The first step is to set up tournament objectives about 9 months before the event. What is the goal of the event? Is it marketing for future sales, team building, rewarding your salespeople?
For most groups, an RFP is a good way to help in the planning and venue selection process. It also helps everyone start with a clean slate and go over the events goals and objectives and come up with innovative ideas. About 6 months before the event, you should be setting the event date, performing a site inspection, developing a budget, create a golf website, approaching potential sponsors and vendors, and making a list of entertainment or celebrity appearance possibilities.
About 3 or 4 months prior to the event, you should finalize the budget, sign the course contract, prepare an invites list, set up a master account, select prizes, and start advertising and promoting the tournament.
About 30 days out, you should order tee gifts, complete registration, and contract with a videographer and photographer
Three weeks prior, you organize pairings, select food and beverage, and finalize confirmation list.
In the final week, confirm all course arrangements, confirm entertainment , and rework any pairing if need be. You may also want to consult the golf director to address any last minute concerns.
Finally, the day of the event, you should arrive about 90 minutes before the first tee time to make sure the reception area is set up, and all signage is placed correctly to help coordinate the event more smoothly.
Lastly, enjoy your meeting!
P.S. If you would like to book a golf celebrity for your next golf meeting or tournament, go to my website and contact me. Who knows, you may be able to arrange an appearance from Tiger Woods or Jack Nicklaus, then think how cool you would be.
Joshua Gair – Impact Entertainment Services