Do you wake up in the middle of the night thinking about your golf tournament? Your tournament may be over for another year, but I know every tournament host worries about all of the work that needs to be done to orchestrate a fantastic golf tournament. Here are a few tips to relieve some of the inevitable tournament stress:
1. Create (and use) a great checklist – There are a lot of details to remember and checklists are a great memory aid. A practical checklist focuses on actions that lead to results – not just a list of everything you need to do. A long list of two hundred ‘to-do’ items is difficult to use and results in unproductive ‘lists of lists’. The best checklists are created by you. They evolve over time, having been adjusted through use and feedback.
2. Do the most essential tasks 6 months before the event – Confirm the date, sign a contract with the right golf course, secure the title or presenting sponsor and get your committee on board. The most successful and organized tournaments are well-prepared for their kick off meeting six months in advance.
3. Delegate but hold your committee members accountable – Outline, in writing, your expectations and the responsibilities of three to four committee chairs and their volunteer committees. Let each chair recruit members to their own committee. Offer training to volunteers. Develop a regular reporting system, celebrating successes and noting incomplete action items. All of these simple tips hold volunteers accountable and let them know that you expect them to contribute more than just their presence.
4. Order golf tournament merchandise early – This is the most common mistake made by golf tournament hosts and delaying this decision can be stressful, not to mention costly. If you plan to order golfer gifts or awards imprinted with logos, you should place your orders at least six weeks before the event. You may not have all the golfers signed up yet, but this is a decision you do not want to postpone. You need to leave enough time for approvals, production, shipping, and yes, time to recover from any errors that could happen.
5. Relax, it’s tournament day – It is finally here. Relax and enjoy the day. Free yourself from the details to welcome golfers and sponsors. Whether you work with a professional planner or volunteers, make sure everyone is trained to welcome golfers, staff the registration table and look after last-minute details. The first impression you make with golfers is the welcome/registration table. Make sure golfers know they are appreciated.