How to organise a charity golf day

A charity golf day combines a competition, fundraising and a hosted meal, so the planning order matters. Start by securing the course and recording the golf programme, then choose the charity, build sponsorship packages and open registrations. In the final weeks, confirm dietary requirements, start times, golf carts, catering and hole sponsors. Before guests arrive, test donation payments, check equipment and prepare scorecards, prizes, signs and goodie bags.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve the golf course
2
Record golf program
2 people
3
Select charity
2 people
4
Create sponsorship packages
2 people
5
Approach sponsors
2 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Assign start times
2 people
11
Reserve golf carts
12
Book catering
13
Arranging prizes for the competition
2 people
14
Confirm hole sponsors
15
Design lane signs
16
Have scorecards printed
17
Check participant list
2 people
18
Send out flight assignments
19
Check the weather forecast
20
Do the shopping
2 people
21
Sort prizes and goodie bags
3 people
22
Check golf sets and balls
2 people
23
Test donation payment details
24
Prepare catering
3 people
25
Build party tents
4 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Set up the buffet and bar
3 people
29
Fill coolers
2 people
30
Place hole signs
3 people
31
Place sponsor flags
2 people
32
Prepare competition materials
2 people
33
Test audio and microphone
2 people
34
Set out goodie bags
2 people

Event

35
Staff the reception desk
2 people
36
Register participants
3 people
37
Hand out starter packs
2 people
38
Register donations
2 people
39
Serve welcome drinks
2 people
40
Explain the golf rules
41
Give the starting signal
42
Prepare the stopover
2 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Collect scorecards
2 people
46
Check scores
2 people
47
Serve dinner
5 people
48
Announce the program
49
Explain the charity
50
Present the auction items
2 people
51
Record auction proceeds
2 people
52
Announce the winners
53
Present prizes
2 people
54
Give thanks
55
Serve the last drinks round
2 people
56
Check out participants
2 people

Aftercare

57
Turn off lights
2 people
58
Collect waste
3 people
59
Wash dishes
3 people
60
Clear buffet
3 people
61
Take down tables and chairs
4 people
62
Take down party tents
4 people
63
Clean the venue
4 people
64
Collect Golf Equipment
3 people
65
Store donation details securely
2 people
66
Transfer Proceeds
67
Thank sponsors
2 people
68
Thank participants
2 people
69
Return rented materials
2 people
70
Store leftover stock
2 people
71
Handle lost property
72
Share photos with participants
73
Send donation receipt

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Cocktail tablesqty 4
Chairsqty 80
Buffet tablesqty 4
Registration desk
Stoolsqty 8
Tableclothsqty 12

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Catering

Groceries
Drink dispensersqty 4
Coffee thermosesqty 6
Buffet warmersqty 8
Icebreakersqty 2
Bottle openersqty 6
Wine openersqty 6
Wok pansqty 4
Serving apronsqty 8
Food containersqty 12
Ice packsqty 24
Corkscrewsqty 4
Wine coolersqty 6

Equipment

Coolersqty 8
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Bain-marieqty 2
Gas barbecuesqty 2
Gas cylindersqty 4
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Wireless microphonesqty 2
Microphone stand

Sports equipment

Golf Ballsqty 120
Scorecardsqty 100
Pencilsqty 120
Golf teesqty 500
Pitchforksqty 80
Golf towelsqty 80
Golf umbrellasqty 20
Tee Matsqty 4
Competition conesqty 18
Measuring tapesqty 4
Golf cartsqty 20

Decorations

Sponsor bannersqty 12
Sponsor bannersqty 12
Balloonsqty 100
Flower arrangementsqty 8
Table numbersqty 12
Name badgesqty 100
Pen holdersqty 8
Goodie bagsqty 90
Wristbandsqty 100
Auction signsqty 20
Photo backdrop

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 10

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cart

Tips

Book the golf course before approaching sponsors or sending invitations. Confirm the available date, playing format, start-time window and facilities, then record the programme so every later deadline fits around it.
Set sponsorship levels before contacting businesses. Give each package a clear benefit, such as a hole sign or event visibility, and confirm every hole sponsor before designing and printing lane signs.
Close registrations early enough to build flights and collect dietary requirements. Send start times and flight assignments several days before the event, rather than leaving players to find their group at registration.
Treat catering as an equipment plan as well as a menu. Count plates, glasses, cutlery and serving pieces for the expected attendance, and check power, coolers, refrigerators, coffee equipment, food warmers and gas supplies before delivery day.
Use the final 24 hours for checks, not decisions. Compare the participant list with printed scorecards, sort prizes and goodie bags, check golf sets and balls, inspect the weather forecast and test donation payment details before guests arrive.

Frequently asked questions

How far in advance should you organise a charity golf day?: Start planning at least 4 to 6 months ahead, especially if the event needs a popular golf course and sponsor funding. Use the first weeks to secure the course, choose the charity and create sponsorship packages.
When should invitations for a charity golf day be sent?: Send invitations around 8 to 12 weeks before the event. Set a registration deadline at least 2 weeks before play so you can process payments, collect dietary requirements and assign start times.
How many golf carts should you reserve?: Reserve carts based on the course rules and your confirmed player list, not on rough attendance estimates. Check the number at least 2 weeks before the event, then update the booking after registrations close.
What should be checked the day before a charity golf day?: Check the weather forecast, participant list, start times, golf sets, balls, scorecards, prizes and goodie bags the day before. Also test donation payment details and confirm catering, tents, tables and power equipment.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!