AGC Tournament Fundraising Resource Guide

A M E R I C A N G O L F C O R P O R A T I O N

FUNDRAISING RESOURCE GUIDE A Step by Step Guide for a Successful Tournament

Information Provided by: American Golf Corporation

2951 28TH Street Santa Monica, CA 90405 www.americangolf.com


Welcome to Tournament Fundraising! Tournaments are definitely a tried and true way of raising money for many non-profits. From entry fees, sponsorships, and day-of revenue generators; there is enormous opportunity for any size or type of non-profit organization to generate new funds for their cause. This guide will walk you, step-by-step, the process of organizing and hosting a successful fundraising tournament. There are also samples of event budgets, agendas, donation letters, entry forms, and sponsorship packets in the appendix section of this guide for your use.

Overview Introduction: How a tournament makes money Process: 1. Design Tournament 2. Organize Tournament a. Timeline b. Format Options c. Contests & Prizes d. Golf Committee & Volunteers e. Day of Revenue Generators 3. Marketing Material & Entry Forms 5. Sponsors & Golfers 6. Event Day Appendix: Sample tournament planning information


Introduction There are several ways a golf tournament can generate funds: Tournament EntriesFirst and foremost, create a tournament that will make people want to attend! Select a prime golf course location, include food and/or beverages, and offer great prizes for contests and winning teams. Then, sell tournament entries for a price greater than your costs. SponsorsCompanies or Individuals can sponsor the tournament by donating either money or prizes in exchange for recognition and advertising to your participants. Day of Revenue GeneratorsSell raffle tickets, add-ons (such as mulligans, yard of string, colored ball), silent auction items, and live/oral auction items during your event for additional revenue.


Design Your Tournament Consider each of the following points:

Location Choose the location first because the onsite tournament contact will be able to assist you with each of the following considerations.

Date Decide what months suit your schedule and budget best. Find out from your golf course regarding ‘peak or prime’ times and decide how this information will affect your date decision. Allow a minimum of 8-10 weeks for planning. Time Popular start times for shotguns are either 8:00 AM or 1:30 PM. Allow 4 ½ to 5 hours for the full game. Format See format section of this guide for format options and recommendations. Numbers of Players Most courses require a minimum number of players for a tournament. This number may be different for Tee Times and Shotgun starting options. Determine the minimum requirements and then set a goal for attendance. Set a goal that is realistic for you, but also remember that more players mean more money. Price Record your expenses, and then determine the price you will charge per player to make the desired profit. See a sample budget for more ideas of what is an appropriate price for your event. Food & Beverage Including Food and Beverage with your tournament entry means more value for the money to your players. Most groups will at least include Food and Beverage with the Awards banquet after play. Request banquet information from your host course for your food and beverage options. Contests & Prizes Decide how many prizes and the value of what you would like to give away. Prizes always make a tournament more exciting to potential players. Prizes can be given for special contests during the game, for a raffle, and/or for the winning teams. See contest and prize section of this guide for more information.


Organize Your Tournament In order to host a successful tournament, you must be organized! The following sections will assist in getting you organized from start to finish to ensure seamless execution of your efforts.

Timeline 2+ Months • Secure date and time with host course by signing golf agreement and giving

deposit requirements. • Form Golf Committee and delegate duties for tournament. • Create Marketing Materials & Entry Forms. • Start procuring raffle items and auction items. • Sign-up Teams. • Secure Sponsors. Acquire sponsor’s logos for marketing materials and signage. • Order event signage, trophies, and other items needed for day-of event. • Acquire prizes and tee gifts. 1+ Month • Finalize day-of event details with host venue including food and beverage

requirements, set-up, agenda, golf details, and other day-of event needs. See venue timeline for more specific information.

• Meet with volunteer to delegate and confirm all volunteer role assignments. • Confirm on course contest needs, format, rules, and scoring needs with host

venue. • Confirm rental set needs for your group. Let host venue know needs and

whether rental sets are hosted by the organization or to be charged to individual golfer.

10 Days • Inform host venue of final golfer count and whether the count is expected to

change prior to event. • Have a final planning meeting with host venue. • Organize and inventory all raffle, auction, prizes, and give-aways. • Confirm final event signage. See Day of Event Section for Final Details


Format Options Format is the rules to which the players of the tournament will follow and will dictate scoring for the individual or team. The format should be indicated in your marketing materials and entry forms to allow for a possible participant to make an informed decision on whether to play in the event. The first few format options allow for a wider range of skill levels and are, therefore, the more popular choices for fundraising tournaments.

Scramble This format is probably the most enjoyable type of tournament because only the good shots are played and the pace of play can be very fast. All players hit a tee shot. Then, the best tee shot is selected and all players take their next shot from that point. The process is repeated until the ball is "holed out". The team records a score. The winning team is the one that records the lowest 18-hole score. This format promotes easier and faster scoring.

Shamble This format is also one the more enjoyable types of tournaments because like a scramble you use good shots only for a portion of the hole, but you also get the opportunity to play your own ball. Each person hits a drive, the team selects the best one. From that point each player plays his own ball through the hole. The team records a score. The winning team is the one that records the lowest 18-hole score.

Best Ball Twosome 2 persons play as a team, taking handicaps as they fall on the card. Lowest score on the hole with handicap counts toward the team's best-ball score for round. Only the lowest score on the hole is counted. Team having the lowest 18-hole score wins.

Best Ball This format may be played as 2, 3, or 4 person teams. Golfers play their own ball on each hole, the lowest score is then recorded to be the team score. This format may be played with or without a handicap. This is usually a fun format with a medium pace of play. Results can be calculated quickly.

Callaway This format allows each golfer to play their own ball out and record the score with no more than double par limit. This format may be used when not all competitors have an official handicap. Allow longer time for play and scoring due to individual format. Under this system, a player's handicap is determined after each round by deducting from his gross score for the 18 holes the scores of the worst individual holes during the first 16 holes of the round.

Skins A match play tournament; a "skin" is a point given to the player with the lowest score on a given hole.


Contests and Prizes Decide how many prizes and the value of what you would like to give away. Prizes always make a tournament more exciting to potential players. Prizes can be given for special contests during the game, for a raffle, and/or for the winning teams. Remember your host venue has valuable relationships with golf vendors and will many times pass along these savings to you to purchase prizes and give-aways to your participants. Prizes can be gift certificates, golf merchandise, or any type of gift item you like. Many charitable groups will get donations from local businesses to offer as prizes. Most tournaments will have at least 3-5 contests. Some contests can be organized and managed by the staff at the golf course, so all you have to do is secure the prizes and wait to hear who the winners are! A list of example contests and prizes are listed on the next page. Hole in One Prizes The Hole-in-One is another extremely alluring contest. Hole-in-One insurance is required for large prizes. The cost varies according to the value of the prize, the difficulty of the shot, and the number of players; and typically ranges between $200 to $500 for prizes such as a Harley motorcycle or a $20,000 automobile. The possibility of winning a car always attracts more players. American Hole’n One (800) 510-2257 or ask your tournament contact. Be sure to provide your host course with the Hole-in-One insurance information and that the host course has been in communication regarding your Hole-in-One insurance provider and sponsor for yardage and witness requirements. If you don’t follow all of the steps, your hole-in-one winner may not receive their prize!


Example Contests Putting Contest A putting contest is typically held either before or after the tournament occurs. The host venue can set-up the practice putting green for the contest. Participants then buy-in to participate and a prize is awarded to the winner of the contest. Popular formats for putting contests are hole-in-one or an alternate shot course. Closest to the Pin (KP) Prize awarded for the shot that comes to rest closest to the pin; normally played on the par 3’s. Closest to the Pin on 2nd Shot Prize awarded for the shot that comes to rest closest to the pin; can be played on any hole on the golf course except the par 3’s. Longest Drive (LD) Prize awarded for the longest drive off the tee-box, in the fairway; normally played on the course's longest length par 5. Longest Putt Prize awarded to person making the longest putt on a specific green. Recommend this contest is played on the course's putting green at the clubhouse prior to the start of the tournament to promote a fun and competitive atmosphere yet providing a reasonably rapid pace of play. Shortest Drive Prize awarded for the shortest drive off the tee-box, in the fairway; normally played on the same par 5 of the longest drive contest; or on a hole with a natural hazard between the tee box and the fairway, i.e. a lake, marsh, ravine or cliff. Straightest Drive A white line is placed down the middle of the fairway. The drive off the tee-box that comes to rest closest to the line is the winner; normally played on the course's last par 5 but not necessarily the same par 5 used for the longest and shortest drive contests. Tiger Drive In 1996, Tiger Woods made history by winning his third consecutive U.S. Amateur Championship in a row. During that history making play Tiger Woods on hole #15 at Ghost Creek hit a perfect drive down the right-hand side of the fairway totaling 366 yards. During tournament play the host charity may charge golfers a small fee to hit from where Tiger Woods hit that drive instead of teeing off from the tee box like normal. The golfers would only be charged one stoke.


Golf Committee and Volunteers Form a golf committee immediately when planning has begun for the tournament. Begin by delegating tasks to committee members based on their individual strengths. It is always best to form a committee with a variety of skills. From creative to organizational, all talents are necessary to put on a successful event. The committee should meet once a month until the tournament date to track progress and ensure duties of each committee member are being fulfilled. Have clear expectations for all day-of event volunteers and it is a good idea to have a pre-tournament briefing to define each volunteer’s role. Make sure you’re also assigning the right people to the right role. For example, have your most personable volunteers assigned to selling the raffle tickets and add-ons. See example volunteer delegation form for more ideas and information.


Volunteer Roles Marketing Creating and managing all marketing outlets, such as the event website, radio ads, mailings, press releases, possible bus/banner ads, and email blasts. Procurement Procuring raffle and auctions items for silent and/or live auction. Ideal items are experiences or one-of-a kind items. All procured items need to be listed and organized by person in charge of procurement. Day-of Event Volunteer Coordinator Between 5-20 volunteers are needed for the event day. A list of volunteer positions, duties, and commitments needs to be created and sent out to all involved. Sponsor Coordinator Receive a commitment from each committee member, Board member, or other involved parties to sign up at least one sponsor at any level and foursome. All committed sponsors should be in contact with the Sponsor Coordinator. The Sponsor Coordinator should acquire the sponsor’s company logo to go on all event market materials and event signage. Sponsor Coordinator should also be responsible for creating all sponsor recognition items, such as plaques and thank you letters. Signs Banners and on course sponsor recognition signs need to be designed and ordered. Tee Gift and Other Give-Aways Volunteer to acquire and manage all items for tee gifts. Registration Volunteer in charge of collecting and organizing all tournament entries (including sponsor entries). The registration volunteer should acquire and manage names of players, company affiliation, and payment. Also, communicate with golf course on player count, list, and details. This volunteer(s) can also be in charge of setting up the registration system and payment receipt methods. Golf Contact Need one to two people to decide on course contests, format, scoring and other golf related details. This position could be the same as the day of coordinator.


Additional Day-Of Revenue There are numerous ways to raise additional revenue on the day of a tournament. Here is a list of some example common options: Mulligans A mulligan is a do-over and allows a golfer an extra try at any given point on the golf course without taking a stroke. Most tournaments will sell mulligans for $5-$10 each. Some tournaments will limit the number of mulligans sold, especially if you have a group of high level golfers who are competitive. Yard of String A yard of string is another way in which golfers can reduce the number of strokes of play. They are given a yard of string and use it to replace a putt. The distance of the putts they use it on will determine how much string is leftover each time. Raffle Raffle tickets can be sold with entries and/or the day of the event at registration. The raffle can either be a blind draw for the raffle prizes or you can give the option for participants to place their tickets in the drawing for only specific items. Depending on the value and quality of raffle items procured, tickets are typically sold for $5 - $25 each. Silent Auction For a silent auction, items are placed on display with bid sheets that allow participants of the tournament to bid on each items by writing down the amount of their bid, as long as it is higher than previous bids. There is a pre-determined time that the silent auction will end and at the close of the auction, the highest bidders receive the items at check-out for their last bid amount. Live or Oral Auction A live or oral auction allows participants to bid on auction items by yelling out their bid amounts or presenting their bid number to indicate they would like to bid on the item. An auctioneer will facilitate the bidding and raising the bid amounts until a final bid is reached and that bidder is awarded the item at check-out for the final bid amount. It is always recommended to hire or recruit a professional auctioneer to facilitate your auction for the best results. Paddle Raise or Ask A paddle raise or ‘ask’ is when the organization asks for donations without a prize or item in return. This is typically done at the beginning or end of a live auction or before raffle prizes are awarded.


Marketing Materials and Entry Forms It is very important to have well designed marketing materials and a website for the event. The easier it is to direct potential sponsors and golfers to event information, the easier it will be to acquire sponsors and golfers. The website should also have an online payment system that can be used for sponsor commitments and player registration. If hosting your event at a public course or club, be sure to ask what they can do to help you market the event via their website, event boards, and email blasts. Also design and print a brochure or flyer with the basic details regarding the tournament. Separate from the flyer should be a registration form that can be used by sponsors and players to fill in their information and submit along with payment. Please see the examples in the appendix of this guide.


Sponsors and Golfers Sponsors Company sponsors can be a valuable source of income for a tournament. Any company can be a sponsor by donating money or prizes in exchange for recognition during the event, as well as marketing opportunities on the host organization’s website, collateral and press releases. The most common types of sponsorships are presenting or title sponsors, and hole sponsors. There are many other types of sponsorships and examples of other types are list on the sample sponsorship package page. In return for the sponsorship, the company’s logo should be showcased on all event marketing materials and website. Also included in most sponsorships is a sign with the company’s name or logo placed either on the course or at the designated place according to their sponsorship package. The more recognition a company can get, the more appealing the sponsorship will be.

Acquire sponsors by networking and delegating! Ask your co-workers and any volunteers to talk with local businesses. Make contacts and get commitments from local businesses for monetary or prize donations in exchange for sponsorship recognition. Talk to people you know and seek businesses that may have a special interest in your cause. Be sure to let the sponsors know how they will benefit from their involvement. Sign-up Golfers Start with the people you work with and/or volunteers from the charity organization – ask each person to secure one team. Talk to anyone who is in support of the charitable cause. Talk to anyone you know who likes golf. Many avid golfers will participate in a fundraiser tournament just for the fun of the game and the competition!

Take payment in advance along with the reservations. It is important to know exactly how many entrants you have prior to the start of the event. You will need to provide this information to the tournament site several days in advance.


Event Day Timeline

• Arrive approximately 1 to 1 ½ hours prior to the start of the event.

• Set up your registration supplies.

• Have your on course sponsor signs and banners placed around the golf club and course.

• Display raffle and contest prizes. If you are offering a silent auction, it is always beneficial to have the silent auction items available for bidding during registration.

• Have guests sign in at a registration table upon arrival. Sell raffle tickets and ad-ons at the registration point.

• Have an efficient way for golfers to pay for all day-of purchases. Even though most golfers know to bring cash, it is very advantageous to have a wireless system of accepting credit cards.

• As players arrive, the host venue will help direct golfers to their golf carts and the practice facilities.

• Prior to tee off, the Golf Pro will give a brief introduction and rules announcement. Tee off is then announced and the golfers drive to their assigned starting holes to begin play.

• During the round, volunteers can be assigned to continue selling add-ons and raffle tickets.

• Prior to tee off, the Golf Pro will give a brief introduction and rules announcement. Tee off is then announced and the golfers drive to their assigned starting holes to begin play.

• If you have on course hole sponsors with representatives at their assigned holes, they will have been transported to their hole. Inquire with your host venue about on course hole set-up fees and restrictions. This not only adds value to their sponsorship, it also creates a more engaging event for the golfers.

• Round will last approximately 4 – 6 hours. After play ends and golfers return to the clubhouse, golf staff will collect score cards to be translated onto the scoreboard at the awards banquet.

• During the time that players are arriving off course is a great time to have the silent auction open.

• If you have a live/oral auction during the awards banquet, begin with it first. Then move on to the prizes for the winning teams and contest winners. End with the raffle drawing.

• After the awards banquet, have volunteer set-up in an appropriate place for check-out and collect payment for silent and oral/live auction item purchases. Again, have an efficient way of collecting credit card purchases to expedite the golfer’s experience at check-out.

• Finally, you can calculate your revenue and celebrate your fundraising efforts!


Appendix


Sample Agenda for a Large Tournament Shotgun Start at 1:30 PM for 144 Players

10:30 AM Host Arrives at Golf Course to Set-up

12:00 PM Guest Arrival Registration Opens Box Lunches are available Range Balls are available for guests

1:00 PM 20-min call for players

1:15 PM 5-min call for players

1:20 PM Guests are seated in their carts

Rules and Announcements given Lead out carts

1:30 PM Shotgun Start 6:00 PM Approximate finishing time

Each team will submit their scoreard to the Golf Shop 6:30 PM Dinner Served

Golf Operations will score tournament and provide tournament chair with a list of winners Live Auction Award prizes Present awards Raffle Drawing Thank everyone for coming

Congratulations for a successful event!


Sample Agenda for a Medium Tournament Shotgun Start at 8:00 AM for 72 Players

6:00 AM Host Arrives at Golf Course to Set-up

6:30 AM Guest Arrival

Registration Opens Continental Breakfast is available Range Balls are available for guests

7:30 AM 20-min call for players

7:45 AM 5-min call for players

7:50 AM Guests are seated in their carts Rules and Announcements given Lead out carts

8:00 AM Shotgun Start 12:30 PM Approximate finishing time

Each team will submit their scoreard to the Golf Shop 1:00 PM Lunch Served

Golf Operations will score tournament and provide tournament chair with a list of winners Award prizes Present awards Raffle Drawing Thank everyone for coming

Congratulations for a successful event!


Sample Budget for a Medium Tournament

� 18 Teams, 4-Person Scramble (72 players) � Light Breakfast and BBQ Lunch Buffet included � Contests: 1 Closest to the Pin and 1 Longest Drive � Prizes awarded for 1st place team Income:

Tournament Entries: 16 Teams x $500/team $8,000.00

Sponsors: 1 Gold Sponsor x $3,000 each (includes 2 foursomes) $3,000.00 10 Hole Sponsors x $250 each $2,500.00

Contests and Add-ons: Mulligans - 72 players x $5 each (120 sold) $600.00 Yard of String – 18 Teams x $15 each $270.00 Raffle Ticket Sales - 72 players x $5 each (120 sold) $600.00 Total Income: $14,970.00 Expenses:

Tournament Entries: 72 players x $60/player $4,320.00 Pastries and Coffee: 80 people x $7/person $560.00 BBQ Lunch Buffet: 80 people x $18/person $1,440.00 20% Service Charge $400.00

Sponsor Signs: 10 signs x $25.00 each $250.00 Prizes: $200.00 Printing Costs for Flyers and Programs: $100.00 Total Expenses: $7,320.00 Net Income: $7,650.00


Sample Budget for a Large Tournament

� 36 Teams, 4-Person Scramble (144 players) � 1:30 PM Shotgun Start � Box Lunch and Dinner Included � Contests: 2 Closest to the Pin, Longest Drive, Hole in One � Prizes for each contest plus car for the hole-in-one � Prizes awarded for 1st, 2nd and 3rd place teams

Income: Individual Tournament Entries: 17 Teams x $800/team $13,600.00

Sponsors: 1 Presenting Sponsors x $10,000 each $10,000.00 4 Supporting Sponsors x $5,000 each $20,000.00 3 Contest Sponsor x $1,500 each $4,500.00 1 Golf Cart Sponsor x $1,000 each $1,000.00 18 Hole Sponsors x $750 each $13,500.00

Contests and Add-ons: Mulligans - 144 players x $5 each (2 each) $1,440.00 Tiger Drive - 32 Teams x $20 each $640.00 Raffle Ticket Sales - 144 players x $10 each (2 each) $2,880.00 Helicopter Ball Drop – 500 Tickets Sold x $20 each $10,000.00

Live Auction: 7 Items/Packages at an average bid of $2,500 $17,500.00

Total Income: $95,060

Expenses:

Tournament Entries: Course Buy Package of $11,500 $11,500.00 Box Lunch: 150 people x $13/person $1,950.00 Dinner Buffet: 150 people x $30/person $4,500.00 Beverage Tickets: 150 x $10 (2 tickets) $1,500.00 20% Service Charge $1,590.00

Sponsor Signs: All Inclusive Sign Package $2,000.00 Prizes: Trophies and Gift Certificates $2,000.00 Printing Costs for Flyers and Programs: $250.00 VIP Tee Gifts: $2,000.00 Pay-out for Helicopter Ball Drop (helicopter included): $5,500.00

Total Expenses: $32,790.00 Net Income: $62,270.00


1st Annual ABC Charity Tournament at American Golf Club

Yes! I will be a sponsor! Check Level Below:

___ Presenting Sponsor

___ Supporting Sponsor

___ Contest Sponsor

___ Hole Sponsor

___ Golf Cart Sponsor

___ Beverage Cart/Awards Banquet Sponsor

Yes! I will be a participant! Check Option and Quantities Below:

___ Foursome Entry - $800 per Foursome

SPONSOR AND PARTICIPANT INFORMATION:

Sponsorship Level(s) ______________________________________

Amount

Sponsor/Participant Name ______________________________________

Company (if different) ______________________________________

Contact and Title ______________________________________

Phone Email ______ Address/City/State/Zip ______

Additional Player Names

______ ______

______ ______ PAYMENT INFORMATION

Check Enclosed for Total Above: or Pay by Credit Card: Visa__ MC__ AmEx __

Credit Card Number Exp. Date

Billing Address (if different from above)

Signature Print Name Date

Thank you for your participation!!


Sample Sponsorship Packages

Presenting Sponsor (Includes 4 Teams) $10,000 Exclusive sponsorship of the “ABC” Golf tournament will include:

“Presented by” name and logo in all headlining event P.R. Leading Logo on our event website and on the tournament banner at

registration and awards banquet Full year web logo presence on the ABC website Top program and event website listing with logo Half page program and space Verbal event recognition Recognition plaque Option to provide a tee gift bag

Supporting Sponsors (Includes 3 Teams) $5,000 Supporting sponsorships will include:

Leading Logo on our event website and on the tournament banner at registration and awards banquet

Full year web logo presence on the ABC website Top program and event website listing with logo Half page program and space Verbal event recognition Recognition plaque Option to provide a tee gift bag

Contest Sponsors (Includes 1 Team) $1,500 Contest sponsorships offer the exclusive opportunity to be present at a designated contest holes and includes:

Exclusive tee signs at contest holes Logo on tournament banners Event website listing with logo Verbal recognition at event Recognition plaque

Hole Sponsors $750 Contest sponsorships offer the exclusive opportunity to be present at a designated hole and includes:

Exclusive tee signs at a designated hole Logo on tournament banners Event website listing with logo Verbal recognition at event Recognition plaque

Golf Cart Sponsor $1,000 Cart sponsor is an exclusive sponsorship and includes:

Company name with logo and recognition on golf carts

Logo on tournament banners Event website listing with logo Verbal recognition at event Recognition plaque

Beverage Cart/Awards Banquet Sponsor $1,000 Cart sponsor is an exclusive sponsorship and includes:

Company name with logo and recognition on beverage carts

Logo on tournament banners Event website listing with logo Verbal recognition at event Recognition plaque


Tournament Timeline for Venue: Reserve Your Golf Outing Date Your golf outing date will be reserved when we receive a signed copy of the Golf Agreement and your Initial Deposit within (30) days of date reservation. If we do not receive a signed copy of the Golf Agreement with your Initial Deposit or Pre Payment by the Due Dates, your reservation may be cancelled without further notice and we will be relieved of all further obligations for the golf outing. 90 Days

• Tournament Coordinator and/or Tournament Sales Director will make contact with you to schedule time to meet and start discussing details

• Order additional carts for volunteers, staff, etc. • Confirm format of event

60 Days • Updated player counts to Tournament Coordinator • Place special orders for merchandise and acquire hole-in-one insurance • Confirm menu selections and agenda with Tournament Sales Director • Confirm contests and additional golf needs

30 Days • Updated player counts to Tournament Coordinator • Meet with Tournament Coordinator and Sales Director to firm up all remaining

details

10 Days • Final Player Counts and Meal Counts** • Pre-payment for final estimated charges • Confirm number of rental sets needed. • Final Changes to Event

3 Days • Pairings list due

Day of Tournament • Enjoy and leave the rest to Pumpkin Ridge!

** The attendance figure you provide by that date will not be subject to reduction. You will be charged for the final guarantee or actual attendance, whichever is greater.

Documents

AGC Tournament Fundraising Resource Guide