Pitch-and-Putt Competition Checklist

A pitch-and-putt competition runs smoothly when the course, players and scoring system are settled before event day. Start by building the participant list and confirming registrations, then reserve the course, arrange catering and define the competition format. In the final week, send clear participant information, check dietary requirements and prepare the scorecards, prizes and equipment. Use the event-day tasks to keep setup, briefings, play and refreshments on schedule.

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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 golf course
Book catering
Check material needs
Assemble teams
2 people
Define the competition format
2 people
Write out the competition rules
Prepare scorecards
Order prizes
Check the weather forecast
Send participant information
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Checking prizes
Gather competition materials
2 people
Prepare a weather plan
2 people
Brief the race marshals
3 people
Print start list
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up the drink station
2 people
Prepare snacks
3 people
Set up the buffet
3 people
Set out competition equipment
3 people
Check the track and safety
2 people
Set up the prize table
Test music and microphone

Event

Staff the registration desk
2 people
Receive participants
3 people
Hand out starter packs
2 people
Explain the competition rules
Send teams to starting positions
2 people
Supervise the competition
4 people
Collect scorecards
2 people
Refill drinks
2 people
Serve snacks
2 people
Serve dinner buffet
4 people
Calculate scores
2 people
Handle prize ceremony
2 people
Serve coffee and tea
2 people
Restock evening snacks
2 people
Announce the final round
See off guests
2 people

Aftercare

Pack leftover food
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the drink station
2 people
Collect track equipment
3 people
Clean the venue
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Inventory materials
2 people
Return borrowed materials
2 people
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

Reserve the golf course before sending invitations, then set a registration deadline that gives you at least 7 days to assemble teams and print the start list.
Write the competition rules and format before preparing scorecards. State how many holes are played, how teams are formed and how ties are decided.
Check equipment at least 2 days before the competition: clubs, balls, tees, pencils, scorecards, the scoreboard and the match whistle should all be accounted for.
Send participant information no later than 3 days before the event. Include the arrival time, start order, team details, course information, rules and what happens if the weather changes.
Plan food, drinks and serving equipment together. Chill drinks on the day before, confirm dietary requirements before booking catering and keep a weather-safe area available for tables and chairs.

Frequently asked questions

How far in advance should I organise a pitch-and-putt competition?: Start organising 4 to 6 weeks in advance. That gives you time to reserve the course, collect registrations, book catering, order prizes and send final participant information at least 3 days before play.
How many players should be in a pitch-and-putt team?: Choose the team size after registrations close, based on the course and competition format. Finalise teams and the start list at least 2 days before the event so scorecards and briefings match the groups.
What equipment do I need for a pitch-and-putt competition?: Allow one usable club set and ball supply per playing group, plus scorecards and pencils for every group. Also prepare tees, a scoreboard and a match whistle, and check everything 2 days before the competition.
When should I check the weather for a pitch-and-putt competition?: Check the forecast 3 days before the event and again on the morning itself. Make the weather plan before sending the final participant information, including where tables, chairs and catering will go if conditions change.

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