Golf tournament checklist

A golf tournament runs smoothly when the decisions are made in the right order. Confirm the date and course first, then set the competition format, open registration and build the field. As the event gets closer, arrange sponsors, catering, prizes and photography while checking handicaps and dietary requirements. In the final week, publish the start list, print competition cards, check the forecast and prepare the course-day equipment, prizes and goodie bags.

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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

Confirm tournament date
2 people
Reserve the golf course
Define the competition format
2 people
Record start times
2 people
Create sponsorship packages
2 people
Send invitations
2 people
Open the registration form
Carry out sponsor outreach
3 people
Buy prizes
2 people
Process registrations
2 people
Collect dietary requirements
Check golf handicaps
2 people
Assemble teams
2 people
Publish start list
Book catering
2 people
Reserve photographer
Engrave prizes
Collect sponsor logos
2 people
Request track rules
Check the weather forecast
Create the final start list
2 people
Inform participants
2 people
Do the shopping
3 people
Print competition cards
Sort prizes and goodie bags
2 people

Event

Set up the registration table
2 people
Put up sponsor boards
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang up decorations
2 people
Chill drinks
2 people
Set up buffet
3 people
Check golf carts
2 people
Mark the competition holes
3 people
Distribute scorecards
2 people
Staff the registration desk
3 people
Receive participants
3 people
Hand out goodie bags
2 people
Serve welcome drinks
2 people
Deliver the opening speech
Explain the game rules
Guide the start groups
3 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks
3 people
Answer contest questions
2 people
Collect scorecards
2 people
Check scores
2 people
Open the dinner buffet
3 people
Serve dinner
4 people
Announce the winners
Present prizes
2 people
Give a thank-you speech
Announce the Donation Total

Aftercare

Collect tableware
3 people
Collect waste
3 people
Take down the buffet
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove sponsor signs
2 people
Clean the venue
4 people
Inventory materials
2 people
Return rental items
2 people
Return golf equipment
2 people
Collect photos
Send thank-you email
2 people
Update sponsor overview
Transfer Proceeds
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Chairsqty 110
Buffet tablesqty 6
High tablesqty 8
Tableclothsqty 18

Equipment

Coolersqty 8
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 6
Power stripsqty 6
Megaphone
Laptop
Printer

Tableware

Coffee cupsqty 120
Drinking glassesqty 160
Wine glassesqty 120
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 4

Sports equipment

Golf Ballsqty 180
Golf teesqty 500
Scorecardsqty 100
Pencilsqty 120
Competition flagsqty 18
Barrier tapeqty 4
Golf umbrellasqty 12
Golf cartsqty 18
Vestsqty 12

Decorations

Sponsor bannersqty 30
Directional signsqty 12
Welcome sign
Balloonsqty 100
Table décorqty 12
Trophiesqty 12
Goodie bagsqty 100
Name badgesqty 100

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Waste binsqty 10
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Microfiber clothsqty 20

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Serving spoonsqty 10
Aluminum foilqty 4

Catering

Groceries

Tips

Reserve the golf course before announcing the date, and record the start times as soon as the booking is confirmed. The tee-time structure affects registration, team assembly, catering and the final start list.
Open registration with a clear deadline for player details, handicaps and dietary requirements. Check the entries before assembling teams so the start list does not need major changes at the last minute.
Send sponsor outreach early enough to collect logos before printing. Sponsor packages, logo files and any on-course branding should be settled before the competition cards and event signage are produced.
Book catering after you know the expected field size, then confirm the final headcount and dietary requirements before ordering. Plan separate areas for buffet service, drinks, coffee equipment and any party tents or tables needed outdoors.
In the final week, check the weather forecast, request the course rules and print the competition cards. Sort prizes and goodie bags in player or team order, and test the laptop, printer, megaphone and power connections before arrival.

Frequently asked questions

How far in advance should I organise a golf tournament?: Start planning at least 12 weeks before the tournament, especially if you need sponsors, catering and engraved prizes. Confirm the course and date first, then allow time for registration and team assembly.
When should golf tournament registration close?: Close registration about 10 to 14 days before the event. This leaves time to check handicaps, collect dietary requirements, assemble teams and publish the final start list.
How many golf balls and tees do I need for a tournament?: Prepare at least one sleeve of balls and a small supply of tees per player, plus 10% spare stock. For 72 players, that means 216 balls if using three per player, with extra tees for lost or damaged items.
When should I print the golf competition cards?: Print the cards 1 to 3 days before the tournament, after the start list and course details are final. Keep a few blank cards and spare pencils available for late changes.

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