How to organise a golf tournament without last-minute problems

Start with the course booking and competition format, then build the registration process around the number of players and available tee times. Once entries are coming in, check handicaps, dietary requirements and transport needs before ordering catering, carts and prizes. The final week is about locking the start list, preparing scorecards and folders, and checking the course information. On the day, separate player registration, refreshments and scoring so one delay does not affect the whole tournament.

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
Invite participants
2 people
2
Open registration form
3
Reserve the golf course
4
Determine the competition format
2 people
5
Record start times
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Check handicaps
2 people
9
Draw up competition rules
2 people
10
Secure prize money
11
Order catering
12
Order prizes and cups
13
Reserve golf carts
14
Request track information
15
Assign volunteers
2 people
16
Finalize the participant list
2 people
17
Publish start list
18
Inform participants
2 people
19
Check the weather forecast
20
Do the shopping
2 people
21
Collect prizes
22
Fill competition folders
2 people
23
Sort golf balls
2 people
24
Prepare scorecards
2 people
25
Chill drinks
2 people
26
Prepare coffee station
2 people
27
Prepare snacks
3 people
28
Set up the registration desk
2 people
29
Set up tables and chairs
3 people
30
Set up party tents
4 people
31
Hang up competition posters
2 people
32
Check track markings
2 people
33
Check the starting blocks
2 people
34
Set up score processing
2 people
35
Prepare first aid supplies
36
Put up parking signs
2 people
37
Set up music
38
Brief volunteers
2 people

Event

39
Open registration
3 people
40
Receive participants
3 people
41
Hand out starter packs
2 people
42
Serve coffee and tea
2 people
43
Explain the competition
44
Take group photo
2 people
45
Guide the start groups
3 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Collect scorecards
2 people
49
Check scores
2 people
50
Set up buffet
4 people
51
Serve the buffet
4 people
52
Collect tableware
2 people
53
Check prize winners
2 people
54
Support awards ceremony
2 people
55
Give thank-you speech
56
See participants off
2 people

Aftercare

57
Collect waste
3 people
58
Take down tables and chairs
4 people
59
Take down party tents
4 people
60
Collect Golf Equipment
3 people
61
Clean the kitchen
2 people
62
Wash dishes
3 people
63
Leave venue clean
3 people
64
Store materials dry
2 people
65
Return rented items
2 people
66
Inventory Leftovers
67
Send out the results
68
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, and confirm the available tee times, course layout and maximum number of players. Without this, you cannot publish a reliable start list.
Choose the competition format before inviting participants. Write the rules in plain language, including handicap requirements, scoring, tie-breaks and what happens if a player arrives late.
Close registration early enough to check every handicap and dietary requirement. Aim to publish the final start list at least 48 hours before the first tee time, so players can raise errors in time.
Order prizes, cups and prize money only after the number of participants and competition categories are fixed. Keep a separate checklist for collection and place the prizes with the competition folders before registration opens.
Plan the course setup and refreshment points as separate jobs. Check golf balls, tees, scorecard holders, umbrellas, signs, carts, coolers and food warmers on the day before, then chill drinks and prepare coffee equipment before players arrive.

Frequently asked questions

How far in advance should you organise a golf tournament?: Start planning at least 8 to 12 weeks ahead. Course availability, registration, catering, carts and custom prizes can all require separate lead times, so leaving them until the final two weeks creates avoidable pressure.
How many players can join a golf tournament?: The practical limit depends on the course and the number of tee times, not just the size of your guest list. Confirm the maximum field with the course first, then allow enough time between start groups to prevent a queue on the first tee.
When should I publish the golf tournament start list?: Publish it at least 48 hours before the tournament. By then, handicaps, dietary requirements and late registration changes should be checked, while players still have time to correct their name or start-time details.
How much food and drink do I need for a golf tournament?: Use the confirmed participant list rather than an estimate, and add a small buffer for volunteers and staff. For drinks, plan roughly 2 to 3 per person for the first hour, then adjust for the weather, playing time and whether refreshments are available on the course.

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.