by Cash Dinkel, PGA, Client Success Director at GolfStatus
Selecting the right golf facility is one of the most important decisions you'll make when planning your charity golf event. The course you choose sets the tone, shapes the golfer experience, and directly impacts your fundraising success. Whether you're new to tournament planning or refining your strategy for future events, this guide walks through how to choose the best course for your event and work efficiently with golf facility staff.
Understanding the types of golf facilities
Before you start reaching out to golf courses in your area, it’s helpful to understand the different types of golf facilities:
Public. These facilities are open to anyone and are typically more affordable. They may not have the prestige or all the amenities of private clubs, but they’re accessible and can be great for events targeting a wide audience.
Semi-private. These facilities allow public play during certain times while reserving the best tee times for members. They’re usually well-maintained and offer a nice balance of quality and cost.
Private. Private clubs are members-only and offer top-tier facilities and service. They often include added amenities like banquet rooms, gourmet dining, locker rooms, and practice facilities. These courses are ideal if you're targeting a higher-net-worth audience and want to offer an exclusive experience—but they come with a higher price tag and may require a member to help you book the facility for a tournament.
Alternative golf facilities. Not all golf fundraisers need to take place on a traditional 18-hole golf course. Facilities like TopGolf, indoor golf simulators, or mini golf venues can offer a fun, relaxed atmosphere that appeals to a different crowd and can be easier to plan logistically.
Things to consider when choosing a golf facility for your event
A simple Google search of “golf facilities near me” will give you a list of potential options where you can hold your golf tournament. A glance at each course’s website will help you get a feel for the facility and its offerings. Next, think about the following as you narrow down your list:
Location. Choose a location that’s convenient to your organization, supporters, and sponsors. Accessibility helps drive higher attendance and community engagement.
Cost and inclusions. Compare the cost per golfer and make sure you understand what’s included, such as greens fees, carts, range balls, and other amenities. While private courses tend to be more expensive, they may justify a higher registration fee and attract more affluent participants.
Audience demographics. Think about your target audience. Would they be more excited about playing an exclusive course, or would they prefer an affordable, relaxed public facility? Choose a venue that aligns with your audience’s preferences and your fundraising goals.
Amenities. Consider what the facility offers beyond the golf course itself—banquet space, catering options, equipment rental, and staff support—as these all factor into your tournament’s success.
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Key questions to ask a potential host golf facility
Once you’ve identified some options for your tournament, reach out and ask the right questions to gather the information you need to make a decision:
What’s the cost per golfer, and what’s included in that fee?
Does the price include carts, range balls, or extras like drink tickets or gift cards?
Is there a minimum number of golfers required to reserve the course?
What does setup on tournament day look like?
Will staff help with signage, tables, or registration?
What food and beverage options are available?
Can you bring in outside food or are you required to use the facility’s catering?
Is there banquet or event space for awards ceremonies or meals?
What are the payment policies?
Is a deposit required?
When is the final payment due?
Do you offer live scoring?
What’s the inclement weather policy?
Is a rain date available, or is play allowed in the rain?
before you sign a contract
Before you lock in the date and facility, carefully review the contract with facility staff so you understand the terms. Here’s what to look for:
Ensure the quoted price per player matches the contract.
Double check the minimum and maximum player counts and any penalties if you don’t meet them.
Confirm any additional fees, such as those for using course software or A/V equipment.
Understand all line-item charges so there are no surprises after the event.
Coordinating with the golf facility
Booking the facility is just the beginning! Use these tips to effectively and seamlessly coordinate with the course staff and set your event up for success.
Use technology. One of the biggest pain points for golf facilities hosting outside events is an accurate count of the number of players—and the time-consuming back and forth required for updates. Sharing access to your golf event management platform with the golf facility allows staff to see the size of your field in real-time (without several emails or phone calls) and plan accordingly. What’s more, tech built for golf allows golf staff to make hole assignments, print cart signs and scorecards, and download alpha lists and other necessary documents with just a few clicks, instead of manually creating these necessities.
Stay organized. Keep all your planning details—including golfer registration, sponsor information, and payments—in one centralized place. Your golf event management platform keeps you and your team organized and facilitates easy sharing of accurate, up-to-date information with the golf staff.
Designate a point person (and a backup). Instead of everyone on your planning team communicating with the golf facility, designate one person to spearhead communication and planning. It’s a good idea to have a backup team member who knows the event plan and can communicate with the golf facility if you happen to be unavailable.
Communicate effectively. Make sure the course staff has everything they need to support your event, including:
A clear schedule of events (registration time, shotgun start, meals, awards)
Final golfer count well in advance
Food and beverage selections and dietary needs
Setup instructions for signage, tables, and on-course games
Information about any contests like hole-in-one, longest drive, or putting contests
A golf-specific platform makes coordinating with the golf facility simple and easy.
Final Thoughts
Choosing the right golf facility—and building a strong partnership with their team—lays the foundation for a smooth, successful tournament. Be thoughtful in your selection, proactive with your communication, and lean on technology to reduce friction and save time. When you and the course staff are aligned, everything runs more efficiently—leaving more room for a fun, memorable experience for your golfers and a bigger impact for your mission.