Chapter Hosting of Golf Events Organizing a Successful Fundraising Golf Tournament Developed By the RCI SoCal Chapter (8/08)

Purpose of the Program This module provides guidelines for organizing, planning and running of a successful fundraising golf event.

Learning Objectives Selecting Course and Date of event Organizing Committee members Obtaining Sponsors Planning the Event

Selecting Course and Date of Event Course selection is considered first priority. – The course must be available at the time of year intended. – The course must be located in a player friendly location. – The course must be willing to work with your target group and set up or tournament type, ie., shotgun, etc. – It must have dining or catering facilities. – Sign a contract to maintain course date/time!

Selecting Course and Date of Event Date and time are important related to other organizations events (conventions, monthly meetings, etc.) You want the best chance for your support group to attend. Contract will outline all aspects of the event in writing down to final costs. Player friendly means; Close to freeway, centrally located, easy directions, prominent course in area. Some courses have restrictions on many items, such as number of players, time slots, dinner or meal arrangements. Consider your audience and make sure to choose wisely as it will affect future events. Can the course handle tournament expansion? Do they have a varied menu option available. Can lunch be provided in addition to dinner after golf?

Organizing Committee Members Enlist committee members from chapter organization. Enlist volunteers from entities such as contractors, manufacturers willing to provide help. Choose leader of each grouping, service, etc.

Organizing Committee Members Look within! You need committed members of the RCI organization to be leaders of each group. Create teams to contact the following: – Consultants – Contractors – Manufacturers – Architects – Other trades organizations ie., RCMA, WSRCA, etc. Pick dymanic individuals or just people that know everybody to solicit sponsorship.

Organizing Committee Members Committee members must provide the following: – Flyer with all information for chairman review – List of contact people, companies and method of contact. – Breakdown of timeline for advertising event, ie., Flyer mailed, phone follow up, mass , follow up, direct calling, verification of sponsors, running count of players, groups, sponsors.

Obtaining Sponsors Contact all companies and individuals regarding sponsorship. As we say You cant hit if you dont swing. Use special tools to attract new sponsors. Have sponsors participate in some form of support such as; Dinner sponsor Grand Prize Tee Prizes.

Obtaining Sponsors Give them Options. – Dinner sponsor – Putting Contest – Long Drive Give them a reason. – Provide better education within our industry, local charity, Apprentice programs. Play to the strengths – Enlist as many competitors as possible. Allow any amount of sponsorship to be available. Be Flexible! Ask for donations – raffle prizes, shirts, golf balls, clubs, gift cards, etc.

Obtaining Sponsors DONT FORGET TO THANK THEM ALL THE TIME! – Thank them when they sign up. – Thank them when they show up. – Thank them during the event by providing signage, banners, tee signs with their names displayed. – Thank them again at dinner. – Thank them again after the event with a letter. – This way you can thank them again when the sign up for the next year!

Planning the Event Location, Date & Time. All else is secondary. Type of tournament. Shotgun, Scramble, Best Ball. Choose one that fits the group best. Tee Prize to all guests. Everybody wants something to remember the day! Give a tee prize for that single purpose. Provide trophies, raffle prizes and good food. What are the events during the tournament? – Putting contest – Closest to the Pin on the Par 3s – Longest Drive. Is there a Long Drive Player? – Celebrity golfer, sports person?

Planning the Event Shotgun scramble allows the most players to have fun. Dont use handicaps. It is just for fun! Tee prizes can be shirts, hats or towels. If people wear it, it is free advertisement. Enlist sales people to sell raffle tickets, mulligans, etc. Run putting contest before start of tournament. Give prize or share of proceeds to winner. Sell Long Drive chances. Dont miss an oppurtunity to sell during the event. Give prize from donated items, money for each event goes onto bottom line.

Planning the Event Find a local celebrity and invite them to be part of the event. Sports, Political, President of Organization, Local Hero This can help sell the event and promote many aspects of your organization. Meet with the golf course representative every two weeks. Review ongoing list of players, food, beverage (on course drink cart), Audio, Video requirements. On course requirements for spotters, Hole in One, Closest to the Pin. Have committee members update each item(s) each week up to the date of event. Meet with committee members every two weeks or as available.

Key factors for success Committee Chairman must understand golf. Committee Chairman must be part of RCI Chapter. Golf Tournament must be accessible to all players ie., Location, Date & Time.

Key factors for success Committee must be willing to communicate to the key groups. Tournament must be open to all groups. Chairman must be able to make decisions in the best interest of the group. See Key factor #1. Must have as many sponsors as possible!

Key factors for success Make it fun! Keep it moving, encourage fast pace. Mix up the groups on the course. Help build relationships. Give out great prizes and trophies! See winning team, note smiles!!!

Pitfalls to Avoid See Key Factor #1. Dont let somebody that doesnt understand golf chair the event. Dont try and do it all yourself, you will give up and it wont be a success. Dont depend on anyone else to sell the event. Go out and bang the drum everyday.

Pitfalls to Avoid Dont assume the golf course has it done. Keep checking to be sure they have it all handled. Go to the course and check things prior to the event. Make sure you have all advertisement completed. Tee signs, banners all must be at the course prior to the event. Make sure you have received payment before you let them play. Sponsorship money must be in hand prior to printing any signage.

Pitfalls to Avoid Have enough tee prizes, if giving shirts know the sizes of the players. Have enough volunteers for the day of the event. Anybody can help sign in players, etc. Make sure everybody has fun. Dont let somebody dull and boring grab a microphone during the raffle or presentations. Big mistake! Be nice, but be firm. No bad jokes! Clean, funny but topical. Good roofing jokes work well. Get it done early, dont drag it out all night. They do have to work in the morning. Trust me, they will remember all of these items.

Learning Objectives Covered in the Presentation Selecting Course and Date of event – When is the event? The course must be available. – Keep it close to freeway and centrally located. – The course needs to accommodate your group. – What kind of event are you having? Make sure it is possible at the course you select. – It must have dining or catering facilities. – Sign a contract to maintain course date/time!

Learning Objectives Covered in the Presentation Organizing Committee members Look within! You need committed members of the RCI organization to be leaders of each group. Create teams to contact the following: – Consultants – Contractors – Manufacturers – Architects – Other trades organizations ie., RCMA, WSRCA, etc. Pick dymanic individuals or just people that know everybody to solicit sponsorship.

Learning Objectives Covered in the Presentation Obtaining Sponsors Contact all companies and individuals regarding sponsorship. As we say You cant hit if you dont swing. Use special tools to attract new sponsors. Have sponsors participate in some form of support such as; Dinner sponsor Grand Prize Tee Prizes.

Learning Objectives Covered in the Presentation Planning the Event Find a local celebrity and invite them to be part of the event. Sports, Political, President of Organization, Local Hero This can help sell the event and promote many aspects of your organization. Meet with the golf course representative every two weeks. Review ongoing list of players, food, beverage (on course drink cart), Audio, Video requirements. On course requirements for spotters, Hole in One, Closest to the Pin. Have committee members update each item(s) each week up to the date of event. Meet with committee members every two weeks or as available.

Sources for additional information For information regarding Chapter hosting of Golf events, contact RCI SoCal. Information available includes: Sample Registration forms Sponsorship letters Materials used during the event ie., Mulligans, Drink tickets, Raffle information Banner and Tee Signs Hole in One sponsorship information

Sources for additional information RCI SoCal information: President:Danny Westerfield D 7 Consulting Inc RCI SoCal Management Association Van Weide Group, Inc. Debra Van der Weide RCI (Toll Free)

Chapter Hosting of Golf Events Thank you Questions and Comments? Developed By the RCI SoCal Chapter (8/08)