Organise your own golf day
Putting on a golf day can be a great way to bring your colleagues and friends together to enjoy a day of golf while raising money for Rockinghorse Children’s Charity. We have written this guide with everything you might need to know about organising your own event but if you have ay further questions, please feel free to contact us.
Firstly, you just need to decide on a date. Thursdays or Fridays are always good and between May and September gives you the best chance for good weather. But it’s sensible to avoid school holidays or big local events to avoid people having other commitments.
The next step is to find a local golf course to host the event. Initially you need to think about the standard of the course and its location then when you choose your course, call them to explain your plan, letting them know it’s a charity fundraising day, and arrange a meeting with them to talk through the day.
Remember you will have a mix of handicaps and therefore you’ll want an 18-hole course that caters for all abilities and is prestigious and challenging enough. A club that has a team that can also assist with the registration and scoring on the day is key to the support during the event.
Also, another important thing to consider is the catering; good catering facilities for breakfast and a two or three course lunch or dinner post golf is important to keep the participants fed!
Other things to consider
Type of event: The most popular type of day for players and scoring is a Four Ball (team of 4), stableford scoring and a shotgun start event but do check with the golf club as to what they recommend and how they factor handicaps when scoring.
Start times: Most golf days start with a registration at around 8.00-8.30am, then drinks and bacon rolls followed by a shotgun start, where a team starts on each hole at the same time, at around 9.00am. Therefore, lunch would normally be served around 2.00pm as players would start coming back in from around 1.00pm and can wait at the bar until everyone is finished.
Finish times: The event would usually then finish around 5.00pm. If you prefer to have an afternoon or evening event, you can choose to tee off at lunchtime and go into the evening with a dinner.
Once you have costs from the club you can work out prices to charge your participants.
The amount you choose to charge per person or for a team of four is entirely up to you, but it’s not unusual to charge between £250 – £400 per team, depending on your overall costs and the course you have chosen.
Remember to ask the club if minimum or maximum numbers are required. Look at getting the full 18 teams and then you can have a shotgun start so all teams return at similar times – some clubs can have a few more than 18 for a shot gun start, so do check this so you can sell the maximum amount of tickets.
Sponsorship is one of the key things to raising the most amount of money from your event. In order to find a sponsor, you could do the following:
- Ask your contacts, suppliers and clients to be headline or co-sponsors
- Your own business may be headline sponsor
- Consider a media sponsor
- Get prize sponsors on board: overall winner, winning team, nearest the pin, longest drive, hole in one, golf ball sponsor and hole sponsorship.
- The club may offer the course at a discounted rate in exchange for becoming a sponsor.
Design a flyer to promote the event with all the details, sponsors logos and charity logo then send this out to your contacts at least three months before the actual event so you can get as much PR from the launch as possible.
You could also put it on your website, promote it at the bottom of your emails and schedule social media posts. The charity will give you logos and anything else required to promote and can also help to market the event on their own platforms. If you need additional promotion, consider listing the event on listing websites, local newspaper advertising, paid social media boosts, local radio and even posters at the golf club.
When you launch you need to ask those wanting to book for the following details:
- Team name
- Individual’s names
- If golf buggy required (check how many available with the club)
- Meal choices – it’s good to offer two options of each course and a vegetarian option and obtain any dietary requirements.
Leading up to the event
Make sure you communicate with your teams regularly and ensure they are aware of registration time, so they allow enough time before tee off. Also make sure you let your teams know about any of the event sponsors when they come on board.
Make sure the club receives a list of all players details about a week prior to the event so they have the bulk of the information and only additions or minor amendments that can be reported a few days before.
Promotional material for the event
If you want to allocate team tables, you can get a couple of table plans made up, or the venue can do this for you. A programme with teams, prizes, adverts, and sponsor ‘Thank Yous’ is also a nice touch if you have the budget or you could try and get a print sponsor on board or sell advertising within the programme.
Branded umbrellas, golf towels and golf caps can also be organised prior to the day if you wanted to go to the expense. Remember to take your own promotional material: banners, pens, flyers, and offer that opportunity to your sponsors.
On the day
Make sure you have a small team of people to assist with setting up early in the morning, greeting golfers (a branded clothed table set up in the venue looks good), registering, selling raffle tickets, someone to take photos and video, and setting out prizes, raffle and auction items in the room.
You can also think about some additional fundraising on the day such as mulligans, beat the pro, raffle, auction or silent auction. You can sell raffle tickets either included in your team price or on the day during breakfast and when people start returning at the end of play and then again during lunch.
Mulligans can be sold first thing and the auction items can be displayed and explained over lunch ready for the auction to happen before prize giving. Limit to just a few auction items if you have some good things to auction as golfers love playing golf and are happy to do raffle, but after a long day, a lengthy auction isn’t something they enjoy!
Prizes should be displayed on a table in the room and prize giving should be the final part of the day. This enables the club to gather all the scores together for you to announce and keeps everyone in the room. This is also a good time to pull the raffle tickets and hand out raffle prizes.
The average golf event, with sponsorship an auction can raise in the region of £5,000.
After the event
After the event it’s a great idea to be able to announce the donation to the charity as part of a press release or across your social media accounts, tagging in any sponsors and the charity themselves. It’s also a good idea to send thank you’s to all those involved and if you want to repeat the event, launch the next date as a save the date in your thank you correspondence giving around six months between your golf days.
Good luck with your golf days, hopefully with this guide it will be a help when planning your event. But if you need any further information or advice, please feel free to contact us and we’ll try and help. Just contact us here.