Golf clinic checklist: what to arrange and when

A golf clinic runs smoothly when the course, golf professional and participant details are settled before equipment and catering are prepared. Start with registrations and dietary requirements, then confirm the final group and send practical information. In the final days, check the forecast, inspect the golf sets and prepare scorecards, name badges and safety equipment. On the day, allow time for reception, station setup, refreshments and a clear welcome before the first instruction begins.

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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

Send invitations
Process registrations
Collect dietary requirements
Reserve the golf course
Book golf professional
Create final participant list
Send participant information
Provide dietary requirements
Check the weather forecast
Inform participants again
Do the shopping
2 people
Print scorecards
Make name badges
Check golf equipment
2 people
Charge audio equipment
Pack golf equipment
2 people
Prepare the buffet
2 people
Chill drinks
Check the venue
2 people
Set up tables and chairs
3 people
Set up the reception table
Set up golf stations
3 people
Distribute golf balls and tees
2 people
Prepare safety equipment

Event

Receive participants
3 people
Hand out name badges
Serve welcome drinks
2 people
Give safety instructions
Run golf clinic
2 people
Guide practice stations
4 people
Refill drinks
2 people
Serve snacks
2 people
Hand out scorecards
Supervise the competition
3 people
Collect scores
Set up buffet
3 people
Serve the buffet
3 people
Refill drinks
2 people
Announce the winner
Serve farewell drinks
2 people

Aftercare

Collect Golf Equipment
3 people
Sort and remove waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
2 people
Return golf equipment
2 people
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 5
Chairsqty 24
Buffet tablesqty 2
Tableclothqty 5
Waste binsqty 3

Sports equipment

Golf setsqty 20
Golf Ballsqty 100
Golf teesqty 200
Practice matsqty 10
Cut nettingqty 4
Putting matsqty 4
Putting cupsqty 4
Marker conesqty 20
Scorecardsqty 25
Pencilsqty 30
Golf towelsqty 6
Umbrellasqty 6

Equipment

Coolersqty 3
Bluetooth speaker
Charging cablesqty 3
Extension cordsqty 2
Microphone

Tableware

Drinking glassesqty 30
Wine glassesqty 24
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 4
Ice packsqty 12
Coffee maker
Kettle
Thermos flasksqty 3
Cutting boardsqty 3

Decorations

Name badgesqty 25
Markersqty 6
Balloonsqty 30
Ribbonsqty 3

Cleaning

Hand brush and dustpan
Cleaning clothsqty 10
Dish brushesqty 2

Safety

First aid kit
Sunscreenqty 4
Mosquito sprayqty 3

Catering

Groceries

Tips

Reserve the golf course and book the golf professional before sending invitations. Your final participant number affects the stations, golf sets, practice mats and amount of food.
Close registrations early enough to create a final participant list and collect dietary requirements. Send the confirmed schedule, arrival time and what participants should bring at least 3–5 days before the clinic.
Check every golf set, golf ball, tee and practice mat before leaving for the venue. Pack spare balls, pencils, towels and umbrellas together so they are not discovered missing at reception.
Check the weather forecast 48 hours before the clinic and inform participants again if clothing or timing needs to change. Put umbrellas and safety equipment where the organiser and golf professional can reach them quickly.
Set up the reception table before arranging the golf stations. Place name badges, participant information and scorecards at the entrance, then test the Bluetooth speaker, microphone and charging cables before guests arrive.

Frequently asked questions

How far in advance should I book a golf clinic?: Book the golf course and golf professional as soon as you have a likely date, preferably at least 4–8 weeks ahead. This gives you time to open registrations, confirm the group size and arrange suitable stations and equipment.
When should I send golf clinic invitations?: Send invitations around 3–4 weeks before the clinic and set a registration deadline about 7–10 days before it. Use the final list to confirm dietary requirements, prepare name badges and calculate food, drinks and equipment.
What should I check the day before a golf clinic?: Check the forecast, venue access, golf sets, practice mats, putting equipment, safety equipment and audio equipment the day before. Also print scorecards, finish the packing and chill the drinks so setup is not delayed.
How early should participants arrive for a golf clinic?: Plan reception for 20–30 minutes before the first instruction starts. That allows time to welcome participants, hand out name badges and information, confirm the group and direct everyone to the golf stations.

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