Golf Tournament Booklet

Transcription

1 Golf Tournament Booklet

2 Guide to a Successful Golf Tournament Steps to follow: 1. Establish a team booster club 2. Find a booster club member that has golf tournament experience 3. Visit all local golf courses to get the best rate per golfer 4. Once you get a reasonable rate, determine what entry fee to charge Example: Green fee per player $60 Fee to golf course $24 Profit per player $36 5. Determine the number of teams needed for tournament Example: 18 teams (72 golfers x $36 = $2,592) 26 teams (104 golfers x $36 = $3,744) 36 teams (144 golfers x $36 = $5,184) Get as many golf teams that the course will accommodate. 6. Draft a reasonable budget. Identify all revenue and expenses. 7. Tee box signs and banners are excellent avenues to make profit 8. Establish a marketing value for signs and banners Example: Tee box signs (2 x3 ) $100 per sign Banners (4 x6 ) $300 per banner 9. Have parents in the booster club to sell t-signs or banners. 10. Assign each parent a determined amount to sell. Example: Each parent must sell 5 t-signs and 2 banners 18 parents (50 t-signs = $5,000) (20 banners = $6,000) 11. Door prizes are also important. Door prizes are used as awards for winning teams, auction items, mulligan awards, closest to pin, longest drive and door prizes. 12. Mulligans are essential because they generate quick revenue - are to be sold during registration. - are sold to only golfers two per person. - are to be used one per each nine holes Example: 72 golfers (two for $10) x $10 = $ Contact any soda companies (Pepsi or Coke) to get sodas donated. Contact local ice company to get ice donated. 14. Contact local office supply company to get paper products donated. 15. Contact a local sign company to get t-signs and banners donated. 16. To increase sales, offer a 10% commission to each student for each t-sign or banner sold. This is an excellent incentive for parents. The commission is given to students to defray travel expenses. Saves out of pocket expense for parents. Do not give commission for golf teams.

3 Proposed Budget Revenue: 26 teams entry fee x $60 $6, mulligans x $10 $1,040 Auction items $400 Door prize sales $ t-signs $5, banners $6,000 Total revenue $19,000 Expenses: Green fees to course 104 x $24 $2,496 Sales commission 10% $1,100 Sodas, ice, paper products Donated Team awards Donated Longest drive/closest to pin Donated Door prizes/auction items Donated T-signs/banners Donated or trade value Social or cookout Donated by parents Total expenses $3,596 Net Profit $15,404 Note: 1. Do not serve any alcoholic beverages. High school students do not need to see or be associated with this behavior. 2. If you follow these steps and use the Tournament Training Guide and Check List to train and trust the students, the students can actually run a successful golf tournament with limited support from parents. Believe in your students. They will surprise you!!! 3. If you experience corporate funding shortfalls, you may need to look at ways to increase fundraising opportunities. Over the past three years, Team 364 has experienced a 80% reduction in our corporate support. A golf tournament is an excellent opportunity to generate funds to support your team. The only way Team 364 exists is from a successful golf tournament! For more information contact: Gulfport High School Team 364 Booster Club Mr. David Fava Rusty Ramage

4 Golf Tournament Training Guide and Checklist

5 GOLF TOURNAMENT ADULT ADVISOR AND TEAM LEADER Team Leader I Advisor --- Set up/ clean up Cart staging/ return Work Carts Cooler/ice/soda Banners Team assignment II Advisor --- Closest to pin Longest drive T- Sign III Advisor --- Beverage cart/ servers Photos IV Advisor --- Registration V Advisor --- Mulligan Sales Door Prizes VI Advisor --- Social VII Advisor --- Cook out VIII Advisor --- Score Cards Score Sheets Handicap system IX Advisor --- Awards ceremony

6 Golf Tournament Assignments Tournament Director Key Area Leader Student Student Student Set Up/ Clean up Banners Social /Cookout Coolers/ice/soda Registration Mulligan Sales Cart Set up (must have drivers license) Cart return Everyone with drivers license Golf greeters Handicap system Scorecards Score sheets Longest Drive/CTP (must have drivers license) T-signs (must have drivers license) Photo Door prizes Awards/Auction (Tournament Director) Beverage Cart (must have drivers license)

7 Team Leader: Setup /Clean Up 1. Visit golf course 2. Determine and draw a layout for tables 3. Draft a list of all tables, chairs, trash cans, coolers, grills 4. Identify where folding tables and chairs are stored 5. Make sure to coordinate responsibilities with golf pro. 6. Coordinate with golf pro to ensure tables & chairs are put back in storage area. 7. Provide all information to golf pro. 8. Determine exact location for food cooking & serving 9. Determine exact location of soda cooler 10. Identify electrical outlets 11. Identify number of extension cords needed 12. Identify gas grill / extra tanks 13. Make arrangements to get equipment if not provided. 14. (Tables, chairs, grill) 15. Get an adult advisor to assist with the delivery and the return of equipment and clean restrooms 16. Pick up trash bags/ put bags in cans 17. Identify and store all tools and supplies in the Golf Box 18. Ensure the Golf Box is returned to storage 19. Responsible for clean up, sweeping, empty trashcans etc 20. Put trash in dumpster 21. Wipe down counter, table, chairs

8 Door Prizes Team Leader: Materials needed: Small post card Magic Marker Bowls/ Basket for each gift 1 roll double ticket Money Bag Poster Board 1. Get roll of tickets 2. Put gifts on display/put small box in front of each item 3. Mark each gift with value 4. Determine who will draw ticket 5. Determine when to draw tickets 6. Need 2 tables and 2 chairs 7. Must buy mulligan to get chance at door prizes 8. Sell tickets before and after tournament 9. Set price on tickets 10. Set up a separate area for display and ticket sales 11. Make a large poster! 12. Encourage golfers to buy extra tickets Mulligan Sales 13. Be familiar with all door prizes

9 Score Sheets Team Leader: Material Needed: Score Sheets Tape Magic Marker Thumb Tacks Stapler 1. Pick up score sheets from golf pro (week before) 2. Fill out scores sheets (use team scoring form as a guide) 3. List teams on sheet 4. Ensure hole assignment by each team 5. Post score sheets on wall, an hour before registration begins 6. After tournament begins post handicap to score sheets 7. Ensure volunteers understand scoring system 8. Determine low gross and low net winners (1 st handicap hole on ties) 9. Cannot have same team with low gross and low net score 10. Get Golf pro to assist with posting score 11. Collect score charts when golfers finish 12. Post-gross scores on score sheet 13. Use the system to determine net score 14. Instruction on team scoring form 15. Return all cards, score sheets, scoring forms to Golf Box 16. Have Handicap scoring rules available if someone asks any questions

10 Team Leader: Handicap Scoring System Material Need: Copy Handicap Scoring System 1. Use 10 point handicap-scoring system 2. Make sure all advisors understand the handicap system 3. Fill out team scoring form to tabulate HDC score 4. Verify this information with an adult advisor or tournament director 5. Make copies of Handicap System put in golf carts 6. Post copy of Handicap System on score sheet 7. Train Volunteers how to calculate scores (Practice, practice, practice) 8. Put team handicap score on score sheet after tournament begins 9. If you do not understand contact tournament director or Golf Pro, 10. Adult Advisor verify HDC before posting on score Sheets 11. All golfers must provide a HDC pct. This HDC on scoring form 12. Fill out scoring form and post team HDC on score Sheet 13. When golfers turn in gross scores on score card. Write down this score next to HDC points. Add or subtract HDC points to obtain a net score.

11 Format Handicap Scramble Ten Point System A Player 0-8 B Player 9-16 C Player D Player 25 & UP HDCP.4 POINTS HDCP.3 POINTS HDCP.2 POINTS HDCP.1 POINTS Example for ten points scoring system. If the teams points total 10, the team handicap is zero. If the teams points add up to 14, at the conclusion of play, the team will add 4 to their actual score. If the teams points add up to 7, at the conclusion of play they subtract 3 from their actual score. If the team scored a 67, the net would be 64!

12 Handicap System Scoring Form A= points B= points C= points D= 25& up 1 point Player Name Handicap Points Total Handicap 10 Points more than 10 + Points less than 10 - Gross score Handicap points Net score Note: If player does not know score. The maximum handicap will be 36

13 Examples 4 person Scramble 10 point System I. Handicap points more than A Player (hdc. 6) = 4 pts 2. A Player (hdc. 8) = 4 pts 3. B Player (hdc.10) = 3 pts 4. B Player (hdc.16) = 3pts Total Handicap points: 14 pts Scoring points 10 Add points to gross score +4 Gross Score: Net: 71 II. Handicap points less than B Player (hdc. 16) = 3 pts 2. C Player (hdc. 22) = 2 pts 3. D Player (hdc. 28) = 1 pt 4. D Player (hdc. 36) = 1 pt Total Handicap points: 7 points Scoring points 10 Subtract points from gross score -3 Gross score 67-3 Net score 64

14 Team Leader: Score Sheet Board Material Needed: Stapler Push Pins Score Sheet Magic Marker 1. Contact golf pro on location to post score sheet 2. Tack score sheet to wall 3. In case of rain protect score sheets 4. Post team hole assignment sheet on wall next to score sheets. Use hole assignment team! 5. Make sure all information is correct on scorecards and team sign up sheet 6. Must communicate with score card advisor and score sheet advisor. 7. Pick up score sheet from golf pro the week prior to tournament. 8. If you have problems with hole assignments, set with golf pro 9. Some golf courses will provide this service

15 Gulfport High School Team Fusion Golf Tournament 20 March Teams Hole Team Captain Hole Team Captain Front Nine Holes 1A 1B 2 3A 4A 4B 5 6A 6B 7 8 9A 9B Back Nine Holes 10A 11 12A 13 14A 15 16A B 12B 14B 16B Use this form for score cards and score sheets. This form determines the hole assignment for each team. Very important form!!!!!!

16 Score Cards Team Leader: Material Needed: Score Cards Pencils Labels 1. Pick up score cards from golf pro the week before 2. Put name of golf teams on cards (label or print.) Coordinate with handicap/ score sheet 3. Place correct hole assignment on cards 4. Place cards on correct carts 5. Coordinate with cart staging advisor 6. Have a contingency plan to keep cards dry 7. All information on cards must match the information on the score sheet. 8. If teams do not match then do not put them on the golf carts 9. Be flexible There will be last minute changes 10. Some golf courses will provide this service. It s best to have students do this!

17 Registration Team Leader: Materials Needed: Tape, Pencils, Poster Board Magic Marker (fine point) Money Bag Golf box to store supplies 1. Get alphabetical golfers list 2. Have golfers to fill out registration form 3. Make poster Registration 4. Make sign make checks payable to 5. Collect entry fee 6. Turn in money to Board Treasurer 7. Have $ in change fund( $100x10 s, 100x5 s) 8. 3 tables & 4 chairs 9. Do not use outdated list 10. Confirm final golf list to ensure all golfers are identified. 11. Do not use outdated list 12. Divide registration line into A-L, M-R, S-Z 13. Make sure paid/ not paid accurate

18 REGISTRATION FORM GOLFER INFORMATION NAME ADDRESS CITY STATE ZIP HOME PHONE WORK PHONE CELL NUMBER FAX NUMBER HANDICAP

19 Photo Team Leader: Materials Needed: Cameras Scrapbook 1. Make arrangements for 1 cart 2. Buy cameras or film needed (if need too) 3. Assign volunteers to take pictures on course 4. Get copy of golfers list 5. Ensure photos are taken of every group on course 6. Get film developed 7. Buy new scrapbook if needed 8. Update scrapbook 9. Take pictures of banners and t-signs 10. Take pictures of registration, cookout, social, Awards 11. When using a golf cart, do not drive towards golfers when golfers are addressing the ball 12. Be Polite and Quiet!

20 Cookout Team Leader: Material Needed: Trash cans Folding tables Paper products PA System 1. Identify who is to do the cooking and serving 2. Identify time for volunteers 3. Determine location for grill 4. Ensure gas or charcoal is available 5. Identify amount and type of paper products needed 6. Identify type of food to serve 7. Draft list of condiments needed (mustard, mayonnaise Onions etc.) 8. Set time to start cooking 9. Find out who has food and where it is stored 10. Make arrangements to get food to golf course 11. Serve food, not self-service 12. Volunteers & staff eat separately 13. Draft a menu and a list of food parents need to bring 14. Wear gloves when serving 15. Identify serving supplies (spoons etc.)(buy throw away) 16. Coordinate with set up advisor to provide tables and chairs

21 Social Team Leader: Materials needed: 3 Extensions cords Trash liners 6 Trash cans 6 tables 3 chairs PA System 1. Draft list of food parents to bring 2. Set-up serving line 3. Make paper products list 4. Buy paper products or get donated (adult advisor) 5. Put out trash cans w/ liners 6. Takes trash bags to dumpster 7. Check with golf pro on trash bags and trash can location 8. Identify serving utensils 9. Determine who will work serving line! (This is a parent job!) 10. Determine time to set up and serve 11. Determine food to be served on the course 12. Wear gloves when serving 13. Identify serving supplies(buy throw away) 14. Coordinate with setup advisor for tables and chairs

22 Cart Staging/Golf Greeters Team Leader: Material Needed: Hole Assignment Cards Golf Team List 1. Make arrangements with golf pro on number of carts 2. Determine where carts will be staged, 1-9, and Make arrangements for cart keys 4. Plan to control key/ keep one person in front of cart! 5. Have carts staged for front nine and back nine 6. Have some one to watch carts at all times to prevent moving Until start of tournament 7. Put hole assignment cards on front of carts 8. Make sure each cart has a pencil for scorekeeping 9. Assist golf staff with staging and returning carts 10. Plan for rain, need towels to dry seats 11. Two carts per team/ One Score card per carts 12. Greet Golfers, be friendly and polite! 13. Take clubs to correct cart 14. Wipe down seats if wet 15. Cart staging leader must have list of golf team and hole assignment 16. Clean carts 17. Return carts to shed 18. Greeters take clubs to designated cart 19. Adult advisor needed to provide training on putting bags in carts. 20. Always ensure the strap around bag is secure!!

23 T- Signs Team Leader: Materials needed: T-signs Metal stakes 1 golf cart 1. Get list of t-signs 2. Make arrangements for picking up t-signs 3. Pick up stakes and signs. Count and verify signs and stakes 4. Put stakes in signs 5. On tournament day arrive 2 hours before and contact golf Pro for keys to cart 6. Coordinate direction to put out signs 7. Put signs on all 18 tee boxes 8. Divide t signs equally to front and & back nine 9. Erect signs in equal numbers on each t-box. Ensure signs are on the box facing golfers. 10. Return work carts to pro if they are needed for the tournament 11. After tournament pick up t-signs 12. Coordinate with golf pro to use carts to put out signs 13. Pick up all t-signs, remove stakes from signs, and store in box 14. Return all tools to Golf Box 15. Return t-signs to work shop for next years use 16. Drive Carefully 17. Must have drivers license to drive carts

24 Banners Team Leader: Materials Needed: Metal posts Post driver Hooks Small Rope or Twine Ladder 1. Make arrangements with golf pro to get ladder 2. Determine location of banners 3. Make arrangements to pick up banners 4. Put up banners 5. Take down banners after tournament 6. Get banner(s) back for storage 7. Ensure banner(s) are clean and dry before storage 8. Roll do not fold banners 9. Put all rope and string in the Golf Box

25 Work Carts Team leader: Material Needed: 1 Utility Cart 1. Make arrangements with golf pro to identify cart 2. Have cart stored in separate area before tournament 3. Clearly mark cart as Work cart only 4. Make arrangements with individuals to use carts 5. Identify beverage carts 6. Get key to carts form golf pro 7. Return carts after tournament 8. Must have drivers license to drive carts 9. No horse play 10. Pick up trash in trash cans on course 11. Take trash to dumpster 12. One cart for entire course 13. Carry one cooler in case golfers want a drink

26 Ice /Coolers Team Leader: Material Needed: Ice Coolers (6) Change Fund ($100) 1. Ice down soda and water 3 hours before the tournament 2. Identify and locate coolers 3. Make assignments to put coolers back in storage 4. Coordinate with beverage advisor to keep carts full 5. Check amount of ice soda and water during tournament 6. Coordinate with tournament director for change fund 7. Determine when and where to set up soda locations 8. Mark and identify coolers

27 Longest Drive/ Closest to the pin Team Leader: Material Needed: Pencils Stakes Score Card 1. Coordinate with golf pro where to put stakes 2. Assign someone to put out stakes 1 hour before tournament 3. Place all closest to pin on edge of green 4. Place longest drive 200 yards from t-box in middle of fairway 5. Assign someone to pick up stakes after all golfers have played 6. Take stakes back to pro shop 7. Turn in LD/CTP card to tournament director 8. Make sure each LD/CTP card is marked to identify what green or tee box

28 Beverage Carts/ Server Team Leader: Material needed: 4 Carts 1. Make out a list of volunteers to drive carts 2. Get donation jar 3. Make schedule to rotate drivers 4. Ensure all cart have soda, water, ice, etc. 5. Coordinate filling and refilling of coolers with ice, soda 6. Drive carts in opposite directions than golfers are playing 7. Always have golfers come to the cart 8. Have food and candy on carts 9. Drivers must have driver s license 10. Must not disturb golfers 11. Never drive up on a golfer who is addressing the ball 12. BE QUIET 13. Identify number of coolers needed if not available, make arrangements with adults. 14. Only drivers who know the layout of golf course can drive carts 15. Stay on cart paths

29 Award Ceremony Team Leader: Materials Needed: P.A. System Extension Cord Plaque Team Awards LD/CTP Awards Auction Items 1. Determine winning teams. Low Gross/ Low net 2. Collect longest drive and closest to pin 3. Make announcements/ present awards 4. Door prize drawing 5. Draft script outline 6. Keep awards to 50 minutes 7. Collect cards from Golf Teams 8. If short of door prizes-may want to auction off best door prize 9. Verify all scores to determine winning team 10. Use an annual plaque to put winning team names on 11. Awards for winning teams should use rounds of golf donated from other golf courses

30 Mulligan Sales Team Leader: Materials needed: tape Magic marker 1 roll double tickets Money bag Table Chairs (2) 1. Set price at $5.00 each/ each player can buy two mulligans; one for each nine holes 2. Make sign for table 3. Need $ change fund. ($100x10 s, x5 s) 4. Turn money into adult adviser after registration 5. Volunteers must not be shy, Encourage golfers to buy Mulligans! 6. Maximum of 2 Mulligans per player. Do not sell more than two per player. 7. Need 1 folding table and 2 chairs. 8. Golfers must buy mulligan ticket for door prize drawing 9. Need a box for tickets 10. Establish a Door Prize for mulligan tickets