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Fundraising Resource GuideWelcome to Tournament Fundraising

AMERICAN GOLF CORPWWW.AMERICANGOLF.COM

OVERVIEWIntroduction: How a tournament makes money.

Process: 1. Design a Tournament2. Organize a Tournament

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

3. Marketing Material & Entry Forms 5. Sponsors & Golfers6. Day of Event7. 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 their 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.

INTRODUCTIONThere are several ways a golf tournament can generate funds:

Tournament EntriesFirst 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. SponsorsCompanies or Individuals can sponsor a tournament by donating either money or prizes in exchange for recognition and advertising to your participants.

Day of Revenue GeneratorsSell 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.

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DESIGN YOUR TOURNAMENTConsider the following:

LocationChoose the location first because the on-site tournament contact will be able to assist you with each of the following considerations.

DateDecide 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 & BeverageIncluding 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 & PrizesDecide 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 TournamentIn order to host a successful tournament, you must be organized! The following sections will help you organize from start to finish to ensure a seamless execution of your efforts.

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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 needed.• 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 assignments.• Confirm course contest needs, format, rules, and scoring needs with host venue.• Confirm rental set needs for your group. Let the host venue know needs and 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 give-aways.• Confirm final event signage.

See Day of Event Section for Final Details.

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FORMAT OPTIONSThe format dictates the rules the players of the tournament will follow and how scoring is tracked for the individual or team. Indicate the format in your marketing materials and entry forms to allow for a possible participant to make an informed decision on whether to play in the event. The first few format options allow for a wider range of skill levels and are, therefore, the more popular choices for fundraising tournaments.

ScrambleThis 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. Then, 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.

ShambleThis 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, the team selects the best one. From that point, 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 TwosomeTwo 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 BallThis format may be played as 2, 3, or 4 person teams. Golfers play their own ball on each hole, the lowest score is recorded to be 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.

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CallawayThis 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.

SkinsA match play tournament; A “skin” is a point given to the player with the lowest score on a given hole.

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CONTEST AND PRIZESDecide how many prizes and the value of each you would like to give away. 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 listed on the next page. Hole-in-One PrizesThe Hole-in-One is another extremely alluring 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 hostcourse with the Hole-in-One insurance information and that the host course has been in communication regarding your Hole-in-One insurance provider andsponsor for yardage and witness requirements.

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CONTEST EXAMPLES

Putting Contest A putting contest is typically held either before or after the tournament occurs. The host venue can setup 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 ShotA prize is awarded for the 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 PuttA 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 DriveA 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).

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Straightest DriveA 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.

Tiger DriveIn 1996, Tiger Woods made history by winning his third consecutive U.S. AmateurChampionship in a row. During that history-making play Tiger Woods hit a perfectdrive on hole #15 at Ghost Creek hit a perfect drive down the right-hand side of thefairway totaling 366 yards. During tournament play the host charity maycharge golfers a small fee to hit from where Tiger Woods hit that drive.

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GOLF COMMITTEE AND VOLUNTEERSForm 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 MarketingCreating and managing all marketing outlets, such as the event website, radio ads, mailings, press releases, possible bus/banner ads, and email blasts.

ProcurementProcuring 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 CoordinatorBetween 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 CoordinatorReceive 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

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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.

SignsBanners and on-course sponsor recognition signs need to be designed and ordered. Tee Gift and Other GiveawaysA volunteer to acquire and manage all items for your tee gifts and giveaways.

RegistrationA 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(s) can also be in charge of setting up the registration system and payment receipt methods.

Golf ContactYou 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.

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SPONSORS AND GOLFERS

SponsorsCompany 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 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 list 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 GolfersStart 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.

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EVENT DATE TIME-LINE

• Arrive approximately 1 to 1 ½ 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 al ways 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 ad-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 announce ment. Tee off is then announced and the golfers drive to their assigned start ing 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 their 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 score cards to be translated onto the scoreboard at the awards banquet.

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• 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 setup in an appropriate place for check-out and collect payment for silent and oral/live auction prizes.

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SAMPLE AGENDA - LARGE TOURNAMENTShotgun Start at 1:30 PM for 144 Players

10:30 a.m. Host arrives at golf course to set up.

12:00 p.m. Guest arrival. Registration opens. Box lunches are available. Range balls are available for guests.

1:00 p.m. 20-min call for players.

1:15 p.m. 5-min call for players.

1:20 p.m. Guests are seated in their carts. Rules and announcements given. Lead out carts.

1:30 p.m. Shotgun start.

6:00 p.m. Approximate finishing time. Each team will submit their scorecard to the golf shop. 6:30 p.m. Dinner Served. Golf operations will score tournament and provide. tournament chair with a list of winners. Live auction. Award prizes. Present awards. Raffle drawing. Thank everyone for coming.

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SAMPLE AGENDA-MEDIUM SIZE TOURNAMENTShotgun Start at 8:00 a.m. for 72 Players

6:00 a.m. Host arrives at golf gourse to set-up.

6:30 a.m. Guest arrival. Registration opens. Continental breakfast is available. Range Balls are available for guests.

7:30 a.m. 20-min call for players.

7:45 a.m. 5-min call for players.

7:50 a.m. Guests are seated in their carts. Rules and Announcements given. Lead out carts.

8:00 a.m. Shotgun start.

12:30 p.m. Approximate finishing time. Each team will submit their scoreard to the golf shop. 1:00 p.m. Lunch served. Golf operations will score tournament and provide. tournament chair with a list of winners. Award prizes. Present awards. Raffle drawing.

Thank everyone for coming.

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SAMPLE BUDGET - MEDIUM-SIZED TOURNAMENT

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 $8,000.00

Sponsors: 1 Gold Sponsor x $3,000 each (includes 2 foursomes) $3,000.0010 Hole Sponsors x $250 each $2,500.00

Contests and Add-ons: Mulligans - 72 players x $5 each (120 sold) $600.00Yard of String – 18 Teams x $15 each $270.00Raffle Ticket Sales - 72 players x $5 each (120 sold) $600.00

Total Income: $14,970.00

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Expenses:Tournament Entries: 72 players x $60/player $4,320.00 Pastries and Coffee: 80 people x $7/person $560.00BBQ Lunch Buffet: 80 people x $18/person $1,440.0020% Service Charge $400.00

Sponsor Signs: 10 signs x $25.00 each $250.00Prizes: $200.00Printing Costs for Flyers and Programs: $100.00

Total Expenses: $7,320.00

Net Income: $7,650.00

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SAMPLE BUDGET-LARGE TOURNAMENT

36 Teams, 4-Person Scramble (144 players)1:30 PM 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 $10,000.004 Supporting Sponsors x $5,000 each $20,000.003 Contest Sponsor x $1,500 each $4,500.001 Golf Cart Sponsor x $1,000 each $1,000.0018 Hole Sponsors x $750 each $13,500.00

Contests and Add-ons: Mulligans - 144 players x $5 each (2 each) $1,440.00Tiger Drive - 32 Teams x $20 each $640.00Raffle Ticket Sales - 144 players x $10 each (2 each) $2,880.00Helicopter Ball Drop – 500 Tickets Sold x $20 each $10,000.00

Live Auction:7 Items/Packages at an average bid of $2,500 $17,500.00

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Total Income: $95,060Expenses:

Tournament Entries: Course Buy Package of $11,500 $11,500.00Box Lunch: 150 people x $13/person $1,950.00Dinner Buffet: 150 people x $30/person $4,500.00Beverage Tickets: 150 x $10 (2 tickets) $1,500.00 20% Service Charge $1,590.00

Sponsor Signs: All-Inclusive Sign Package $2,000.00Prizes: Trophies and Gift Certificates $2,000.00Printing Costs for Fliers and Programs $250.00VIP Tee Gifts: $2,000.00Pay-out for Helicopter Ball Drop (helicopter included): $5,500.00

Total Expenses: $32,790.00

Net Income: $62,270.00

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1st Annual ABC Charity Tournament at American Golf ClubYes! I will be a sponsor! Check level below:

___ Presenting Sponsor

___ Supporting Sponsor

___ Contest Sponsor

___ Hole Sponsor

___ Golf Cart Sponsor

___ Beverage Cart/Awards Banquet Sponsor

Yes! I will be a participant! Check Option and Quantities Below:

______ Foursome Entry - $800 per FoursomeSPONSOR 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 InformationCheck enclosed for Total Above: or pay by Credit Card: Visa__ MC__ AmEx __Credit Card Number__________________________________Exp. Date______________ Billing Address (if different from above) Signature_______________________________Print Name__________________________ Date____________________________________

Thank you for your participation!

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SAMPLE SPONSORSHIP PACKAGES

Presenting Sponsor (Includes 4 Teams) $10,000Exclusive 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 (Includes 3 Teams) $5,000Supporting sponsorships will 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.

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

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

Beverage Cart/Awards Banquet Sponsor $1,000Cart sponsor is an exclusive sponsorship and includes:

• Company name with logo and recognition on beverage carts• Logo on tournament banners• Event website listing with logo

Golf Cart Sponsor $1,000Cart sponsor is an exclusive sponsorship and includes:

• Company name with logo and recognition on golf carts• Logo on tournament banners• Event website listing with logo• Verbal recognition at event• Recognition plaque• Verbal recognition at event• Recognition plaque

Hole Sponsors $750Hole sponsorships offer the exclusive opportunity to be present at a designated hole and includes:

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

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TOURNAMENT VENUE TIMELINE

Reserve Your Golf Outing DateYour golf outing date is reserved when a receive 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 make contact with you to schedule 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.

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