How to organise a golf match without last-minute problems

Organising a golf match starts with the course, tee time and competition format—not with the catering. Confirm the playing date, capacity and rules early, then collect registrations and dietary requirements before assigning starting groups. In the final week, prepare the start list, scorecards, course signs and prize table, and check that golf equipment and refreshments are ready. Most delays happen at registration, the first tee and the prize-giving, so build your schedule around those three points.

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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

1
Set competition format
2 people
2
Reserve the golf course
3
Reserve the start time
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Draw up competition rules
2 people
8
Order prizes
9
Book catering
10
Assign starter groups
2 people
11
Update participant list
12
Prepare scorecards
2 people
13
Print start list
14
Set up the prize table
2 people
15
Check the shopping list
16
Do the shopping
2 people
17
Check golf equipment
2 people
18
Email competition info
19
Fill coolers
2 people
20
Set out bananas and snacks
2 people
21
Set up the reception desk
2 people
22
Set up tables and chairs
3 people
23
Prepare registration materials
2 people
24
Set up the prize table
2 people
25
Check track markings
2 people
26
Sort scorecards
27
Set up the catering buffet
3 people

Event

28
Receive participants
3 people
29
Explain the starting rules
30
Send off the start groups
2 people
31
Refill drinks
2 people
32
Check the course route
2 people
33
Help participants by phone
34
Set out snacks
2 people
35
Register arrival scorecards
2 people
36
Check scores
2 people
37
Serve dinner buffet
4 people
38
Announce the winners
39
Present prizes
2 people

Aftercare

40
Collect leftover materials
2 people
41
Wash dishes
3 people
42
Clear tables and chairs
3 people
43
Clean golf equipment
2 people
44
Collect waste
2 people
45
Clean the clubhouse
3 people
46
Chill leftover food
2 people
47
Return materials
2 people
48
Publish results
49
Send thank-you message

What to bring

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

Furniture

Beer tablesqty 6
Chairsqty 50
Buffet tablesqty 3
Reception desk
Prize table
Waste binsqty 6

Sports equipment

Golf Ballsqty 150
Golf clubsqty 6
Golf teesqty 300
Pitchforksqty 40
Scorecard holdersqty 40
Golf umbrellasqty 6
Course signsqty 18
Barrier tapeqty 2

Tableware

Platesqty 60
Dessert platesqty 60
Cutlery setsqty 60
Water glassesqty 60
Wine glassesqty 50
Coffee cupsqty 50
Serving plattersqty 10
Serving spoonsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 2
Hot traysqty 4
Calculatorsqty 2
Notice boardsqty 2

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving utensilsqty 8
Ice packsqty 20

Decorations

Tableclothsqty 9
Bib numbersqty 40
Name badgesqty 50
Competition postersqty 4

Lighting

String lightsqty 4

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the competition format before inviting players. State the handicap rules, scoring method, number of holes and registration deadline so you can create fair groups and accurate scorecards.
Reserve the course and start time as early as possible, then ask for final player numbers at least 7 days before the match. This gives you time to adjust catering, tables, chairs and prizes.
Close registration with a firm deadline, ideally 5–7 days before play. Use the final list to assign starter groups, print the start list and identify dietary requirements before the event day.
Prepare the first-tee setup the day before: scorecards, scorecard holders, tees, golf balls, course signs and any track markings should be checked before players arrive. Keep spare scorecards and pencils at the reception desk.
Plan food and drinks around the playing schedule. Fill coolers before the first group starts, put bananas and snacks where players can reach them, and allow at least 45 minutes after the last group for catering and prize-giving.

Frequently asked questions

How far in advance should I organise a golf match?: Reserve the golf course and tee time at least 6–8 weeks ahead, especially for a larger group. Set the registration deadline 5–7 days before play so groups, catering and prizes can be finalised.
How do I organise starting groups for a golf match?: Use the final participant list to create groups of the size allowed by the course, commonly four players. Publish the start list 2–3 days before the match and keep one printed copy at registration.
What should I prepare for golf match registration?: Set up the reception desk 45–60 minutes before the first tee time. Have the participant list, start list, registration materials, scorecards and competition information ready in one place.
When should prizes and catering be arranged for a golf match?: Order prizes and book catering as soon as the expected player count is known, then confirm both 5–7 days before the match. Set up the prize table before the first group returns so the presentation can start on time.

Start this plan in Lizzt

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