Chateau Elan Guide to Golf Tournaments
How to Plan a Charity Golf Tournament Fundraiser
Planning a golf tournament fundraiser is an effective way to raise money for the charities and organizations that are important to you. If you're not a golfer, or you've never planned a golf tournament before, don't be intimidated. Our professional staff at Chateau Elan is dedicated to making the tournament planning process fun, exciting, and most of all - simple!
The guide below is a sample timeline that will help you to organize and manage tasks while keeping you on track to meet tournament deadlines. As each tournament is unique, let one of our experienced golf professionals work with you to customize a timeline that meets all of your goals. Start planning today! Call 678-425-9117 .
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Calendar Checkpoint |
TASK |
Date Completed |
Chateau Elan Recommendations |
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1 Year |
Develop Budget & Fundraising Goals |
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Main components include golf, food and beverage, sponsorships/donations |
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Select Tournament Date & Course(s) |
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Choose Chateau Elan! |
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Establish Tournament Committee |
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Select 2 – 4 members |
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Assign Committee Tasks and Schedule Meetings |
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Golf, f&b, volunteers sponsorships/donations |
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Contract Overnight Accommodations |
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Rooms for tournament staff, volunteers, & golfers |
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General Meeting with Golf Course Staff |
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Discuss goals, budget, menus, other logistics |
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9 Months |
Develop Marketing Components: Tournament Title, Website, Logos |
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Also use marketing tools such as facebook, twitter |
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Create Sponsor Packages |
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Send “Save the Date” to Potential Golfers, Volunteers, Sponsors |
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Email blast |
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6 Months |
Review Budget |
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Begin Continuous Sponsorship & Donation Solicitation |
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Most effective in-person or by phone call |
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Solicit for Prizes, Auction/Raffle Items |
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Also solicit for non-golf items |
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Calendar Checkpoint |
TASK |
Date Completed |
Chateau Elan Recommendations |
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4 Months |
OPEN TOURNAMENT REGISTRATION |
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Ask for special requests: rental clubs, dietary needs |
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3 Months |
Solicit Volunteers and Assign Tasks |
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Find a photographer |
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Ask a volunteer |
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Committee Meeting with Course Staff |
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Review details, menus |
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Add Non-Golfer Activities to Increase Fundraising |
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Include tennis, spa, winery tours, cooking classes, etc. |
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Send Confirmation Letters to ALL |
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Golfers, volunteers, sponsors |
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2 Months |
Order Tournament Signage and Banners (Confirm Logos) |
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Individual hole sponsor signs, contest signs |
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Order Gifts for Sponsors, Volunteers, & Tournament Prizes |
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Custom label bottled wine, Spa certificates, gift cards |
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Organize any Gifts for Golfers |
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Goody-bags, logo golf balls, “ProShop Bucks” certificates |
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Create a Tournament Program |
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List schedule of events and sponsors names |
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30 Days |
Final Solicitation for Golfers, Sponsorships, Donations |
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Issue Press Release to Local Newspapers, Radio Stations |
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Also use facebook and social media marketing |
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Confirm Overnight Accommodations |
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Inn rooms, golf villas |
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14 Days |
Send Tournament Reminder to ALL |
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Construct Initial Pairings List |
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List rental clubs L/R hand |
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Host Committee & Volunteer Meeting |
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Confirm schedule of events |
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Review and Confirm Banquet Event Order with Golf Course |
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Outlines all details: golf format, setup, f&b, etc. |
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7 Days |
Final Tournament Reminder to ALL |
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1 Day |
Deliver Materials: Signs, Prizes, Auction/Raffle Items, Gifts |
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Email Final Pairings List to Course |
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Include all special requests |
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Day of Tournament |
Arrive Early! |
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At least 2 hours prior to tournament start time |
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Organize Volunteers |
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Arrange any Raffle/Auction Items, Tournament Prizes & Gifts |
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Arrange in Golf Pavilion. Items have better visibility to guests during banquet. |
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Review Final Bill |
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After Tournament |
Final Budget Results, Announce Fundraising Totals on Website |
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Also post photographs from your event |
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Survey All Players and Send Thank You Letters |
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Thank golfers, volunteers, and sponsors. |
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Confirm Golf Course for Next Year |
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Always with Chateau Elan! |