Golf match checklist: what to arrange and when

A golf match runs smoothly when the competition details are fixed before players arrive. Set the date, course, format, and tee times first, then collect registrations and dietary requirements. In the final week, confirm the starting lineup, rules, prizes, catering, parking, and course access. On the day, focus on the competition table, scorecards, tees, refreshments, signage, and clear instructions so players can start without delays.

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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

Record the competition date and course
2 people
Define the competition format
2 people
Reserve start times
Send invitations
Process registrations
Collect dietary requirements
Determine prize money and prizes
2 people
Order prizes
Order catering
Draw up competition rules
2 people
Check participant list
Create the starting lineup
2 people
Send the starting lineup
Pass dietary requirements on to the caterer
Check the golf course and parking lot
2 people
Gather competition materials
2 people
Do the shopping
2 people
Check prizes and promotional materials
Prepare scorecards
2 people
Distribute golf balls and tees
2 people
Fill coolers
2 people
Create route and information signs
Set out catering supplies
2 people

Event

Set up the competition table
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up course signage
2 people
Check starting boxes
2 people
Decorate the competition table
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Unload catering
2 people
Open registration
2 people
Register participants
2 people
Hand out scorecards
2 people
Explain the competition rules
Guide start groups to the tees
3 people
Officially start the competition
Record start times
Refill drinks
2 people
Refill snacks
2 people
Complete course laps
2 people
Collect scorecards
2 people
Check scores
2 people
Set up buffet
3 people
Serve the buffet
3 people
Serve drinks
2 people
Announce the winners
Present prizes
2 people
Take group photo
2 people
Collect tableware and glasses
3 people
Publish final standings
Store leftovers refrigerated
2 people

Aftercare

Clear the golf course
3 people
Remove signs and decor
2 people
Clear tables and chairs
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Empty coolers
2 people
Store leftover groceries
Return borrowed materials
2 people
Archive scorecards

What to bring

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

Furniture

Registration tablesqty 2
Buffet tablesqty 6
Folding chairsqty 60
High tablesqty 6
Tableclothsqty 8
Waste binsqty 6

Sports equipment

Golf Ballsqty 120
Golf teesqty 300
Scorecardsqty 70
Pencilsqty 80
Pencil sharpenersqty 4
Scorecard clipsqty 20
Competition flagsqty 18
Tee markersqty 36
Distance metersqty 4
Spare golf clubsqty 4
Golf umbrellasqty 12
Competition prizesqty 12
Start list boardsqty 3
Scoreboard
Measuring tapesqty 2
Markersqty 12
Competition rulesqty 60
Emergency ponchosqty 20

Tableware

Coffee cupsqty 70
Glassesqty 100
Wine glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 8
Coffee spoonsqty 70

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 4
Power banksqty 4
Camera

Lighting

Table lampsqty 6
String lightsqty 4

Decorations

Entrance competition flagsqty 2
Balloon archesqty 2
Name badgesqty 70
Table décorqty 8
Awards backdrop

Cleaning

Trash bagsqty 80
Cleaning glovesqty 8
Litter pickersqty 3
Bucketsqty 4
Cleaning clothsqty 20
Washing-up tubsqty 3
Hand soap dispensersqty 4
Paper towelsqty 12

Catering

Groceries

Tips

Set the competition format before sending invitations. Players need to know whether they are entering a stroke-play, match-play, team, or other format before they register.
Reserve tee times as soon as the date and player estimate are known. Build the starting lineup only after registrations close, then send it early enough for players to check their start time.
Close dietary requirements before passing the final numbers to the caterer. Reconfirm the participant list and catering count together so late changes do not leave meals or tableware missing.
Prepare one competition table with scorecards, pencils, sharpeners, scorecard clips, rules, and the start list. Keep spare golf balls, tees, clubs, umbrellas, and emergency ponchos together so they can be handed out quickly.
Walk the course and parking area before the match begins. Put out route and information signs, check tee markers and competition flags, fill the coolers, and set up catering tables and seating before the first group starts.

Frequently asked questions

How far in advance should I organize a golf match?: Fix the date, course, and format at least 6 to 8 weeks before the match. Reserve tee times before sending invitations, especially if several groups will start close together.
When should golf match registrations close?: Close registrations about 10 to 14 days before the competition. That gives you time to confirm the player list, collect dietary requirements, arrange prizes, order catering, and create the starting lineup.
How many golf balls and tees do I need per player?: Plan at least 3 to 6 spare golf balls and around 10 tees per player, in addition to what players bring themselves. Keep extra supplies at the competition table for damaged, lost, or forgotten equipment.
When should I send the golf match starting list?: Send the final starting lineup 3 to 5 days before the match. Include each player's tee time, starting group, meeting point, parking information, competition rules, and any catering or arrival instructions.

Start this plan in Lizzt

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