A Guide to Running a Successful Golf Outing Treetops Resort Michigan’s Most Spectacular Resort Jones Masterpiece #6 P u b l i S h e d b y : Michigan Golf Course Owners Association The Ultimate Golf Destination! Pictured: Manitou Passage Golf Club Enjoy a great day on the links, and so much more! 40+ wineries & tasting rooms | dining 20 microbreweries | sugar-sand beaches casinos | quaint port villages | full-service hotels TraverseCity.com | 800-TRAVERSE Congratulations! your organization put you in charge of a golf outing because you’re either a veteran of these events, or you About the Michigan missed the last meeting when they Golf Course Owners selected a committee chair. lucky Association for you, the Michigan Golf Course Owners Association has put together The Michigan Golf Course Owners Association is this handy guide to help you in your proud to present newfound task. you with this handy guide to a successful golf out- The purpose of this guide is to ing. The MGCOA is help you: a non-profit trade associa- tion which is “The Voice • Raise funds of Michigan’s Golf busi- • Assure participants have an ness.” Golf course owners/ enjoyable experience operators who belong to the Association truly care • Make life easier for you and the about the golf industry and golf course operator its future in Michigan. To receive a complete listing of all the MGCOA mem- bers, including city and telephone number, contact the association office and please consider an MGCOA member when planning your next outing. Michigan golf Course Owners Association 603 South Washington Ave., Suite 303 lansing, Mi 48933 TOll-FRee: 800-860-8575 Ph: (517) 482-4312 FAX: (517) 267-8984 www.mgcoa.org [email protected] A Guide to runnin G A successful G o l f o u t i n G Contents Planning an Outing–7 Key Steps .... 4–17 Answers to Commonly Asked Questions ............................. 18–20 How to Raise MONEY, MONEY, MONEY ...............25-30 About the MGCOA ................................. 31 Testimonials........................................... 33 MGCOA Members ............................34-36 3 A Guide to runnin G A successful G o l f o u t i n G Planning Step 1 Pre-Planning Prepare a Preliminary Budget Since the purpose of most golf outings is to raise funds, you need to have a budget. below are some of the factors you need to consider as you draft a preliminary budget. This will be a useful staring point for your discussions about costs and packages with golf courses. Revenue: Expenses: • Golfers • Green fees & carts • hole sponsors • Food & beverage service • Major Sponsor • Alcohol & beverage cart • Mulligans • Printed material: • Raffle program, postage, signs etc. • Auction • Trophies/contest prizes • Goodie bag • Non-donated raffle prizes • Photographer • P.A. System Determining the Time & Place Since the space for golf outings is in high demand, many organizations book their event 9-12 months prior to the event.Therefore, before you contact a course for availability of dates, your organization should select several different dates. 4 A Guide to runnin G A successful G o l f o u t i n G Format For larger outings, most golf because all players start and finish courses will encourage you to play at the same time. because each a scramble format. A scramble is foursome starts from different when a foursome acts as a team holes, this restricts the number of to shoot the best score. everyone non-outing golfers a course can hits their ball off the tee, then as a accommodate. Most facilities have team, they select the ball in the best a minimum number of golfers for position and each player hits a shot shot-gun starts. Some courses from there. The team continues to may also have restrictions on the do this until they finish the hole. The starting time for shot-guns. advantage of a scramble format is that it allows players of all different Once you and your committee skill levels to enjoy the outing while have a rough budget, selected a contributing to the team score. range of dates, and agreed on a format, it’s time to select a course. Additionally, for larger groups, a shot-gun start is most popular Step 2 Selecting a Course To have a successful outing, you need to compare and select the course that fits your organization’s needs and style. in addition to availability of dates and the outing format, below are some critical factors you should consider. Food Service Availability & Cost Whether it’s a continental breakfast, group you expect. Many courses lunch at the turn, or dinner after the can put together a package of golf, event, most successful golf outings cart, and food on a per person include a meal service at some point basis. When a meal is being served in the day. Make sure the course you following golf, it is suggested that select has adequate accommodations food service begins when two– and menu for the size and type of thirds of the golfers are in. 5 A Guide to runnin G A successful G o l f o u t i n G Alcohol Service Rain/Weather Policy if you’re interested in beer, Golfers tend to be flexible and will wine, and or liquor service, play in almost any weather. Additionally, make sure your course has a most outings are scheduled on a rain liquor license. Then determine or shine basis. Generally, once booked, what costs the course will outings are only subject to cancellation charge for liquor, tax and if weather conditions become service, and options for bev- dangerous or if the conditions could erage service such as station- cause damage to the course. Therefore, ary beverage areas or mobile the MGCOA recommends that you beverage carts. inquire about the course’s weather cancellation policy and clarify what responsibilities both you and the course would have in the event of poor weather. Cancellation Policy you should also be aware that canceling an event after you booked it might cost you money. you need to understand, to the golf course owner/operator, golf is more than just a glamorous sport, it’s a business that provides one’s livelihood. When you book an outing with an owner/ operator, the course will turn away other The MGCOA reminds you that business in order to accommodate your state laws do not allow group. That’s why it’s common for there golfers to bring their own to be non-refundable deposits and a alcoholic beverages on courses guaranteed number from your group. with a liquor license. Most courses do not allow coolers if something does go wrong and you to be brought on the prem- must cancel, or if you thought you were ises either. Additionally, the going to have 120 golfers and you’re golf course has an obliga- only going to have 70 (or vice versa), it tion to monitor and control is important that you notify the course the responsible service and as soon as possible. This may allow the consumption of alcohol. Con- course to minimize any unnecessary sumption by individuals under expense to both parties. 21 years of age is prohibited by law. if this is the first outing that your group is scheduling, the MGCOA suggests that you be both conservative and accurate in your estimate. 6 Event Management Platform TPI Golf’s EMP Basic & Pro PLAN, PROMOTE AND MANAGE YOUR EVENT FROM START TO FINISH Toll-Free1-800-988-0087 TPI GOLF OVERVIEW TPI Golf provides Golf Outing Products and Services, Hole-in-One & Contest Prize Coverage, Outing Planning and Consulting, Sponsor Signs, Banners, Pin Flags, Etc. TPI Golf Is Excited to now offer our EMP (Event Management Platform). Our mission is to offer a platform that makes the event planning process easier & faster for the thousands of coordinators that are spending to much valuable time on manual busy work . As event coordinators and participants of golf tournaments ourselves, we know all too well how difficult the tournament planning process can be. 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With EMP Pro we also donate 10% of the service fees back to your tournament charity. It’s a win-win! www.TPIGolf.com [email protected] A golf course for every type of golf outing… from championship eagle eye to the little Hawk Putting course the Hawk Hollow Golf Properties has it all. Mid-Michigan’s Premiere Golf and Banquet facilities. (517) 641-4570 www.hawkhollow.com A Guide to runnin G A successful G o l f o u t i n G Deadlines, Guarantees & Payment usually a guarantee must be given prior to the event. Keep this in mind when setting your deadline for participants.