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Timelines and Final Checklist
Get organized and keep on track. We have outlined a general timeline and checklist of tasks needed to organize and run your event.
One Year in Advance
Secure the Date and Course. Book the date and course well in advance to get the best dates and selection of courses. Have a few dates in mind when calling courses for availability.
Organize Event Committees. Committees are your event's lifeline. Committees include Promotion, Sponsorship, Tournament, Auction/Raffle, Registration and Finance. Monthly meetings are recommended by committee chairpersons.
Six Months in Advance
Secure Sponsorships. By now you should be securing your event's main sponsors. These are usually companies with larger budgets that can help you bankroll cash needed for deposits and downpayments for the course, meals and merchandise.
Develop Budgets. All budgets and projections should be developed. List all your event's costs: golf course (greens fees, carts, meals) marketing (brochures/mailings) prizes (tee packs, trophies), and merchandise. This will help you determine your event's participant and sponsorship prices. It is also a good time to start soliciting donations and items for auctions and raffles.
Three Months in Advance
Create Your Website. Create and launch your tournament website with all available information on your event. Assign each committee member a page to manage and update. This will be comes your event's information resource. The site is active for 120 days which gives you one month after your event has been played to post your results and scores.
Promote Your Event. As you launch your website, send out your initial promotional items to participants and sponsors. Direct everyone to your website for more detailed information and event updates. Promotion includes, brochures, flyers, letters, and emails. Spread the word as much as possible with a consistant message.
Order Logo Merchandise. If you plan to have any customized merchandise or give-aways with logos or the tournment name, it is a good time to secure an vendor and order now. Most premuim vendors take 6-8 weeks delivery depending on the items ordered. Don't be caught short on time and additional rush fees. Various vendors and services can be found in the Resource Center.
One Month in Advance
Check in with the Course. Call the course and double check your contracts. Many will require final head counts and additional payments closer to the event. Schedule a time to go over to the course to talk to the staff and pro about the event day. This will help you and the course set expectations and organize the event at the course.
Anytime Before Event.
Update your Website. Anytime new information is received, post it on your website immediately. This will keep your participants, volunteers and the course updated on any information you have on the event.
The Day Before.
Final Check. Call the course and vendors to set final headcounts and meals for your event. Ask about course conditions. Avoid any surprises during the day of the event.
Event Day.
Organize Early.Get to the course with plently of volunteers as early as possible. Be prepared for 100 people decending upon you in an hour. Clearly label registration areas and have volunteers directing participants, checking in players, taking money, and answering questions. Direct everyone to the website for tournament results (give 48 hours to post)
Afer the Event.
Post Results and Thank Yous.Post your event's results and thank yous on the website. It's a great way to thank participants for their support, post your fundraising results, congratulate winners, and cap off a sucessful event.
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