How to organize a golf clinic from start to finish

A golf clinic runs smoothly when the course, golf professional and participant numbers are confirmed before you focus on the day itself. Start with bookings and registrations, then use the final list to arrange dietary information, equipment and communications. On the day, allow time for reception, station setup, safety checks and catering rather than trying to do everything at once. This plan gives you a practical order for preparing the clinic, from the first invitation to the final equipment check.

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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve the golf course
5
Book golf professional
6
Create final participant list
7
Send participant information
8
Provide dietary requirements
9
Check the weather forecast
10
Inform participants again
11
Do the shopping
2 people
12
Print scorecards
13
Make name badges
14
Check golf equipment
2 people
15
Charge audio equipment
16
Pack golf equipment
2 people
17
Prepare the buffet
2 people
18
Chill drinks
19
Check the venue
2 people
20
Set up tables and chairs
3 people
21
Set up the reception table
22
Set up golf stations
3 people
23
Distribute golf balls and tees
2 people
24
Prepare safety equipment

Event

25
Receive participants
3 people
26
Hand out name badges
27
Serve welcome drinks
2 people
28
Give safety instructions
29
Run golf clinic
2 people
30
Guide practice stations
4 people
31
Refill drinks
2 people
32
Serve snacks
2 people
33
Hand out scorecards
34
Supervise the competition
3 people
35
Collect scores
36
Set up buffet
3 people
37
Serve the buffet
3 people
38
Refill drinks
2 people
39
Announce the winner
40
Serve farewell drinks
2 people

Aftercare

41
Collect Golf Equipment
3 people
42
Sort and remove waste
2 people
43
Wash dishes
2 people
44
Clear tables and chairs
3 people
45
Clean the venue
2 people
46
Return golf equipment
2 people
47
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 5
Chairsqty 24
Buffet tablesqty 2
Tableclothqty 5
Waste binsqty 3

Sports equipment

Golf setsqty 20
Golf Ballsqty 100
Golf teesqty 200
Practice matsqty 10
Cut nettingqty 4
Putting matsqty 4
Putting cupsqty 4
Marker conesqty 20
Scorecardsqty 25
Pencilsqty 30
Golf towelsqty 6
Umbrellasqty 6

Equipment

Coolersqty 3
Bluetooth speaker
Charging cablesqty 3
Extension cordsqty 2
Microphone

Tableware

Drinking glassesqty 30
Wine glassesqty 24
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 4
Ice packsqty 12
Coffee maker
Kettle
Thermos flasksqty 3
Cutting boardsqty 3

Decorations

Name badgesqty 25
Markersqty 6
Balloonsqty 30
Ribbonsqty 3

Cleaning

Hand brush and dustpan
Cleaning clothsqty 10
Dish brushesqty 2

Safety

First aid kit
Sunscreenqty 4
Mosquito sprayqty 3

Catering

Groceries

Tips

Reserve the golf course and book the golf professional before sending invitations, so you can state the correct date, start time and available places. Keep registrations open only until you can produce a final participant list and share it with the instructor.
Send participant information twice: once after registration and again after checking the weather forecast. The second message should confirm the meeting point, start time, clothing or equipment expectations and any weather-related changes.
Check golf sets, balls, tees, practice mats and safety equipment before participants arrive. Put balls and tees at each station and test the cut netting, marker cones and putting equipment instead of discovering missing items during the clinic.
Set up the reception table before opening registration, with name badges and participant information ready. Allow at least 30 minutes before the first activity for tables, chairs, golf stations and safety equipment to be checked.
Prepare the buffet and chill drinks before the clinic begins, not during the first lesson. Confirm dietary requirements against the final participant list, and charge the Bluetooth speaker and microphone while packing extension cords and charging cables.

Frequently asked questions

How far in advance should I book a golf course and golf professional?: Book both at least 6 to 8 weeks before the clinic, especially if you need a particular date or group size. Confirm the course layout, teaching area, start time and cancellation arrangements before inviting participants.
When should I send invitations for a golf clinic?: Send invitations 4 to 6 weeks before the event and set a registration deadline around 10 to 14 days beforehand. This gives you time to process registrations, collect dietary requirements and create the final participant list.
How long before a golf clinic should the venue be set up?: Arrive at least 60 minutes before participants are due to arrive. Use the first 30 minutes for tables, chairs and reception, then check golf stations, equipment distribution, safety gear and audio equipment.
How many golf balls and tees do I need per participant?: Prepare at least 10 golf balls and 10 tees per participant for a basic clinic, plus a small spare supply. Count them into station groups before reception starts so replacements do not interrupt the lesson.

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.