Westchase’s Tournament Planner Checklist
First Things First
Choose the date of your event.
Assess your food & beverage needs.
Estimate the number of players expected.
A deposit and a signed contract are due immediately to secure the date.
6 To 8 Weeks Prior To Your Event
Assess your merchandise needs for
Tee gifts (Shirts, golf balls, yardage guides).
Tournament prizes (Merchandise that will require custom logos will take approximately 4-6 weeks to be delivered).
Staff and volunteer needs.
Order banners and/or hole sponsorship signs.
Order hole-in-one insurance if needed.
Keep Westchase updated on estimated number of players.
4 Week Prior To Your Event
Choose your menu and finalize food/beverage contract
Final payment due to the course to hold tee times.
Final player count due.
3 Weeks Prior To The Event
Format of your competition.
Hole-in-one insurance and prize information.
Special needs for sponsors or volunteers.
Needs for registration (# of tables, location, etc.).
Gift Certificate needs.
Send sponsor signs to course and discuss placement of signs.
Closest to the pin and long drive requests.
2 Days Prior To Your Event
Send a player listing/pairings sheet to the course by e-mail or fax. An Excel spreadsheet is the preferred method for player listings.
Communicate any changes or questions you may have.
Day Of Your Event
Deliver any signs, banners, prizes or hole-in-one cars that need to be pre-staged the evening prior for an A.M. event and at least 3 hours prior to a P.M. event.
Allow ½ hour prior to your start for registration for every 40 players (e.g. 2 hours for 140 players, 1 hour for 80 players).
Communicate any last minute changes to the golf course tournament coordinator.
During Your Event
Relax and have fun!
After Your Event
Remember to pick up any left over prizes, banners or signs.
Rebook your event date for next year!
Book your next Group Outing or Tournament at Westchase Golf Club.