Charity golf day checklist: what to arrange and when

A charity golf day combines a competition, fundraising and a full day of hospitality, so small omissions quickly become visible. Start with the course booking, charity partnership and sponsor packages, then build the player list and event schedule around confirmed numbers. In the final week, check dietary requirements, tee times, golf carts, prizes, payment details and the weather. This checklist also covers the catering equipment, tables, tents and power supplies needed on site.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the golf course
Record golf program
2 people
Select charity
2 people
Create sponsorship packages
2 people
Approach sponsors
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign start times
2 people
Reserve golf carts
Book catering
Arranging prizes for the competition
2 people
Confirm hole sponsors
Design lane signs
Have scorecards printed
Check participant list
2 people
Send out flight assignments
Check the weather forecast
Do the shopping
2 people
Sort prizes and goodie bags
3 people
Check golf sets and balls
2 people
Test donation payment details
Prepare catering
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the buffet and bar
3 people
Fill coolers
2 people
Place hole signs
3 people
Place sponsor flags
2 people
Prepare competition materials
2 people
Test audio and microphone
2 people
Set out goodie bags
2 people

Event

Staff the reception desk
2 people
Register participants
3 people
Hand out starter packs
2 people
Register donations
2 people
Serve welcome drinks
2 people
Explain the golf rules
Give the starting signal
Prepare the stopover
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect scorecards
2 people
Check scores
2 people
Serve dinner
5 people
Announce the program
Explain the charity
Present the auction items
2 people
Record auction proceeds
2 people
Announce the winners
Present prizes
2 people
Give thanks
Serve the last drinks round
2 people
Check out participants
2 people

Aftercare

Turn off lights
2 people
Collect waste
3 people
Wash dishes
3 people
Clear buffet
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Collect Golf Equipment
3 people
Store donation details securely
2 people
Transfer Proceeds
Thank sponsors
2 people
Thank participants
2 people
Return rented materials
2 people
Store leftover stock
2 people
Handle lost property
Share photos with participants
Send donation receipt

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Beer tablesqty 8
Cocktail tablesqty 4
Chairsqty 80
Buffet tablesqty 4
Registration desk
Stoolsqty 8
Tableclothsqty 12

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Catering

Groceries
Drink dispensersqty 4
Coffee thermosesqty 6
Buffet warmersqty 8
Icebreakersqty 2
Bottle openersqty 6
Wine openersqty 6
Wok pansqty 4
Serving apronsqty 8
Food containersqty 12
Ice packsqty 24
Corkscrewsqty 4
Wine coolersqty 6

Equipment

Coolersqty 8
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Bain-marieqty 2
Gas barbecuesqty 2
Gas cylindersqty 4
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Wireless microphonesqty 2
Microphone stand

Sports equipment

Golf Ballsqty 120
Scorecardsqty 100
Pencilsqty 120
Golf teesqty 500
Pitchforksqty 80
Golf towelsqty 80
Golf umbrellasqty 20
Tee Matsqty 4
Competition conesqty 18
Measuring tapesqty 4
Golf cartsqty 20

Decorations

Sponsor bannersqty 12
Sponsor bannersqty 12
Balloonsqty 100
Flower arrangementsqty 8
Table numbersqty 12
Name badgesqty 100
Pen holdersqty 8
Goodie bagsqty 90
Wristbandsqty 100
Auction signsqty 20
Photo backdrop

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 10

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cart

Tips

Set a firm registration deadline at least 10 days before the golf day. You need final player numbers, dietary requirements and flight assignments before confirming catering and tee times.
Confirm sponsors in writing 2–3 weeks before the event, including hole locations, sponsor names and signage requirements. Late artwork is one of the easiest ways to miss a sponsor commitment.
Test donation payment terminals and payment details at least 48 hours before arrival. Bring extension cords and power strips only after checking where the registration desk, catering area and donation point will be positioned.
Prepare scorecards, lane signs, prizes and goodie bags in separate labelled boxes the day before. Keep one checked participant list at registration so changes do not get lost between the course and catering team.
Plan food and drinks against the confirmed headcount, then check serving equipment before setup. Allow enough time to build party tents, position tables and chairs, cool drinks, and heat food before players return.

Frequently asked questions

How far in advance should I organise a charity golf day?: Begin planning at least 12 weeks ahead, especially if you need a popular golf course, sponsors and catering. Set the player registration deadline around 10 days before the event so the final numbers can be confirmed.
When should charity golf day invitations be sent?: Send the first invitations 6–8 weeks before the golf day. Follow up after 10–14 days and close registrations at least 10 days before the event.
How many drinks should I plan for a charity golf day?: For the first hour, allow 2–3 drinks per person, then plan about 1 drink per person per hour depending on the weather and catering schedule. Add extra water and chilled storage for players returning from the course.
When should I confirm tee times and flight assignments?: Assign start times once registrations close and the participant list is checked, normally 7–10 days before the event. Send flight assignments several days in advance and keep a printed copy at registration.

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