How to organise a mini golf tournament

Start by fixing the tournament format and reserving the course before inviting anyone. Once you know the capacity and available time, collect registrations, dietary requirements and preferred details, then build the participant list and assign teams and start times. Prepare scorecards, rules, prizes and signage before the day. Most delays happen at registration, when teams are unclear or players do not know where to start, so make those parts visible and simple.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve the mini golf course
5
Book catering
6
Determine the tournament format
2 people
7
Create the participant list
8
Assign teams
2 people
9
Assign start times
10
Buy prizes
11
Print game rules
12
Print scorecards
13
Inform participants
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Pack prizes
17
Collect materials
2 people
18
Prepare catering
3 people
19
Set up tables and chairs
3 people
20
Set up registration desk
2 people
21
Set up the scoring table
2 people
22
Check the course and equipment
2 people
23
Hang decorations
2 people
24
Put up directional signs
2 people
25
Prepare snacks
3 people
26
Set out coffee and tea
2 people

Event

27
Receive participants
3 people
28
Hand out starter packs
2 people
29
Explain the tournament
2 people
30
Guide the First Round
3 people
31
Check scores
2 people
32
Serve drinks and snacks
3 people
33
Refill drinks
2 people
34
Assist with the second round
3 people
35
Restock the sandwich buffet
2 people
36
Calculate final scores
2 people
37
Handle prize ceremony
2 people
38
Lead the free play round
2 people
39
Serve the last round
2 people
40
See participants off
2 people

Aftercare

41
Collect materials
3 people
42
Wash dishes
2 people
43
Remove waste
2 people
44
Clean the venue
3 people
45
Take down the decorations
2 people
46
Store leftover stock
2 people
47
Return borrowed materials
2 people
48
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 70
Party tentsqty 2
Waste binsqty 6

Sports equipment

Mini golf clubsqty 24
Mini golf ballsqty 100
Scorecardsqty 100
Course markingsqty 20
Spare pensqty 30
Prizesqty 12

Office supplies

Clipboardsqty 24
Name stickersqty 100
Markersqty 12
Paper tapeqty 6
Game rule boardsqty 6

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 6

Decorations

Buntingqty 8
Tableclothsqty 6
Balloonsqty 100
Prize table sign

Cleaning

Vacuum cleaner
Bucketsqty 3
Mopsqty 3

Catering

Groceries

Tips

Choose the format before sending invitations: decide whether players compete individually or in teams, how many holes count and how ties will be resolved. This determines your maximum number of participants and the number of scorecards you need.
Reserve the course first and confirm the booking details at least 2–3 weeks ahead. Ask about available clubs, balls, course markings and the time needed for check-in, scoring and clearing the course.
Close registrations early enough to build the schedule. Aim to finalise the participant list, dietary requirements, teams and start times 5–7 days before the tournament, then send the final instructions to every participant.
Set up separate points for registration and scoring. Put name stickers, markers, clipboards, spare pens and printed rules at check-in, while the scoring table receives completed scorecards so results do not get mixed with new arrivals.
Prepare food and drinks around the playing schedule, not just the guest count. Chill drinks before guests arrive, keep snacks available during play, and pack prizes separately so the presentation does not depend on last-minute shopping.

Frequently asked questions

How far in advance should I organise a mini golf tournament?: Reserve the mini golf course 2–3 weeks in advance, especially if the event is at a busy time. Send invitations once the course and tournament format are confirmed, and close registrations 5–7 days before the event.
How do you schedule start times for a mini golf tournament?: Use the course capacity and your chosen team size to create staggered starts rather than sending everyone out at once. Leave roughly 5–10 minutes between groups, then publish each player’s team and start time at least 2 days before the tournament.
What should I prepare for mini golf tournament scoring?: Prepare one scorecard per player or team, plus at least 10% extra for mistakes or lost cards. Print the game rules, provide spare pens and clipboards, and assign one scoring point where completed cards are checked before prizes are announced.
How much food and drink do I need for a mini golf tournament?: Plan around the confirmed participant list and add about 10% extra portions for unexpected guests or larger appetites. Have drinks chilled before registration and serve snacks during play, with catering ready before the first start time.

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