Golf Tournament Planning Checklist

You said yes to helping with a golf tournament and suddenly you're managing catering, printed banners, and 18 holes of chaos.

Most people who plan golf tournaments aren’t professional event planners. They’re volunteers, marketing leads, or board members handed a big job and told to “figure it out.”

That’s why we built this checklist-driven guide for planning golf tournaments: to give you a clear system, so you’re not guessing, rushing, or explaining things last-minute.

Inside, you’ll find the full timeline from one year out to post-event follow-up, broken into simple phases. Every section comes with just enough guidance to move forward, plus a checklist you can act on right now.

Golf Tournament Planning Phases

Phase 1 (12 – 9 Months Out) Lay the Foundation: Lock Your Date, Team, and First Dollars
Phase 2 (9 – 6 Months Out) Budget and Sponsorship Basics: Set the Numbers That Power Everything
Phase 3 (6 – 3 Months Out) Promotion and Player Signups: Fill the Field and Build Visibility
Phase 4 (3 – 1 Months Out) Final Details and Fundraising Boosters: Lock the Experience and Maximize Revenue
Phase 5 (Week Of) Final Prep and Confirmations: Lock Everything Down Before The Tournament Day
Phase 6 (The Tournament Day) Execute Smoothly and Stay Visible
Phase 7 (1 to 30 Days After) Wrap-Up and Reset: Thank, Measure, and Plan Forward

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Phase 1 (12 – 9 Months Out)

Lay the Foundation: Lock Your Date, Team, and First Dollars

If a golf tournament falls apart, it usually starts here.

This phase sets the tone for everything that follows. You don’t need a full committee or polished materials yet. What you need is structure: a confirmed date, a small team that can move things forward, and a clear reason for running the event in the first place.

Get these in place now, and the rest becomes a lot more manageable. Skip them, and you’ll be playing catch-up the entire way.

A team with clear roles: Every event needs decision-makers. Start with just three: Event Chair, Sponsorship Lead, and Operations Lead. Keep it lean so things move quickly.
A measurable goal: Choose one number that defines success: dollars raised, players registered, or leads collected. When that number is clear, decisions get easier.
A confirmed date: Nothing moves until the course is booked. Call early, ask good questions, and get it on the calendar. The rest will build from there.

Your best sponsors make decisions months in advance. If you wait until your promo materials are ready, you've likely missed your shot. Early outreach counts more than polish.

Appoint a core committee
Three roles: Event Chair, Sponsorship Lead, and Operations Lead. One person can start with more than one, but that should shift as tasks stack up.
Define your primary goal
Pick one KPI and make it visible. Most teams aim for net revenue, total players, or lead capture—but not all three. Focus helps.
Draft a working budget
Estimate core costs, then multiply by 1.25. That margin helps you price player entry and sponsorships without cutting it close.
Shortlist and contact 2–3 courses
Ask about shotgun availability, per-player pricing, and included services like carts, food, and signage placement.
Build your sponsor prospect list
Start with 10 to 15 contacts. Past donors, local businesses, aligned brands. Securing one early sponsor gives the whole event credibility.

Phase 2 (9 – 6 Months Out)

Budget and Sponsorship Basics: Set the Numbers That Power Everything

This is where your tournament starts to take shape on paper.

You’ve got a date, a team, and a goal. Now it’s time to get into the numbers: how much the event will cost, how you’ll fund it, and how to price it so you’re not scrambling later. Sponsors are a big part of that equation, and most will make decisions based on timing and clarity, not just design polish.

You don’t need a perfect spreadsheet or a custom pitch deck. What matters is knowing what you’re asking for, why it adds up, and when you need it.

Build a basic budget
Start with your known costs: greens fees, food, carts, signage, and prizes. Add a 25 percent buffer. This gives you the margin to price player entry and sponsorship tiers with confidence.
Set your player registration fee
Take your per-player cost, apply your margin, and round up. Don’t expect to cover all expenses with entry fees. Most revenue should come from sponsors.
Outline 3 to 4 sponsor levels
Keep it simple. Title Sponsor, Hole Sponsor, Cart Sponsor. Each level should come with clear benefits and visibility.
Create a sponsorship one-sheet
One page, one goal: make it easy to say yes. Include your event’s purpose, audience, exposure opportunities, and contact info. Skip the fluff.
Start outbound sponsor outreach
Email your list from Phase 1. Focus on businesses with marketing budgets and local ties. Offer exclusivity if it helps close a top-tier sponsor.

Phase 3 (6 – 3 Months Out)

Promotion and Player Signups: Fill the Field and Build Visibility

With your date, budget, and sponsor tiers in place, now it’s about filling the field.

This phase is often underestimated. Organizers assume players will sign up on their own once the event is live. They don’t. Most events need active outreach, multiple reminders, and a clear incentive to register early, especially if it’s a weekday outing.

This is also when your marketing collateral starts doing real work. You don’t need to be flashy, but you do need to be clear: why this tournament matters, who it supports, and what players can expect on the day.

Launch your registration page
Use simple software or a form that lets people register and pay in one step. Include your event purpose, location, date, pricing, and what’s included.
Send your first round of invites
Start with warm contacts: past players, sponsors, board members, and partner organizations. Add a personal note. Make it easy to forward.
Promote on your channels
Email newsletters, LinkedIn posts, Instagram stories, printed flyers at local clubs. Every channel helps. Consistency matters more than cleverness.
Follow up at the 45-day mark
Expect slow signups early on. Re-announce with urgency. Limited spots, pricing deadlines, or confirmed sponsors can help build momentum.
Equip your sponsors to share
Send them a short blurb and graphic they can forward or post. Your sponsors can multiply your reach if you make it easy.

Phase 4 (3 – 1 Months Out)

Final Details and Fundraising Boosters: Lock the Experience and Maximize Revenue

This is your final planning window. Most of the big decisions should already be made. Now it’s about dialing in the experience and unlocking extra revenue.

Players are signing up. Sponsors are onboard. It’s time to finalize details that affect the flow of the day: signage, contests, food, auction items. You also want to make it easy for people to spend a little more: mulligans, raffles, branded gear, and feel good doing it.

Small upgrades can lead to big gains, especially when they’re visible and well-run.

Confirm food and beverage details
Work with the course or caterer to lock in timing, menu, and quantities. Consider breakfast and coffee if you have an early start.
Order all signage and branded materials
Hole signs, welcome banners, directional signage, table covers, printed pop-up canopy tents. Order early to avoid rush fees or shipping delays.
Plan and staff your on-course games
Closest to the pin, long drive, putting contest, beat-the-pro. Each one needs a setup, signage, and a volunteer to run it.
Set up raffle, auction, or add-on sales
Collect donated items or gift baskets, price them simply, and prep signage or bid sheets. Promote them ahead of time if possible.
Coordinate volunteers and day-of assignments
Confirm who’s helping, when they’re arriving, and what they’re responsible for. Keep it in writing and send reminders.

Phase 5 (Week Of)

Final Prep and Confirmations: Lock Everything Down Before Event Day

This is your last chance to catch small problems before they become day-of issues.

By now, most of the planning should be behind you. This phase is about double-checking the details and getting everyone aligned. No surprises, no guesswork. Confirm vendors, volunteers, signage, and flow. Put everything in writing and follow up.

The more you can answer in advance, the less you’ll need to troubleshoot during the event.

Send a reminder to all registered players
Include event time, location, parking info, dress code, and what to expect. Keep it short and friendly.
Confirm vendors and deliveries
Check with the course, caterer, photographer, and any rentals to confirm dates, times, and points of contact.
Print and prep your signage map
Know exactly where hole signs, banners, and directional signs go. Share with volunteers and the course if needed.
Assign roles and hand out schedules
Make sure every volunteer knows where to be and when. Include a cell number they can call if anything comes up.
Pack your event kit
Include pens, tape, clipboards, printed pairings, scorecards, raffle tickets, signage zip ties, and anything else you don’t want to be chasing on the day of.

Phase 6 (Event Day)

Execute Smoothly and Stay Visible

This is the day your planning pays off. Your role is to keep the event moving, solve issues quickly, and make sure your sponsors are visible throughout the day.

If you handled prep in Phase 5, most things should already be in place. Use this window to tighten details and stay ahead of small problems before they grow.

Capture what matters. Sponsor signage, branded tents, and player moments are valuable for reporting and promotion later. Document everything with purpose.

Arrive early and do a full walkthrough
Be on-site 90 to 120 minutes before check-in. Walk the course with your signage map. Make sure every banner, tent, and directional sign is placed correctly.
Set up registration and signage first
This is your first impression. Set up check-in tables, sponsor signage, and branded materials before anything else. Have pens, name tags, and backups ready.
Brief your volunteers and sponsors
Quickly review roles, timing, and who to contact if something changes. Make sure everyone knows where to go and when to step in.
Monitor pace of play and flow
Assign a floater or marshal to check for delays. Par threes and contest holes slow things down the most. Keep in touch with the course staff as needed.
Capture content and run contests
Photograph signage, players, and sponsor booths. Run long drive, closest to the pin, or raffle drawings as scheduled. Use what you capture to support next year’s marketing and sponsor reporting.

Phase 7 (1 to 30 Days After)

Wrap-Up and Reset: Thank, Measure, and Plan Forward

The event is over, but the follow-through matters just as much. This phase closes the loop with your sponsors and players, documents what worked, and lays the groundwork for next year.

Don’t let momentum slip. Deliver on your promises, capture lessons while they’re fresh, and get next year’s version moving while people still care.

Send thank-yous to sponsors, players, and volunteers
Personal messages go a long way. Use email for most, but send handwritten notes to key sponsors and top-tier donors.
Share results publicly
Post event photos, fundraising totals, and a short recap. Sponsors and players want to see impact. Tag them when you can.
Set a debrief meeting
Meet with your core team within two weeks. Review what worked, what didn’t, and what you’d change. Capture it all in writing.
Organize your files and contacts
Save everything in one place: final budget, sponsor list, vendor contacts, signage layout, volunteer notes. Make it easy to hand off or repeat next year.
Lock a date for next year
If the event went well, don’t wait. Reserve the course now and give sponsors a heads-up that it’s happening again.