Golf match checklist: what to arrange and when

A golf match needs more than a booked tee time. You also need a clear competition format, confirmed player groups, scorecards, prizes, catering and a practical setup for registration and scoring. Start with the course and rules, then collect registrations and dietary requirements before finalising groups and start times. On the day, allow time to check equipment, chill drinks, put up signs and test the microphone before players arrive.

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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
Determine the competition format
2 people
Draw up competition rules
2 people
Order prizes and cups
Send invitations
Process registrations
Collect dietary requirements
Create participant groups
2 people
Confirm start times
Order catering
Check golf equipment
2 people
Check the weather forecast
Print participant list
Prepare scorecards
Do the shopping
2 people
Chill drinks
2 people
Checking prizes
Prepare route signs
Set up the competition table
2 people
Set up the reception table
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Hang decorations
2 people
Test audio and microphone
2 people
Set up the buffet and bar
3 people
Prepare snacks
3 people
Distribute golf balls and tees
2 people

Event

Register participants
2 people
Give starting instructions
2 people
Assist with the golf match
4 people
Refill drinks
2 people
Serve snacks
2 people
Collect scorecards
2 people
Check scores
2 people
Serve dinner buffet
3 people
Refill drinks during dinner
2 people
Announce the winners
2 people
Present prizes
2 people
See participants off
2 people

Aftercare

Clear the buffet and bar
3 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Return golf equipment
2 people
Return rental items
2 people
Collect lost property
Forward results

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 45
Buffet tablesqty 3
Waste binsqty 4

Sports equipment

Golf clubsqty 8
Golf Ballsqty 72
Golf teesqty 200
Pitchforksqty 40
Pencil sharpenersqty 6
Tee markersqty 8
Scorecard holdersqty 12
Golf umbrellasqty 6

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 3
Microphone
Speakerqty 2

Lighting

String lightsqty 4
LED lanternsqty 8

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 50

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 6

Decorations

Tableclothsqty 8
Balloonsqty 40
Competition flagsqty 6
Directional signsqty 10
Trophiesqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Bucketsqty 2
Mopqty 2
Cleaning spongesqty 6

Catering

Groceries

Tips

Book the course and agree the competition format first, ideally at least 6–8 weeks before the match. The format determines the rules, scorecards, group sizes and prizes you need.
Close registrations 7–10 days before the match so you can create participant groups, confirm start times and print an accurate participant list. Ask for dietary requirements at the same time.
Check golf equipment two or three days beforehand, including clubs, balls, tees, pitchforks, tee markers, scorecard holders and golf umbrellas. Replace or borrow missing items before match morning.
Set up registration and competition tables at least 60 minutes before the first tee time. Keep the participant list, printer, laptop, scorecards and sharpened pencils together so changes can be handled quickly.
Order catering based on the final headcount and chill drinks several hours before guests arrive. Put buffet items, serving utensils, plates, glasses and waste bins in place before the first players return.

Frequently asked questions

How far in advance should I organise a golf match?: Book the golf course 6–8 weeks ahead, especially if the match is on a weekend. Finalise players, groups, start times and catering 7–10 days before the event.
When should golf match registrations close?: Close registrations 7–10 days before the match. That gives you enough time to process entries, collect dietary requirements, group players and print the participant list.
How early should I arrive to set up a golf match?: Arrive at least 90 minutes before the first tee time. Use the first 30 minutes for tables, chairs, signs and equipment, then leave 60 minutes for registration, scorecards, catering and technical checks.
How much catering should I order for a golf match?: Base the catering order on the confirmed number of participants and staff, then add 5–10% extra portions. Keep dietary requirements separate and label suitable dishes before serving.

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.