The Essential Golf Tournament Fundraiser Checklist & Timeline

If you’ve been tasked with organizing a charity golf tournament, you may wonder where to start. What steps are involved, and how long does it take to manage a successful golf tournament? We’ve created this golf tournament fundraiser checklist to help you succeed.

So read on for a proven plan, or download the golf tournament fundraiser checklist to share with your team.

How long does it take to organize a golf tournament?

For your fundraiser to go off without a hitch, you’ll need a solid golf tournament plan in place months in advance. Many successful golf tournaments are annual, signature events that the golf committee never stops planning. But don’t worry if you’re behind the ball; just follow this checklist for a winning golf tournament fundraiser.

9 Months – 1 Year Before the Tournament

Establish the golf tournament planning committee
Visit prospective golf tournament courses

8 – 9 Months Before the Tournament

Visit prospective golf tournament courses and lock in a contract
Begin vetting event vendors (custom award companies, videographers, photographers, printing companies, caterers, t-shirt printing companies, etc.)
Establish the tournament budget and fundraising goals for the charity golf tournament
Finalize the golf tournament format
Give your tournament a meaningful and fun name or theme

7 Months Before the Tournament

Review and execute the final contract with the venue or have a prospective venue in the process of confirmation
Prepare sponsorship collateral (determine benefit packages and tiers)
Prepare prospective sponsor list
Prepare basic marketing collateral to promote the event with space for sponsor logos (physical flyers, social media banners, digital flyers)
Determine what signage is needed – banners, flags, backdrops, or lawn signs.

6 Months Before the Tournament

Build a golf tournament website for online registrations, sponsorship promotion, and sales
Establish regular meetings of the golf tournament planning committee
Begin approaching prospective sponsors
Initiate the first round of marketing for prospective golfers and banquet attendees (send Save the Date cards)

5 Months Before the Tournament

Purchase custom-printed apparel and souvenirs or golf accessories
Finalize event vendors and the first round of sponsors

3 Months Before the Tournament

Order awards that require personalization
Physical invitations are mailed to prospective attendees
Reach out to media and news outlets with a press release of the upcoming event
Establish a marketing calendar to schedule posts on social media to generate event attention and anticipation

1 – 2 Months Before the Tournament

Create a timeline for the golf day and awards ceremony
Recruit event volunteers and perform outreach to delegate tasks accordingly
Perform additional promotional outreach for prospective tournament attendees
Reach out to golf course or country club to perform a walk-through of the tournament and to discuss all vendors that will be on-site
Confirm the menus and serving times for any meals provided throughout the day

Within a Month of the Tournament

Confirm details and orders with outside vendors
Receive all sponsorship prizes and ordered items for the event (t-shirts, personalized awards, banners, t-signs, etc.)
Finalize volunteer list
Send reminders to attendees of the upcoming event
Final golfer recruitment efforts
Plan printed collateral for the awards ceremony, send to printer and have all items within 3-5 days prior to the tournament

1 Week Before the Tournament

Notify the golf course of tournament teams and/or prospective golfers
Prepare goodie bags with custom merchandise and sponsor donations
Email final reminders to golfers
Course walk-through with the committee and key volunteers
Confirm everything!

Tournament Day

Bring all sponsored prizes and event items to the course
Arrive early to set up for the event and award ceremony (including registration tables, tee sign placements, food and beverage preparations, prize set-up, raffle tickets, and more)
Set up your welcoming or registration area, including goody bags
Check-in volunteers prior to the event, assign any backup volunteers as needed
Review the agenda as a group to ensure everyone is on the same page
Take pictures – have a dedicated photographer, so you don’t miss this opportunity

Immediately After the Tournament

Reconcile invoices and funds received, as needed
Finalize the tournament budget to determine net proceeds
Send personalized thank-you letters to participants, attendees, volunteers, and tournament sponsors
Host a committee meeting to evaluate event success and create an event file for next year’s committee (Make it fun – you deserve it!)
Deliver or schedule pick-up of awards or auction items, if needed

Download the Golf Tournament Fundraiser Checklist