How to organise a pitch-and-putt competition

A pitch-and-putt competition runs smoothly when the golf format, course booking and player information are settled before you think about catering or prizes. Start with a participant list and registration deadline, then build teams, write simple rules and prepare scorecards. Confirm which clubs and balls the course provides and what you still need to bring. On the day, allow time for a clear briefing, a printed start list and a backup plan for bad weather.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm registrations
6
Reserve the golf course
7
Book catering
8
Check material needs
9
Assemble teams
2 people
10
Define the competition format
2 people
11
Write out the competition rules
12
Prepare scorecards
13
Order prizes
14
Check the weather forecast
15
Send participant information
16
Check the shopping list
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Checking prizes
20
Gather competition materials
2 people
21
Prepare a weather plan
2 people
22
Brief the race marshals
3 people
23
Print start list
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up the reception desk
2 people
27
Set up the drink station
2 people
28
Prepare snacks
3 people
29
Set up the buffet
3 people
30
Set out competition equipment
3 people
31
Check the track and safety
2 people
32
Set up the prize table
33
Test music and microphone

Event

34
Staff the registration desk
2 people
35
Receive participants
3 people
36
Hand out starter packs
2 people
37
Explain the competition rules
38
Send teams to starting positions
2 people
39
Supervise the competition
4 people
40
Collect scorecards
2 people
41
Refill drinks
2 people
42
Serve snacks
2 people
43
Serve dinner buffet
4 people
44
Calculate scores
2 people
45
Handle prize ceremony
2 people
46
Serve coffee and tea
2 people
47
Restock evening snacks
2 people
48
Announce the final round
49
See off guests
2 people

Aftercare

50
Pack leftover food
2 people
51
Collect tableware
3 people
52
Clear tables and chairs
4 people
53
Collect waste
3 people
54
Clean the drink station
2 people
55
Collect track equipment
3 people
56
Clean the venue
4 people
57
Wash dishes
3 people
58
Empty and clean coolers
2 people
59
Inventory materials
2 people
60
Return borrowed materials
2 people
61
Send race results

What to bring

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

Sports equipment

Pitch-and-putt clubsqty 24
Golf Ballsqty 72
Golf teesqty 150
Scorecardsqty 60
Pencilsqty 60
Scoreboard
Match whistleqty 2

Furniture

Foldable tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Waste binsqty 6
Party tentsqty 2

Tableware

Platesqty 70
Dessert platesqty 60
Cutlery setsqty 70
Drinking glassesqty 100
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6

Equipment

Wireless microphone
Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
Battery lampsqty 8

Decorations

Competition flagsqty 12
Tableclothsqty 8
Name badgesqty 60
Prizes and medalsqty 12

Cleaning

Trash bag holdersqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand soap dispensersqty 4
Towel roll holdersqty 4

Catering

Groceries

Tips

Set the registration deadline at least 10 days before the competition. Use the final list to confirm dietary requirements, form teams and print the start list.
Book the course before sending invitations, especially if you need several tee times. Ask about available pitch-and-putt clubs, golf balls, tees and rules for outside equipment.
Choose the competition format before making teams. Write the scoring and tie-break rules on the participant information so nobody has to interpret them on the first tee.
Prepare one scorecard and pencil for each group, plus at least 10% extra. Put the scoreboard, match whistle and spare materials with the person briefing teams and race marshals.
Check the weather forecast 48 hours before the event and decide when to activate the weather plan. Arrange party tents, tables and chairs only where the course permits them, and keep drinks coolers, serving equipment and extension cords ready for the catering area.

Frequently asked questions

How far in advance should I organise a pitch-and-putt competition?: Start planning 6 to 8 weeks ahead if you need a popular course, catering and prizes. Set the registration deadline around 10 days before the event, leaving time to confirm numbers and print the start list.
How many players should be in a pitch-and-putt team?: Teams of 3 or 4 players are usually practical for a pitch-and-putt round. Finalise teams after registrations close, so dietary requirements and late changes are reflected in the start list.
What equipment do I need for a pitch-and-putt competition?: Prepare clubs, golf balls, tees, scorecards and pencils, then add a scoreboard and match whistle for managing the competition. Confirm course-provided equipment at least 2 weeks before the event and bring 10% spare scorecards and pencils.
When should I check the weather for a pitch-and-putt competition?: Check it 48 hours before the competition and again on the morning itself. Decide in advance whether the weather plan means delaying the start, moving catering under party tents or changing the timetable.

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