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.

  • Transportation requests.

  • 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.