Golf Day Checklist and Planning Guide
A golf day needs more than a booked course and a list of players. You need time to collect handicaps and dietary requirements, build teams, confirm start times and arrange transport before guests arrive. This checklist also covers the details that are easy to miss, from scorecards and pencils to chilled drinks, parking signs and dinner setup. Follow it from the first booking through the final course and catering checks.
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
Reserve dinner venue
Send invitations
Process registrations
Collect dietary requirements
Collect handicaps
Send transportation information
Compile the participant list
Create teams and starting order
2 people
Order prizes
Set the golf rules and format
2 people
Confirm start times
Place catering order
Check the weather forecast
Send final participant confirmation
Do the shopping
2 people
Check prizes and materials
2 people
Prepare scorecards
2 people
Make name badges
2 people
Distribute golf balls and tees
2 people
Make route and parking signs
Chill drinks
2 people
Unpack groceries
2 people
Set up the reception table
2 people
Set up buffet tables
3 people
Set up chairs and tables
3 people
Hang decorations
2 people
Set out golf equipment
3 people
Set up catering
3 people
Event
Staff the registration table
2 people
Check in participants
2 people
Serve welcome drinks
2 people
Give the golf briefing
Guide teams to their starting points
2 people
Hand out lunch packs
3 people
Assist with the golf match
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect scorecards
2 people
Check scores
2 people
Open the dinner buffet
3 people
Serve dinner
3 people
Refill drinks during dinner
2 people
Announce the winners
Present prizes
2 people
Aftercare
Clear tables
3 people
Wash dishes
3 people
Sort waste
2 people
Clean the venue
3 people
Collect Golf Equipment
3 people
Remove decorations
2 people
Put furniture back
3 people
Inventory materials
2 people
Return borrowed items
2 people
Collect expenses
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Reception desk
- Buffet tablesqty 4
- Dining tablesqty 6
- Chairsqty 40
- Parasolsqty 4
Tableware
- Dinner platesqty 45
- Dessert platesqty 45
- Knivesqty 45
- Forksqty 45
- Spoonsqty 45
- Water glassesqty 50
- Wine glassesqty 50
- Coffee cupsqty 45
- Napkinsqty 100
Sports equipment
- Golf clubsqty 40
- Golf Ballsqty 120
- Golf teesqty 250
- Scorecardsqty 50
- Pencilsqty 50
- Scorecard holdersqty 12
- Ball markersqty 50
- Pitchforksqty 20
- Prizesqty 8
- Team flagsqty 10
Equipment
- Coffee makerqty 2
- Hot drink urnsqty 4
- Coolersqty 6
- Extension cordsqty 3
- Power stripsqty 3
Kitchen
- Serving plattersqty 12
- Serving spoonsqty 8
- Cutting boardsqty 3
- Bread knivesqty 3
- Ice cube traysqty 6
Decorations
- Golf day bannerqty 2
- Name badgesqty 45
- Table numbersqty 6
- Balloonsqty 40
- Directional signsqty 8
Cleaning
- Waste binsqty 6
- Cleaning clothsqty 12
- Dishpanqty 2
Catering
- Groceries
Tips
- Book the golf course and dinner venue before sending invitations, then include a clear registration deadline so you have time to build teams and confirm numbers.
- Collect handicaps and dietary requirements during registration, not in the final week. Use the completed participant list to create teams, starting orders and name badges.
- Confirm start times and transport information several days before the event. Include parking directions and place route signs so players are not delayed at reception.
- Check golf materials before guests arrive: scorecards, pencils, holders, ball markers, pitchforks, golf balls, tees and team flags. Prepare extras rather than discovering shortages on the first tee.
- Review the weather forecast before the final confirmation, then chill drinks and set up the reception and buffet tables before players return. Check power strips, extension cords and coffee equipment during setup.
Frequently asked questions
- How far in advance should I organise a golf day?
- Start booking the golf course and dinner venue at least 8 to 12 weeks ahead. Send invitations once the date, format and start times are sufficiently confirmed, leaving time for registrations and team planning.
- When should I collect handicaps and dietary requirements for a golf day?
- Collect both during registration and close the process 7 to 10 days before the event. That gives you time to finalise teams, starting order, catering quantities and special meal requests.
- What should I prepare on the morning of a golf day?
- Set up the reception desk, name badges, scorecards, pencils, golf balls and tees before the first players arrive. Allow at least 90 minutes for signs, drinks, equipment and registration setup.
- How many drinks should I plan for a golf day?
- For the first hour, plan on 2 to 3 drinks per person, then adjust for the length of the round and the weather. Keep water available throughout the day and chill the drinks before registration begins.
Start this plan in Lizzt
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