EVENT MANAGEMENT

Good practices for successful event management include meticulous planning, clear communication, proper promotion, and detailed execution. Memorable events will feature VALUE ADDED at significant levels.

Planning and preparation

• Define clear objectives, to guide the planning process.

• Understand our audience. Demographics, preferences, ages, skill level, etc. Our event calendar must be diverse, with different formats that include competitive tournaments, fun/social events, and instructional activities.

• Establish a comprehensive budget. Account for all potential expenses and pursue a range of revenue streams, including sponsorships and donations.

• Set a detailed timeline. Create a schedule of tasks, assigning roles and responsibilities to committee members or staff. For larger events, we start planning 6 to 12 months in advance to ensure everything is covered.

• Assemble a dedicated team. Recruit a planning committee or staff with diverse skills, including members who understand the sport, have strong communication abilities, and are detail-oriented. 

Event promotion and registration

• Create targeted marketing plans. Promote events through multiple channels, including personalized emails, the club newsletter, a dedicated event website, and social media. Highlight the specific benefits of attending to drive engagement.

• Streamline online registration. Use event management software to allow for easy online registration and payment. This simplifies the process for participants and provides accurate, real-time tracking for event organizers.

• Highlight sponsorship opportunities. Create appealing sponsorship packages to help offset costs and enhance the event's value. Offer clear branding opportunities on-course and during the awards ceremony.

• Attract diverse participation. For open events, use public marketing like social media ads and local publications. For member events, personalize invitations to make members feel valued.

Execution and day-of management

• Communicate clearly with participants. Send reminder emails a few days before the event with all essential details, such as the date, time, directions, and registration information.

• Have a smooth check-in process. Set up an efficient registration area with enough staff to handle the influx of participants. Provide a welcome pack with scorecards, rules, and any sponsored materials.

• Manage on-course logistics. Ensure the course is in optimal condition with all necessary markers, signs, and equipment. Place refreshment stations strategically to keep players hydrated, and have volunteers available to help with scoring or rules.

• Add engaging contests and activities. Incorporate fun, optional challenges like longest drive or closest-to-the-pin to increase engagement and fundraising. For non-golf events, include activities like silent auctions or themed entertainment.

• Have a weather contingency plan. Identify alternative arrangements for bad weather, such as rescheduling protocols or indoor activities. Clearly communicate the plan to attendees and staff

Post-event follow-up

• Solicit and analyze feedback. Gather insights from attendees, sponsors, and volunteers using surveys or direct conversations. Use this information to improve future events.

• Send thank-you notes. A simple and sincere thank-you message to participants, sponsors, and volunteers shows appreciation and builds lasting relationships.

• Deliver an event recap. Share photos, videos, and a summary of the event (especially for charity fundraisers) through the club's newsletter or social media. This reinforces the positive experience and generates excitement for future events.

• Review and plan for the next event. Conduct a post-event debriefing with the planning team to review successes and challenges. This allows you to immediately apply lessons learned to your next event.