Planning a Golf Outing
TIMETABLES

Overview | Timetables | Format of Play | Function Sheet | Golf Clinics
Activities for Non-Golfers | Awards & Gifts Request for Bid
Special Services Request for Bid | Sample Outing Schedule

When planning a golf outing, use the following timetable to assist you in achieving your goals. While this timetable is conservative, we believe long range preparation is necessary to provide a cushion in the event of potential problems. Be sure you share this schedule with committee members or business associates who will aid you in preparation for the outing so you may assign responsibilities. Status report meetings should be scheduled periodically to assure event planning is proceeding smoothly.

1. One Year In Advance of Outing - Select facility and secure an outing date. Be sure to also secure a rain date, if possible.
   
   
2. Nine Months In Advance of Outing - Establish budgets for food & beverage, gifts, prizes, golf greens fees and carts (if applicable). Contact the course pro shop to order any corporate logo prizes and gifts, or use the free services of GolfClubs.com to request a bid on give-away items. Provide plently of time for production as most custom logo production takes 8 to 10 weeks for delivery from submission of purchase order. You may shorten production cycle by supplying vendor with artwork on appropriate disk format. Prepare invitations and establish a guest list.
   
   
3. Six Months In Advance of Outing - Establish menu and contact any outside vendors you may be using for tee signs, auto dealership hole-in-one prize, hole-in-one insurance, photographer, and golf clinics (see Special Services).
   
   
4. Three Months In Advance of Outing -
   1. Meet with facility staff to go over final function sheet and contract. Be sure all course and facility guarantees are not too high and out of budget. Note the average attrition rate from committed attendees is about 5%.
      
   2. Send out all invitations no later than this date. Be sure to send dress code and direction cards with your invitations.
   
   
   
5. Two Months In Advance of Outing -
   1. Check contracts for all outside vendors and check on progress of all assigned work orders.
      
   2. Do a walk-through of the facility.
      
   3. Check response from invitations and gather your support group to discuss outing objectives (sales, employee incentive, fund raising targets, etc.).
   
   
   
6. Two Weeks In Advance of Outing -
   1. Arrange for delivery of prizes, signs, etc. to facility.
      
   2. Begin to pair players (based on playing ability or compatibility) on a mock pairing sheet (note that pairing list will change up to the day of the event).
      
   3. Complete final checklist for all prizes, contests, and outside vendors.
   
   
   
7. Two Days In Advance of Outing -
   1. Send facility your player list.
      
   2. Check with facility on all final details.
      
   3. Notify facility of your arrival time the day of the event.
      
   4. Meet with your internal support and review logistics, timing, and event objectives.
      
   5. Reserve any rental equipment your guests may need.
   
   
   
8. Day Of The Event -
   1. Arrive at least two hours prior to guests.
      
   2. Be prepared for cancellations and other last minute changes.
      
   3. Make sure you are off the golf course first to check on food and beverage arrangements.

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