Golf match checklist: what to arrange and when

A golf match runs smoothly when the competition details are settled before players arrive. Start with the course, format and participant list, then confirm registrations, dietary requirements and tee times. In the final days, prepare scorecards, golf balls, tees, prizes and catering rather than leaving them until match morning. This checklist also covers the practical setup: registration, tables, buffet, drinks and clear information around the course.

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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
Set the competition format
2 people
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Send the competition rules
Assign start times
2 people
Order prizes
Order catering
Check golf equipment
2 people
Prepare scorecards
2 people
Print start list
Do the shopping
2 people
Set up catering
3 people
Sort golf balls and tees
2 people
Label prizes and trophies
Open venue
2 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Set up the buffet
3 people
Chill drinks
2 people
Lay out scorecards and pens
Hang lane information
2 people
Hand out golf balls and tees
2 people
Test the equipment and microphone
2 people

Event

Staff the registration desk
2 people
Receive participants
3 people
Give the introduction briefing
2 people
Start golf competition
2 people
Hand out scorecards
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
2 people
Collect trash and empty bottles
2 people
Welcome participants at the finish
2 people
Collect scorecards
2 people
Check final scores
2 people
Serve dinner
4 people
Handle prize ceremony
3 people
Photograph the winners

Aftercare

Collect tableware
3 people
Clean the buffet and kitchen
3 people
Clear tables and chairs
4 people
Collect Golf Equipment
3 people
Take waste to the collection point
2 people
Lock up the venue
2 people
Return materials
2 people
Send results and photos
Process invoices and deposits

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Registration desk
Party tentsqty 2

Tableware

Coffee cupsqty 90
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving utensilsqty 12

Sports equipment

Golf Ballsqty 144
Golf teesqty 300
Scorecardsqty 90
Pencilsqty 100
Scoreboard
Competition flagsqty 4
Marker conesqty 20

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Microphone
Speaker

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving spoonsqty 8
Corkscrewsqty 3

Decorations

Tableclothsqty 10
Bib numbersqty 24
Prize table sign
Trophiesqty 6
Medal ribbonsqty 12

Cleaning

Waste binsqty 6

Lighting

LED lampsqty 6

Catering

Groceries

Tips

Book the course before sending invitations, then allow at least two weeks to collect registrations and dietary requirements. You need the confirmed player count before ordering catering or assigning tee times.
Send the competition format and rules with the confirmed start times. Share the start list at least 48 hours before the match so players know when to register and where to go.
Prepare one scorecard and pencil for every player, plus at least 10% extra. Sort golf balls and tees into easy-to-reach groups before the registration desk opens.
Order prizes early enough to check names, categories and engraving details at least one week before the match. Label each prize before the presentation so results do not cause a delay.
Open the venue at least 90 minutes before the first tee time. Set up registration, tables, chairs, buffet, chilled drinks, scorecards and course information before players begin arriving.

Frequently asked questions

How far in advance should I organise a golf match?: Reserve the golf course at least 6–8 weeks in advance, especially if the match is on a weekend. Send invitations around 4 weeks before play and close registrations 10–14 days before the event.
When should golf match tee times be assigned?: Assign tee times after registrations close and the final player list is confirmed, usually 7–10 days before the match. Send the start list no later than 48 hours before the first tee time.
How many scorecards, pencils and golf tees do I need?: Prepare one scorecard and pencil per player, plus 10% extra for replacements. Provide enough golf balls and tees for the format, with a small reserve ready at registration rather than ordering only the exact player count.
How early should catering and drinks be ready for a golf match?: Have buffet food and chilled drinks ready 30–45 minutes before the first players finish or arrive at the catering area. Complete tables, serving utensils, cups and glasses at least 60 minutes before the first tee time.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.