Golf tournament checklist and planning guide

A golf tournament runs smoothly when registration, course logistics and player information are settled before tournament day. Start by reserving the course and choosing the competition format, then collect registrations, handicaps and dietary requirements. In the final weeks, confirm tee times, volunteers, catering, prizes and golf carts. This checklist also covers the details people often leave too late, such as scorecards, start signs, chilled drinks and weather planning.

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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

Invite participants
2 people
Open registration form
Reserve the golf course
Determine the competition format
2 people
Record start times
2 people
Process registrations
2 people
Collect dietary requirements
Check handicaps
2 people
Draw up competition rules
2 people
Secure prize money
Order catering
Order prizes and cups
Reserve golf carts
Request track information
Assign volunteers
2 people
Finalize the participant list
2 people
Publish start list
Inform participants
2 people
Check the weather forecast
Do the shopping
2 people
Collect prizes
Fill competition folders
2 people
Sort golf balls
2 people
Prepare scorecards
2 people
Chill drinks
2 people
Prepare coffee station
2 people
Prepare snacks
3 people
Set up the registration desk
2 people
Set up tables and chairs
3 people
Set up party tents
4 people
Hang up competition posters
2 people
Check track markings
2 people
Check the starting blocks
2 people
Set up score processing
2 people
Prepare first aid supplies
Put up parking signs
2 people
Set up music
Brief volunteers
2 people

Event

Open registration
3 people
Receive participants
3 people
Hand out starter packs
2 people
Serve coffee and tea
2 people
Explain the competition
Take group photo
2 people
Guide the start groups
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect scorecards
2 people
Check scores
2 people
Set up buffet
4 people
Serve the buffet
4 people
Collect tableware
2 people
Check prize winners
2 people
Support awards ceremony
2 people
Give thank-you speech
See participants off
2 people

Aftercare

Collect waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect Golf Equipment
3 people
Clean the kitchen
2 people
Wash dishes
3 people
Leave venue clean
3 people
Store materials dry
2 people
Return rented items
2 people
Inventory Leftovers
Send out the results
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
High tablesqty 6
Tablecloth coversqty 8
Waste binsqty 8

Sports equipment

Golf clubsqty 12
Golf Ballsqty 150
Teesqty 500
Scorecard holdersqty 20
Distance metersqty 6
Umbrellasqty 12
Track polesqty 18
Start signsqty 4
Golf towelsqty 30
Golf cartsqty 10

Tableware

Platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 2

Equipment

Coffee machinesqty 2
Coolersqty 6
Food warmersqty 6
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Laptop
Printer
Payment terminal

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Ice packsqty 20
Serving tongsqty 8
Thermos flasksqty 6

Decorations

Balloon decorationsqty 4
Bannersqty 6
Table décorqty 8
Name badgesqty 80
Directional signsqty 12
Pensqty 40
Badge holdersqty 80

Catering

Groceries

Tips

Reserve the golf course before opening registration. Confirm the available date, course information, starting arrangement and the deadline for submitting the final participant list.
Set a firm registration deadline at least 7 days before the tournament. Use the final list to check handicaps, dietary requirements, tee times and the number of golf carts and meals needed.
Publish the start list no later than 2 days before play. Include each player’s start time, group and any practical information about arrival, competition rules and the course.
Order prizes, cups and catering after registration closes, allowing at least 7 days for delivery or collection. Keep dietary requirements with the catering order rather than relying on last-minute updates.
Prepare the course and welcome materials on the day before. Sort golf balls, prepare scorecards and competition folders, place start signs and track poles, and chill drinks before participants arrive.

Frequently asked questions

How far in advance should I plan a golf tournament?: Begin planning at least 8 to 12 weeks before the tournament. Reserve the course first, then allow time for registration, competition rules, catering, prizes, volunteers and equipment.
When should golf tournament registration close?: Close registration about 7 days before the tournament. This gives you enough time to check handicaps, finalize groups and tee times, confirm dietary requirements and order the correct amount of food and prizes.
When should I publish the golf tournament start list?: Publish the start list 2 days before the tournament. Send each participant their start time and group, along with the competition rules and any arrival instructions.
How many golf carts should I reserve for a tournament?: Reserve carts based on confirmed participants and the course’s cart policy, not on early estimates. Confirm the number after registration closes, then add a small buffer if the course allows it and players may need carts for accessibility or logistics.

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.