Mini golf tournament checklist

A mini golf tournament needs more than a course booking and a list of players. You need a clear registration process, balanced teams, a schedule that keeps groups moving, and scorecards that are ready before guests arrive. This checklist takes you from invitations and dietary requirements to the registration desk, buffet, prizes, and the final rules briefing. It also covers easy-to-miss details such as chilled drinks, spare pencils, extension cords, and weather checks.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Reserve the mini-golf course
Order catering
Arrange prizes for winners
Assign teams
2 people
Create the match schedule
Prepare scorecards
Make name badges
Check the weather forecast
Do the shopping
2 people
Set out prizes and materials
2 people
Chill drinks
2 people
Set up competition table
2 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Set up buffet
3 people
Hang up decorations
2 people
Test the sound and lighting
2 people

Event

Staff the registration desk
2 people
Receive participants
3 people
Explain the teams and rules
2 people
Hand out scorecards
2 people
Guide mini golf rounds
4 people
Check scores
2 people
Refill drinks
2 people
Serve snacks
3 people
Set up the buffet
3 people
Serve dinner
4 people
Clear tables
3 people
Process final scores
2 people
Announce the winners
Present prizes
2 people
See participants off
2 people

Aftercare

Collect materials
3 people
Sort and remove waste
2 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
4 people
Return borrowed items
2 people
Check the final bill

What to bring

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

Furniture

Tablesqty 8
Chairsqty 56
Buffet tablesqty 3
Registration desk
Waste binsqty 4

Tableware

Reusable platesqty 60
Reusable glassesqty 100
Cupsqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving plattersqty 12
Serving utensilsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless microphone
Bluetooth speaker

Sports equipment

Mini golf clubsqty 56
Mini golf ballsqty 60
Scoreboardsqty 12
Pensqty 60
Spare pencil sharpenersqty 4

Decorations

Party flagsqty 4
Balloonsqty 50
Name badge holdersqty 60
Prize tablecloth

Lighting

String lightsqty 4

Catering

Groceries

Tips

Reserve the mini-golf course before sending invitations, then set a registration deadline that gives you at least 7 days to assign teams and create the match schedule.
Prepare one scorecard and pen for every team, plus spare pencil sharpeners and extra pens. Put the scoreboards and materials on the competition table before participants arrive.
Set up the registration desk with name badge holders, the participant list, and confirmed registration details at least 30 minutes before the stated start time.
Plan catering from the confirmed registrations and dietary requirements. Chill drinks early, and place reusable plates, glasses, cups, cutlery, serving platters, and utensils where the buffet team can reach them.
Keep prizes, the prize tablecloth, and the rules briefing ready before the first group tees off. Test the wireless microphone, Bluetooth speaker, sound, and lighting while there is still time to fix a cable or power issue.

Frequently asked questions

How far in advance should I book a mini golf tournament?: Book the course as soon as you have a likely date and expected group size, preferably at least 4 to 6 weeks ahead. Send invitations only after the booking and playing time are confirmed.
How many mini golf players should be in one team?: Use teams of 3 to 4 players where possible so groups move steadily without crowding the course. For larger groups, create the schedule from the confirmed registrations rather than assigning teams before the deadline.
When should I send mini golf tournament invitations?: Send invitations around 3 to 4 weeks before the tournament and set the registration deadline 7 to 10 days before it. That leaves time to confirm attendance, collect dietary requirements, assign teams, and prepare scorecards.
What should I prepare on the day of a mini golf tournament?: Finish the registration desk, competition table, tables, chairs, buffet, decorations, and equipment setup at least 30 minutes before arrival. Have name badges, scorecards, pens, prizes, chilled drinks, and the rules ready before the first briefing.

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