flowchart LR
A([📞 Booking]) --> B([📋 Prep\n1–4 wks out]) --> C([⛳ Day Of]) --> D([✉️ Follow-Up])
style A fill:#e8f0ea,stroke:#2D5A3D,color:#1C3320
style B fill:#faf3e0,stroke:#8B6914,color:#8B6914
style C fill:#f5e8eb,stroke:#7A1E2E,color:#7A1E2E
style D fill:#ece8f4,stroke:#4a3080,color:#4a3080
1
Booking
When someone asks about holding an event
1
Lock in the basics
Date, format (scramble, stroke play, etc.), estimated player count.
2
Collect agreement & deposit
Signed tournament agreement required. No date is held without it.
3
Assign a staff contact
The organizer needs one person to call. Decide who that is now.
4
Start the internal checklist
Player gifts · hole contests · F&B plan · prizes/awards · signage.
2
Prep
1–4 weeks before the event
1
Confirm final headcount & full payment
Do this 7–10 days out — not the day before.
2
Make the tournament materials
Pairings list, cart signs, scorecards, rules sheet.
3
Brief F&B
What's being served, when, how many people. See Event Catering SOP.
4
Brief grounds crew
Pin placements, tee markers, mowing plan, any known course conditions.
5
Assign staff roles
Registration table · scoring · on-course · food service. Everyone knows their job before the day.
Don't confirm headcount and payment on the same day as the event. 7–10 days is the minimum — you need time to order food and print materials.
3
Day Of
Arrive 2–3 hours before players do
1
Set up before anyone arrives
Registration table · carts staged & labeled · all signage placed · staff in position.
2
Check in players & explain the format
Hand out gifts, go over rules, announce start format (shotgun or tee times).
3
Monitor pace by radio
Address slow play early. One hole behind is a warning. Two holes is a problem.
4
Collect scorecards & run awards
Enter scores as groups finish. Run awards ceremony before people leave the property.
Shotgun starts work best for groups of 20+. Tee time intervals are better for smaller groups or when carts are limited.
4
Follow-Up
Within 48 hours of the event
1
Thank the organizer in person before they leave
Then send a follow-up email within 48 hours. Both matter.
2
Staff debrief
What worked, what to change. Keep it short — 10 minutes is enough.
3
Invoice any remaining balance
Same day if possible — don't let it sit.
4
File event notes for next year
Headcount, what food ran out, what worked on course. Future you will be grateful.
Day-Of Setup Checklist
Registration table & supplies
Carts staged & labeled
Scorecards & rules sheets printed
Cart signs on every cart
Hole contest markers placed
Sponsor signage out
Player gifts ready at registration
Prizes & trophies on-site
F&B confirmed & staged
Radios charged & distributed
Staff know their positions
Organizer has your phone number
Format Quick Reference
Scramble
Everyone tees off. Group plays from the best shot each time.
Best for mixed skill levels
Best Ball
Each player plays their own ball. Group score = lowest individual score per hole.
More competitive
Stroke Play
Standard golf. Every shot counts. Lowest total score wins.
Serious tournaments
Shotgun Start
All groups start at the same time from different holes.
20+ players
Tee Time Start
Groups go off Hole 1 at staggered intervals, usually 10 minutes apart.
Smaller groups