Tournament Fundraising and Planning Guide

Page 1

Fundraising Resource Guide

Find the perfect golf course for your tournament

www.golftournamentmanagement.com


OVERVIEW Introduction: How a tournament makes money. Process: 1.

Design Your Tournament

2.

Organize Your Tournament a. Timeline b. Format Options c. Contests & Prizes d. Golf Committee & Volunteers e. Day of Revenue Generators

3.

Marketing Material & Entry Forms

4.

Sponsors & Golfers

5.

Day of Event

6.

Sample Tournament Planning Information

Tournaments are a tried and true way of raising money for many non-profits. From entry fees, sponsorships, and day-of revenue generators, there is enormous opportunity for any size or type of non-profit organization to generate new funds for its cause. This guide will walk you, step-by-step, through the process of organizing and hosting a successful fundraising tournament. There are also samples of event budgets, agendas, donation letters, entry forms, and sponsorship packets in the appendix section of this guide.


INTRODUCTION There are several ways a golf tournament can generate funds: Tournament Entries First and foremost, create a tournament that people want to attend! Select a prime golf course location, include food and/or beverages, and offer great prizes for contests and winning teams. Then, sell tournament entries for a price greater than your costs. Sponsors Companies or Individuals can sponsor a tournament by donating either money or prizes in exchange for recognition and advertising to your participants. Day-of Revenue Generators Sell raffle tickets, add-ons (such as mulligans, yard of string, colored ball), silent auction items, and live/oral auction items during your event for additional revenue.


DESIGN YOUR TOURNAMENT

Location Choose the location first because the on-site tournament contact will be able to assist you with each of the following considerations. Date Decide which months suit your schedule and budget best. Find out ‘peak or prime’ times from your golf course and decide how this information will effect your date decision. Allow a minimum of 8-10 weeks for planning. Food & Beverage Including Food and Beverage with your tournament entry means more value for the money to your players. Most groups will at least include Food and Beverage with the Awards banquet after play. Request banquet information from your host course to understand your food and beverage options. Contests & Prizes Decide how many prizes you would like to give away and their values; also prizes always make a tournament more exciting for potential players. Prizes can be awarded for special contests during the game, for a raffle, and/or to the winning teams. Organize Your Tournament In order to host a successful tournament, you must be organized! The following sections will help you organize your tournament from start to finish to ensure a seamless execution of your efforts


TIMELINE 2+ Months • Secure date and time with the host course by signing a golf agreement and giving deposit requirements. • Form a Golf Committee and delegate duties for the tournament. • Create marketing materials & entry forms. • Start procuring raffle items and auction items • Sign up teams. • Secure sponsors. Acquire logos for marketing materials and signage. • Order event signage, trophies, and other items. • Acquire prizes and tee gifts.

1+ Month • Finalize day-of event details with host venue including food and beverage requirements, set-up, agenda, golf details, and other day-of event needs. See venue timeline for more specific information • Meet with volunteers to delegate and confirm all volunteer role assignment. • Confirm course contest needs, format, rules, and scoring with host venue. • Confirm rental set needs for your group. Let the host venue know whether rental sets are hosted by the organization or to be charged to each individual golfer.

10 Days • Inform host venue of the final golfer count and whether the count is expected to change prior to the event. • Have a final planning meeting with the host venue • Organize and inventory all raffle and auction prizes and giveways. • Confirm final event signage. See Day-of-Event Section for Final Details.


FORMAT OPTIONS The format dictates the rules and how scoring is tracked for the individual or team. Indicate the format in your marketing materials and entry forms. The first few format options allow for a wider range of skill levels and are, therefore, the more popular choices for fundraising tournaments.

Scramble This format is probably the most enjoyable type of tournament because only the good shots are played and the pace of play can be very quick. All players hit a tee shot. The best tee shot is selected and all players take their next shot from that point. The process is repeated until the ball is “holed out.” The team records a score. The winning team is the one that records the lowest 18-hole score. This format promotes easier and faster scoring. Shamble This format is also one the more enjoyable types of tournaments, because like a scramble, you use good shots only for a portion of the hole, but you also get the opportunity to play your own ball. Each person hits a drive, and the team selects the best one. From that point on, each player plays his own ball through the hole. The team records a score. The winning team is the one that records the lowest 18-hole score. Best Ball Twosome Two people play as a team, taking handicaps as they fall on the card. The lowest score on the hole with a handicap counts towards the team’s best-ball score for the round. Only the lowest score on the hole is counted.


Best Ball This format may be played as 2-, 3-, or 4-person teams. Golfers play their own ball on each hole, and the lowest score is recorded as the team score. This format may be played with or without a handicap. This is usually a fun format with a medium pace of play. Results can be calculated quickly. Callaway This format allows each golfer to play his/her own ball out and record the score with no more than double par limit. This format may be used when not all competitors have an official handicap. Allow longer time for play and scoring due to the individual format. Under this system, a player’s handicap is determined after each round by deducting from his/her gross score for the 18 holes, the scores of the worst individual holes during the first 16 holes of the round Skins A match play tournament. A “skin� is a point given to the player with the lowest score on a given hole.


CONTEST AND PRIZES Decide how many prizes and the value of each you would like to giveaway. Prizes always make a tournament more exciting to potential players, and can be awarded for special contests during the game, for a raffle and/ or to the winning teams. Remember, your host venue has valuable relationships with golf vendors and will often pass along these savings to you. Prizes can be gift certificates, golf merchandise, or any type of gift item you like. Many charitable groups will collect donations from local businesses to offer as prizes. Most tournaments will have at least 3-5 contests. Some contests can be organized and managed by the staff at the golf course, so all you have to do is secure the prizes and wait to hear who the winners are! A list of example contests and prizes are on the next page. Hole-in-One Prizes The Hole-in-One is another extremely popular contest. Hole-in-One insurance is required for large prizes. The cost varies according to the value of the prize, the difficulty of the shot, and the number of players: it typically ranges between $200 to $500 for prizes such as a Harley motorcycle or a $20,000 automobile. The possibility of winning a car always attracts more players. To ensure that any winners receive their prize, be sure to provide your host course with the Hole-in-One insurance information and confirm that the host course has been in communication regarding your Hole-in-One insurance provider and sponsor for yardage and witness requirements.


CONTEST EXAMPLES Putting Contest A putting contest is typically held either before or after the tournament. The host venue can set up the practice putting green for the contest. Participants then buy-in to participate and a prize is awarded to the winner of the contest. Popular formats for putting contests are hole-in-one or an alternate shot course. Closest to the Pin (KP) A prize is awarded for the shot that comes to rest closest to the pin; normally played on the par 3’s. Closest to the Pin on 2nd Shot A prize is awarded for the second shot that comes to rest closest to the pin; can be played on any hole on the golf course except the par 3’s. Longest Drive (LD) A prize is awarded for the longest drive off the tee box in the fairway; normally played on the course’s longest length par 5. Longest Putt A prize is awarded to the player who makes the longest putt on a specific green. We recommend that this contest is played on the course’s putting green at the clubhouse prior to the start of the tournament to promote a fun and competitive atmosphere. Shortest Drive A prize is awarded for the shortest drive off the tee box in the fairway; normally played on the same par 5 of the longest drive contest; or on a hole with a natural hazard between the tee box and the fairway (e.g. a lake, marsh, ravine, or cliff). Straightest Drive A white line is placed down the middle of the fairway. The drive off the tee box that comes to rest closest to the line is the winner. This is normally played on the course’s last par 5, but not necessarily the same par 5 used for the longest and shortest drive contests.


GOLF COMMITTEE AND VOLUNTEERS Form a golf committee immediately when planning has begun for the tournament. Begin by delegating tasks to committee members based on their individual strengths. It is always best to form a committee with a variety of skills. From creative to organizational, all talents are necessary to put on a successful event. The committee should meet once a month until the tournament date to track progress and to ensure duties of each committee member are being fulfilled. Have clear expectations for all day-of event volunteers. It is a good idea to have a pre-tournament briefing to define each volunteer’s role. Make sure you’re also assigning the right people to the right role. For example, have your most personable volunteers assigned to selling the raffle tickets and add-ons. See example volunteer delegation form for more ideas and information.

Volunteer Roles Marketing Creating and managing all marketing outlets, such as the event website, radio ads, mailings, press releases, possible bus/banner ads, and email blasts. Procurement Procuring raffle and auctions items for silent and/or live auctions. Ideal prizes are experiences or one-of-a kind items. All procured prizes need to be listed and organized by person in charge of procurement. Day-of Event Volunteer Coordinator Between 5-20 volunteers are needed for the event day. A list of volunteer positions, duties, and commitments should be created and sent out to all involved volunteers. Sponsor Coordinator Receive a commitment from each committee member, board member, or other involved parties to sign up at least one sponsor at any level and foursome. All committed sponsors should be in contact with the Sponsor Coordinator. The Sponsor Coordinator should acquire all sponsor logos to go on all event market materials and event signage. The Sponsor Coordinator should also be responsible for creating all sponsor recognition items such as plaques and thank you letters. Signs Banners and on-course sponsor recognition signs need to be designed and ordered.


Tee Gift and Other Giveaways A volunteer is needed to acquire and manage all items for your tee gifts and giveaways. Registration A volunteer should be in charge of collecting and organizing all tournament entries (including sponsor entries). The registration volunteer should acquire and manage the names of players, their company affiliation, and payment. Also, communicate with the golf course on player count, list, and details. This volunteer can also be in charge of setting up the registration system and payment receipt methods. Golf Contact You need one to two people to decide on-course contests, format, scoring and other golf-related details. This position could be the same as the day-of coordination.


SPONSORS AND GOLFERS Sponsors Company sponsors can be a valuable source of income for a tournament. Any company can be a sponsor by donating money or prizes in exchange for recognition during the event, as well as marketing opportunities on the host organization’s website, collateral, and in press releases. The most common types of sponsorships are presenting or title sponsors, and hole sponsors. There are many other types of sponsorships and examples of other types are listed on the sample sponsorship package page. In return for the sponsorship, the company’s logo should be showcased on all event marketing materials and the website. Also included in most sponsorships is a sign with the company’s name or logo placed either on the course or at the designated place according to their sponsorship package. The more recognition a company can get, the more appealing the sponsorship will be. Acquire sponsors by networking and delegating! Ask your coworkers and any volunteers to talk with local businesses. Make contacts and get commitments from local businesses for monetary or prize donations in exchange for sponsorship recognition. Talk to people you know and seek businesses that may have a special interest in your cause. Be sure to let the sponsors know how they will benefit from involvement in your tournament. Sign up Golfers Start with the people you work with and/or volunteers from the charity organization — ask each person to secure one team. Talk to anyone who is in support of the charitable cause. Talk to anyone you know who likes golf. Many avid golfers will participate in a fundraiser tournament just for the fun of the game and the competition! Take payment in advance along with the reservations. It is important to know exactly how many entrants you have prior to the start of the event. You will need to provide this information to the tournament site several days in advance.


EVENT DATE TIMELINE • Arrive approximately 1 to 1.5 hours prior to the start of the event. • Set up your registration supplies. • Have your on-course sponsor signs and banners placed around the golf club and course. • Display raffle and contest prizes. If you are offering a silent auction, it is always beneficial to have the silent auction items available for bidding during registration. • Have guests sign in at a registration table upon arrival. Sell raffle tickets and add-ons at the registration point. • Have an efficient way for golfers to pay for all day-of purchases. Even though most golfers know to bring cash, it is very advantageous to have a wireless system of accepting credit cards. • As players arrive, the host venue will help direct golfers to their golf carts and the practice facilities. • Prior to tee-off, the Golf Pro will give a brief introduction and rules announcement. Tee-off is then announced and the golfers drive to their assigned starting holes to begin play. • During the round, volunteers can be assigned to continue selling add-ons and raffle tickets. • If you have on-course hole sponsors with representatives at their assigned holes, they should be transported to their hole. Inquire with your host venue about on-course hole set-up fees and restrictions. This not only adds value to sponsorship, but it also creates a more engaging event for the golfers. • A round will last approximately 4-6 hours. After play ends and golfers return to the clubhouse, the golf staff will collect scorecards to be translated onto the scoreboard at the awards banquet. • A great time to hold the silent auction is during the time players are arriving off course. • If you have a live/oral auction during the awards banquet, begin with it first, then move on to prizes for the winning teams and contest winners. End with the raffle drawing. • After the awards banquet, have a volunteer set up in an appropriate place for check-out and collect payment for silent and oral/live auction prizes.


Large Tournament Sample Agenda

R

es.


Large Tournament Sample Budget • • • • • •

6 Teams, 4-Person Scramble (144 players) 1:30 p.m. Shotgun start. Box Lunch and Dinner included. Contests: 2 Closest to the Pin, Longest Drive, Hole-in-One. Prizes for each contest, plus car for the hole-in-one. Prizes awarded for 1st, 2nd, and 3rd place teams.

Income Individual Tournament Entries 17 Teams x $800/team

$13,600.00

Sponsors 1 Presenting Sponsors x $10,000 each 4 Supporting Sponsors x $5,000 each 3 Contest Sponsor x $1,500 each 1 Golf Cart Sponsor x $1,000 each 18 Hole Sponsors x $750 each

$10,000.00 $20,000.00 $4,500.00 $1,000.00 $13,500.00

Contests and Add-ons Mulligans Tiger Drive Raffle Ticket Sales Helicopter Ball Drop

$1,440.00 $640.00 $2,880.00 $10,000.00

144 players x $5 each (2 each) 32 Teams x $20 each 44 players x $10 each (2 each) 500 Tickets Sold x $20 each

Live Auction 7 Items/Packages at an average bid of $2,500 Total Income:

$17,500.00 $95,060

Expenses Tournament Entries: Box Lunch: Dinner Buffet Beverage Tickets: 20% Service Charge

Course Buy Package of $11,500 150 people x $13/person 150 people x $30/person 150 x $10 (2 tickets)

Sponsor Signs: All-Inclusive Sign Package Prizes: Trophies and Gift Certificate Printing Costs for Flyers and Programs VIP Tee Gifts: Pay-out for Helicopter Ball Drop (helicopter included): Total Expenses:

Net Income:

$11,500.00 $1,950.00 $4,500.00 $1,500.00 $1,590.00 $2,000.00 $2,000.00 $250.00 $2,000.00 $5,500.00 $32,790.00

$62,270.00


Medium Tournament Sample Agenda

R

es.


Medium Tournament Sample Budget • • • •

18 Teams, 4-Person Scramble (72 players) Light Breakfast and BBQ Lunch Buffet included Contests: 1 Closest to the Pin and 1 Longest Drive Prizes awarded for 1st place team.

Income

Tournament Entries:

16 Teams x $500/team

Sponsors 1 Gold Sponsor x $3,000 each (includes 2 foursomes) 10 Hole Sponsors x $250 each Contests and Add-ons Mulligans 72 players x $5 each (120 sold) Yard of String 18 Teams x $15 each Raffle Ticket Sales 72 players x $5 each (120 sold) Total Income:

$8,000.00

$3,000.00 $2,500.00

$600.00 $270.00 $600.00 $14,970.00

Expenses

Tournament Entries: Pastries and Coffee: BBQ Lunch Buffet: 20% Service Charge

72 players x $60/player 80 people x $7/person 80 people x $18/person

Sponsor Signs: 10 signs x $25 each Prizes: Printing Costs for Flyers and Programs: Total Expenses:

Net Income:

$4,320.00 $560.00 $1,440.00 $400.00 $250.00 $200.00 $100.00 $7,320.00

$7,650.00


SAMPLE SPONSORSHIP PACKAGES Presenting Sponsor $10,000 (Includes 4 Teams) Exclusive sponsorship of the “ABC” Golf tournament will include: • “Presented by” name and logo in all headlining event P.R. • Leading logo on our event website and on the tournament banner at registration and awards banquet. • Full year web logo presence on the ABC website. • Top program and event website listing with logo. • Half page program and space. • Verbal event recognition. • Recognition plaque. • Option to provide a tee gift bag.

Supporting Sponsors $5,000

Beverage Cart/Awards Banquet Sponsor $1,000 Cart sponsor is an exclusive sponsorship and include: • Company name with logo and recognition on beverage carts • Logo on tournament banners • Event website listing with logo

Golf Cart Sponsor $1,000 Cart sponsor is an exclusive sponsorship and include: • Company name with logo and recognition on golf carts • Logo on tournament banners • Event website listing with logo • Verbal recognition at event • Recognition plaque

(Includes 3 Teams)

Hole Sponsors $750

Supporting sponsorships will include:

Hole sponsorships offer the exclusive opportunity to be present at a designated hole and include:

• Leading logo on our event website and on the tournament banner at registration and awards banquet. • Full year web logo presence on the ABC website. • Top program and event website listing with logo. • Half page program and space. • Verbal event recognition. • Recognition plaque. • Option to provide a tee gift bag.

Contest Sponsor $1,500 (Includes 1 Team) Contest sponsorships offer the exclusive opportunity to be present at a designated contest holes and include: • • • • •

Exclusive tee signs at contest holes Logo on tournament banners Event website listing with logo Verbal recognition at event Recognition plaque

• • • • •

Exclusive tee signs at a designated hole Logo on tournament banners Event website listing with logo Verbal recognition at event Recognition plaque


Sample Sponsorship Form Annual Charity Tournament at Brookside Golf Club Yes! I will be a sponsor! Check level below: Presenting Sponsor

Supporting Sponsor

Contest Sponsor

Golf Cart Sponsor

Beverage Cart/Awards

Banquet Sponsor

Yes! I will be a participant! Check option and quantities below: Foursome Entry - $800 per Foursome Sponsor and Participant Information: Sponsorship Level(s)

Amount

Sponsor/Participant Name Company (if different) Contact and Title Phone

Email

Address/City/State/Zip

Additional Player Names

Payment Information Visa

Check enclosed for total above or pay by Credit Card: Credit Card Number

Exp. Date

Billing Address (if different from above)

Signature Print Name

Thank you for your participation!

Date

MC

AmEx

Hole Sponsor


TOURNAMENT VENUE TIMELINE Reserve Your Golf Outing Date Your golf outing date is “reserved when the host course receives a signed copy of the Golf Agreement and your Initial Deposit within (30) days of date reservation.

90 Days • Tournament Coordinator and/or Tournament Sales Director will contact you to schedule a time to meet and review. • Order additional carts for volunteers, staff, etc • Confirm format of event

60 Days • Updated player counts to Tournament Coordinator. • Place special orders for merchandise and acquire hole-in-one insurance. • Confirm menu selections and agenda with Tournament Sales Director • Confirm contests and additional golf needs

30 Days • Updated player counts to Tournament Coordinator. • Meet with Tournament Coordinator and Sales Director to firm up all remaining details.

10 Days • Final Player Counts and Meal Counts.* • Pre-payment for final estimated charges • Confirm number of rental sets needed • Final Changes to Event

3 Days • Pairings list due.

Day of Tournament • Enjoy and leave the rest to your Tournament Director.

*The attendance figure you provide by that date will not be subject to reduction. You will be charged for the final guarantee or actual attendance, whichever is greater.


Good Luck Find the perfect golf course for your tournament

www.golftournamentmanagement.com


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