Event Planner Checklist

INITIAL PREPARATION

Determine the dates of the tournament.
Site-inspect the facility.
Meet with Professional / Director to confirm dates and times.
Announce tournament date six months out.

PLANNING A BUDGET

Host Facility fees, tournament fees
Per tournament warm-up
F&B ( beverage station, box lunches )
Awards and prizes
Photography

SELECTING A TOURNAMENT FORMAT

Determine objective: Improve client relationships? Fundraiser? Community Goodwill?
Match the type of outing with your objective -resort staff will be helpful here.
Prizes: Do you want to reward best players or reduce competition by giving everyone gifts?
Which pre game warm-up & tournament best fits your needs?

SIGNING CONTRACTS

Book dates and times of Host facility
Sign contracts with any promotional tie-ins: corporate sponsors.
Determine number of participants.
Finalize pre game warm-up & tournament format.
Post tournament on Local Tournaments

TWO MONTHS OUT

Order gifts or prizes.
Schedule large gift insurance premiums
Schedule photographer.
Mail out itenirary
Plan sponsorship signage.


ONE WEEK OUT

Ensure gifts/prizes have been delivered.
Finalize count of players.
Call Host facility and let them know of any changes.

WITHIN 48 HOURS OF EVENT

Get final list of players to Professional / Director.
Tell players to arrive 15 minutes early.
Verify schedule with photographer
Verify assigned groupings with Professional / Director.
Get gifts down to facility for distribution on tournament day.

DURING EVENT

Oversee arrivals and registration.
Oversee and conduct pre tournament warm-up & tournament.
Supervise scoring results.
Supervise awards ceremony.