranging accommodations for your very important guests.

Hotels

Many hotels will reserve a block of rooms at a great discount – all you have to do is ask. Depending on how large your tournament is going to be, it may be a good idea to set up arrangements at a few hotels and plan for a welcoming party the night before the big game. Most hotels will provide a 10 room block as a courtesy, with no added fees if the rooms are rented out, and if you think you might need more, just ask. It’s great advertising for the hotel.

Bed and Breakfast

Yes, this is a golf tournament, but in today’s world, women enjoy golf as much as men, so why not offer the opportunity for your participants to have a romantic getaway as well. If the tournament is being held in a tourist town, your best option for arranging discounted rooms is to hold the event during the off season. You may not be able to block rooms like you can at a hotel, but arranging a link to a local bed and breakfast on your registration page allows the B&B to have free advertising, and they may provide a greater discount for your guests.

Shuttle Service

While shuttle services don’t really have anything to do with accommodations, they can be an extremely important benefit. Out of town participants may be reluctant to drive in an unfamiliar city, so setting up a free shuttle service can be extremely helpful, especially on tournament day. Many hotels offer their own free shuttles within a certain perimeter, so be sure to utilize hotels that are close to the course, and if your first choice doesn’t offer that service, it should be easy to find another that does. If all else fails, contact your local cab and limo companies about providing discounts in exchange for free advertising. 

BestOutings.com 

Holding a charity golf tournament can be stressful and frightening if you’re doing it alone, but lucky for you, you don’t have to! We have experience and a willingness to share our knowledge with you, because we know your success is our success. You’re not in this alone!

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Five Qualities Every Golf Tournament Volunteer Should Have

A great golf tournament needs many things to be considered successful, including prizes, awards ceremonies, a great course, and plenty of volunteers to keep things running smoothly. As a matter of fact, without the volunteers, it’s unlikely you would be able to accomplish even half of what needs to be done! On the flip side, however, if your volunteers don’t have the necessary qualities or are genuinely reluctant to be a part of the big day, they can negatively affect the outcome of your tournament, limiting the chances of holding more tournaments in the future. Below is a list of what we have found to be the most successful qualities of an excellent volunteer.

  1. A Desire to Be Involved – It sounds simple—why would someone volunteer if they really don’t want to participate? Unfortunately, some people may feel they are being “forced” to volunteer or may be afraid to say no if the big boss asks them. Pick volunteers that seem as excited about the tournament as you are and try to avoid picking someone who might owe you a favor. You’ve been boss a long time, you can tell who is truly happy about something and who is not. Trust your instincts.
  2. Hardworking – Even the most excited of volunteers can put a monkey wrench in the proceedings if they aren’t willing to go the extra step and work hard. Everyone involved is an extremely crucial part of the tournament’s success and one weak link can throw every other detail off kilter.
  3. Organized – You know the type—they have the best of intentions but are so disorganized they forget important steps and end up causing a big mess which adds stress and tension to the more organized people. You don’t want to have the big day arrive and discover that the volunteer in charge of ordering the trophies forgot to send in the order form and now there are no trophies to pick up. Make sure your volunteers aren’t just eager and willing; it is important they are organized too.
  4. Honest – Volunteers shoulder a lot of responsibility, and one of those responsibilities may involve money. If you’ve seen signs of dishonesty in the volunteer at work (cheating on their time-card, not reporting all their sales) you don’t want to take the chance that the funds you’ve worked so hard to raise for the less fortunate might end up in your volunteers’ pockets.
  5. Connections – Is the mom of one of your volunteers a babysitter for a PGA professional’s sister? Does another volunteer have a second job walking the dog of a local newsperson? Is still another volunteer the second cousin twice removed of a big name celebrity? These connections can prove vital to the success of your golf tournament, bringing in more money and bigger prizes with a simple phone call.

Best Outings: Your Home for the Best Golf Tournament Planning Advice

As you can see, there’s a lot more to picking quality volunteers than just covering your eyes and pointing at the nearest employee, and we hope this list has helped you get started. For more information on planning a charity golf tournament, check out our tournament planning guide and see what all we have to offer!

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Fun vs. Competitive Golf Tournaments

Now that you have created your plan, set up a timeline, picked your volunteers, and set up a budget, what do you do next? This is the perfect time to decide what type of tournament this is going to be. Do you want a competitive game with only the best of the best, or do you prefer to have everyone get a shot and make this tournament for fun only? The planning processes for both are different, so you don’t want to advance further in the proceedings before making your decision.

Competitive Golf Tournament

If interested in a competitive tournament, you will need to capture the attention of golfers with lower handicaps, and the types of games you play will be one of the methods in which you do so. Here is a list of games that will keep the interest of a higher caliber player.

  • Best Ball – Tournament players are generally divided into foursomes; players will each take a turn and the lowest score is the one they use.
  • Medal Play – The simplest game is the best for competitive play. Every player’s strokes are counted and the lowest one wins.
  • Handicapped – If the tournament is a Pro-Am, the numbers will be a little skewed as the professionals will obviously play better than the amateurs. When handicapped, the golfer’s score is averaged out and then 20 percent is subtracted from that score, evening the playing fields and allowing everyone to have fun.

Playing Just for Fun

If you’ve determined the tournament is going to be just for fun, you have opened the playing field up to all caliber golfers and will want to de-emphasize winning. Here are a couple of games to play that will serve the purpose of only having fun.

  • Scramble – Often used during tournaments, a scramble is similar to best ball, but in this all four teammates will hit the ball from the tee, and then set their balls in the spot that is nearest to the hole for the next shot. This continues until the ball lands in the hole. The lowest score is the one the team will use for that hole.
  • Best Ball – Best ball uses the lowest score of the four golfers and is good for both competitive and fun tournaments.
  • De-emphasizing Winning – While not a game, this method is used to determine how prizes are awarded. You can offer prizes for most strokes per hole, shortest drive, even who wears the craziest the golf ensemble.

Best Outings

For more information on ways to differentiate between a competitive tournament and one that’s just for fun, check out our amazing tournament planning guide! Or, use our “Submit your Golf Outing Request” Tool to start planning now!

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How to Offer the Chance to Meet a Celebrity at Your Golf Tournament

When planning a golf tournament, there are many things you will need to consider, such as: creating a plan and budget, choosing the course to hold your tournament, finding sponsors, and deciding what the prizes will be. The list is quite extensive and can be quite daunting when looked at in its entirety. One of major determining factor as to how successful your tournament will be, however, are your prizes. Quality prizes will capture the attention of far more participants, and one of the best prizes is a celebrity meet and greet. People are star struck, and learning that they will have the opportunity to meet one of their favorite golfers/actresses/rock stars will make them more likely to participate. The problem, then, is how do you manage to obtain a star for the meet and greet? Fortunately for you, we have experience in such matters and have compiled a list to help you find the celebrity that can make your tournament a rousing success!

  • Connections – The easiest and quickest way of garnering a celebrity is through the connections of your friends, families, or employees. Everyone has a story of how their sister’s mother’s uncle sold ice cream to a famous rocker known for his love of golf; don’t be shy—use those connections! Celebrities are people, too, and most realize how fortunate they are and want to share their fortunes with others.
  • Celebrity Booking Agencies – There are agencies whose whole purpose for existing is matching celebrities to endorsement deals, setting up appearances for their clients, and arranging celebrity meet and greets for causes like yours—for a fee of course. If you need to make use of a celebrity booking agency, have one of your sponsors pick up the costs; there’s no need to take money away from the cause if you have a sponsor willing to foot the bill.
  • Email or Write a Request – If the celebrity you want to obtain is an athlete, write to the team address, if he or she is an actor on your favorite television show, write to the show, and if it’s a local celebrity (news anchors, reporters, the owner of a successful restaurant) write to the station, newspaper office or restaurant. If you don’t ask, the answer is always no, so what do you have to lose?

Use Best Outings for your Golf Tournament Planning Needs

By now you’re probably getting exhausted over the sheer number of things you need to do to get your charity golf tournament started, but don’t worry, we are here to help you through the process. Use our Tournament Request tool to start your Golf tournament planning process; or, check out our golf tournament planning guide for more information!