How to organise a golf match without last-minute problems

Start by fixing the course, date and competition format before inviting anyone. Once registrations come in, group players, confirm start times and collect dietary requirements so catering and scorecards match the final numbers. The details that cause the most trouble are usually practical: unclear rules, missing golf equipment, untested sound equipment and prizes that arrive too late. Work backwards from the first tee time and leave a final check for the day before.

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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
Reserve the golf course
2
Determine the competition format
2 people
3
Draw up competition rules
2 people
4
Order prizes and cups
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Create participant groups
2 people
9
Confirm start times
10
Order catering
11
Check golf equipment
2 people
12
Check the weather forecast
13
Print participant list
14
Prepare scorecards
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Checking prizes
18
Prepare route signs
19
Set up the competition table
2 people
20
Set up the reception table
2 people
21
Set up tables and chairs
3 people
22
Build party tents
4 people
23
Hang decorations
2 people
24
Test audio and microphone
2 people
25
Set up the buffet and bar
3 people
26
Prepare snacks
3 people
27
Distribute golf balls and tees
2 people

Event

28
Register participants
2 people
29
Give starting instructions
2 people
30
Assist with the golf match
4 people
31
Refill drinks
2 people
32
Serve snacks
2 people
33
Collect scorecards
2 people
34
Check scores
2 people
35
Serve dinner buffet
3 people
36
Refill drinks during dinner
2 people
37
Announce the winners
2 people
38
Present prizes
2 people
39
See participants off
2 people

Aftercare

40
Clear the buffet and bar
3 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clear tables and chairs
3 people
44
Take down party tents
4 people
45
Clean the venue
3 people
46
Return golf equipment
2 people
47
Return rental items
2 people
48
Collect lost property
49
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

Choose the competition format and write the rules before sending invitations. Players should know the scoring method, handicap arrangements, tie-break procedure and any local course rules when they register.
Close registrations at least 7 days before the match. Use the final participant list to create groups, print scorecards, confirm tee times and give the caterer an accurate headcount.
Check golf clubs, balls, tees, pitchforks, scorecard holders and pencils at least 2 days beforehand. Add spare equipment rather than discovering a shortage when the first group is ready to tee off.
Set up the reception and competition tables at least 60 minutes before the first start. Keep the participant list, scorecards, rules and prizes in separate clearly marked areas so players are not waiting for paperwork.
Check the forecast the day before and plan for wet weather with golf umbrellas, party tents and protected power connections. Test the microphone and speaker before guests arrive, then chill drinks and set up the buffet close to service time.

Frequently asked questions

How far in advance should I organise a golf match?: Reserve the golf course at least 6 to 12 weeks ahead, especially if you need several tee times or catering. Send invitations once the format and provisional start times are confirmed.
When should golf match registrations close?: Close registrations about 7 days before the match. That gives you enough time to create participant groups, confirm dietary requirements, print the list and prepare scorecards.
How many drinks should I buy for a golf match?: Plan roughly 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour afterward. Add extra water for the course and keep chilled stock in coolers before reception starts.
When should I order golf match prizes and cups?: Order prizes and cups at least 3 weeks before the match. Check the delivery and contents no later than 2 days before the event, so there is time to replace anything missing.

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.