by Jen Wemhoff, Communications Manager at GolfStatus

Volunteers are a critical part of a successful charity golf tournament. Whether they’re helping with check-in, running contests, or handing out swag bags, volunteers keep things moving and help make it all possible. The must-dos to ensure a smooth experience for everyone involved? Planning ahead, staying organized, and showing your appreciation.

Here are seven tips to keep your volunteers happy, engaged, and ready to go on tournament day.

Effectively managing your golf tournament’s volunteers is key to its success.

1. START WITH A SOLID PLAN

The more prepared you are leading up to your golf tournament, the better your volunteer team will perform. Make sure you address these key areas:

• Define roles and responsibilities. Outline every volunteer role in detail, including specific duties, time commitments, and any skills required (like comfort with a tablet or event management software). Clear instructions and checklists help prevent confusion and ensure nothing falls through the cracks.

• Determine how volunteers will sign up. Linking out to your chosen sign-up on your event website is an easy way for volunteers to get involved with your event.

• Create a schedule with shifts. Charity tournaments can last four to six hours, not counting setup and teardown. Offering shorter shifts makes it easier for volunteers to commit and ensures you have coverage from start to finish.

• Assign lead volunteers. Designate a point person for critical areas like registration, food and beverage, or on-course games. These leads can help answer questions and solve small issues, so you’re free to focus on the big picture.

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Pro tip:

Ask volunteers to arrive at least 15 minutes ahead of their shift start time to get settled and receive any last-minute instructions.

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2. MAKE VOLUNTEER ONBOARDING A PRIORITY

A smooth onboarding experience builds confidence and helps volunteers feel connected to your mission. It doesn’t have to be time-consuming—just thoughtful.

Here’s how to do it:

• Collect information up front. When volunteers sign up, ask for contact info, availability, preferences, and any relevant skills. Let them pick roles or shifts that work for them.

• Host a kickoff meeting. Use this time to:

  • Share your organization’s mission and how volunteers are making a difference

  • Walk through the tournament schedule

  • Answer questions and build excitement

• Provide training materials. This could include:

  • Written step-by-step guides

  • Live or recorded demos for tasks like using software or managing contests

  • A quick overview of golf basics and etiquette

• Set expectations. Be clear about shift times, dress code, responsibilities, and who to contact with questions.

• Create a communication plan. Use email, group text, or a volunteer app to share reminders, updates, and check-ins before and during the event.

• Make it fun. Share wins from previous tournaments, encourage camaraderie, and build a sense of community. People are more likely to come back next year if they have a great time.
  

Provide volunteers with the training they need to take on their assignments with confidence.

3. Delegate with confidence

Trying to do it all yourself? That’s a fast track to burnout. Instead, strategically delegate tasks among your volunteers who are willing and able to help. When someone inevitably asks, “How can I help?” have a task or two ready to assign. Trust your volunteers to step up—remember, they signed on to help, so have the confidence that they’ll follow through on what needs to be done.

4. Keep systems organized

Whether you’re using a spreadsheet, Google Form, or a dedicated volunteer management tool, keep your systems tidy and accessible. Share access with your planning team and make sure everyone’s on the same page about who’s doing what, and when. You should also share access to your golf event management tool with key volunteers so they have access to up-to-date golfer, team, and sponsor information.

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free guide

This a-to-z guide outlines effective volunteer strategies for nonprofit golf fundraisers. Get ideas and tools to help leverage volunteer time, energy, and enthusiasm to execute a flawless golf event.

Get the Guide

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5. Communicate early & often

Once a volunteer signs up, send a confirmation email so they know what to expect. Then, provide all the details they’ll need ahead of the tournament:

• What to wear (and when/where to pick up any branded gear)

• When to arrive and where to park

• Where to check in and who to check in with

• What their assignment is, where they’ll be stationed, and what materials they’ll need

• Where and when they can grab food or drinks

• Shift start and end times

• Who to contact if they have questions or issues

Holding a volunteer meeting? In-person is great for camaraderie, but virtual briefings or even recorded videos are good alternatives for busy schedules.

6. Build in flexibility

Even the best-laid plans can go sideways. You might want to have a few “floater” volunteers on standby to fill in if someone cancels last-minute or if another area needs some extra help. Think through your backup plan in advance so you’re not scrambling on tournament day to cover assignments.

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Pro Tip:

Make sure your lead volunteers have been connected with the golf facility staff so they know who to go to if there are issues or questions on event day.

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Having a lead volunteer for things like golfer check-in frees tournament organizers up to engage with and thank golfers and sponsors.

7. Show appreciation

Remember, volunteers are giving their time and energy to support your cause, so show them some love.

• Provide meals, snacks, drinks, and a thank-you gift or token of appreciation.

• Recognize them during your awards or welcome remarks.

• Assign a planning team member to check in with volunteers throughout the day to see how they’re doing and offer support.

• Personally thank them during the tournament and send a handwritten thank you after the event.
  

Volunteers = A better tournament experience

Your volunteers, and how you manage them, can make or break your tournament day. Investing time in planning, onboarding, and communication will pay off in a smoother event and a group of happy volunteers who are excited to support your cause again.

Keep Your Tournament Running Smoothly With the Right Tech

The right event management tech can help your tournament run smoothly from planning, execution, and follow-up. GolfStatus’ golf tournament software is built to save organizers a ton of time and help raise even more money to support your mission. With time-saving automations, revenue-boosting sponsorships and add-ons, and access to a responsive support team seven days a week, GolfStatus helps you hold your best golf tournament yet. Best of all—nonprofits can get started at no upfront cost. Click below to book a meeting with one of our golf fundraising specialists to get started.

Book a Meeting With GolfStatus to Start Planning!

by Jen Wemhoff, Communications Manager at GolfStatus

Golf tournaments remain one of the most powerful tools for third parties—like corporate partners, passionate supporters, and volunteers—to raise money for nonprofits and causes they care about. Golf’s continued popularity and its capacity as a fundraising tool make it an ideal fit for folks who are passionate about golf and a good cause.

Golf is a great way to mobilize passionate supporters or corporate partners to raise money for your nonprofit.

More than most fundraising events, charity golf tournaments offer unique advantages for the benefiting nonprofit and the organizer. For nonprofits, these events create a passive income stream that doesn’t require significant internal bandwidth like a dedicated staff member or line item in the budget. What’s more, they also build awareness and expand visibility for your mission and programs. For event organizers, particularly companies and corporate entities, there’s a major brand lift from supporting a good cause and high engagement with a typically affluent and influential demographic.

By empowering third parties to run golf tournaments on your behalf and equipping them with the right tools, you can grow your nonprofit’s impact with minimal lift. Here’s how:

1. Start with your network

Your best bet is to start with what you already have: past event participants, sponsors, volunteers, donors, and board members. If your nonprofit has hosted golf tournaments before, revisit those participant lists. Consider sending a dedicated campaign inviting those who supported your organization through golf in the past to organize a tournament that benefits your organization. The campaign could include email, direct mail, individual phone calls, a survey, or a mix based on your team’s capacity. You might also:

• Use social media to ask your audience who plays golf or who simply likes organizing events.

• Include a call to action in year-end giving appeals to get in touch if they’re interested in event planning or golf.

• Create a dedicated page on your organization’s website that outlines how supporters can host a golf tournament to benefit your cause.

Do some pre-planning before you start your outreach so you have some pieces and resources already in place to provide to people who are interested. Beyond just making the process easy (see #2 below), you want to set these third-party tournaments up for success, so make sure you’re prepared to be a partner in the process.

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Pro Tip:

GolfStatus’s online resource library is packed with free guides, templates, checklists, and other downloadable tournament planning tools. Share these with current and potential event organizers to help get them started.

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Provide tools—like golf event management software—to make planning a golf fundraiser as easy as possible to people and businesses in your network.

2. Make It Easy for organizers

Even the most passionate supporters will appreciate tools that make planning a golf tournament easier. That’s where golf event-specific technology comes in. The right platform streamlines planning, automates administrative tasks, and includes built-in fundraising features, making it easier for anyone to launch, run, and repeat their tournament year after year.

Your event management platform should be able to function as the “bank” for your golf tournament, facilitating how you collect, hold, and disburse the funds raised from your event. When some registers a team, becomes a sponsor, makes a donation, or purchases an add-on, those funds should be securely processed and held in escrow until after the event. Once it concludes, those funds can be distributed directly to your organization, so both your nonprofit and the event organizer have peace of mind and clear financial accountability.

You might also consider providing the organizer with a media kit full of logos, brand guidelines, and key messaging to help your brand stay consistent. When it’s easy, it’s more fun, more rewarding, and more likely that they’ll keep the effort going.

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PRO
TIP:

Say thank you whenever and wherever you can to these third-party organizers. Public shoutouts on social media, in newsletters or blogs, or on your organization’s website are powerful, but a personal touch will go a long way in expressing your gratitude. Send a handwritten note and follow it up with a phone call.

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3. Standardize with golf-specific technology

Fundraising or event management platforms aren’t one-size-fits-all. Golf tournaments have unique needs that require specialized tools to manage effectively. Look for a platform that offers an attractive event website with online registration (which saves organizers a ton of time and effort), plus easy access for all members of the planning team and the golf facility to work together and keep everything organized in one place.

It should be built just for golf events, with features to handle everything from hole assignments and live scoring to digital sponsor exposure and pre-formatted scorecards and cart signs. A dedicated landing page listing all events that benefit your organization makes it easy for folks in your network to find and support them.

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PRO
TIP:

Standardizing tech across all third-party golf fundraisers means your donor data is uniformly collected (see #4 below) and reported for easy integration into your CRM for additional donor stewardship.

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A dedicated landing page listing all events that benefit your organization makes it easy for people to support you through golf.

4. Capture & Manage Data

Donor and participant data are essential, especially when a third party is planning and managing the event. You can’t use the information you don’t have! Seamlessly collecting this information during the registration process is crucial to understanding who is supporting your organization through golf. This way, both organizers and your team can access robust reporting tools to see who’s playing in, donating to, and sponsoring golf events tied to your nonprofit.

This valuable data helps your nonprofit build stronger relationships, grow donor pipelines, and make data-driven decisions that maximize future fundraising efforts. Using golf event management technology makes collecting and managing this data simple and efficient.

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PRO
TIP:

Use this donor and participant data to segment follow-ups and personalize donor stewardship efforts. Add tags, source codes, or other identifiers to your CRM to track who came through third-party golf events.

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built for golf, built for good

GolfStatus is the industry leader in event management tech built specifically for charity golf tournaments. Nonprofits can easily activate third parties to run successful, lucrative, and data-rich golf fundraisers without having to oversee every detail. Through our Golf for Good program, 501(c) organizations and those hosting tournaments to benefit them are eligible for no-cost access to the platform.

From acting as the “bank” to holding funds until post-event disbursement, to providing dedicated support, customizable websites, and donor data capture, GolfStatus makes it easy for supporters to turn a round of golf into real impact.

Book a Meeting With Our Team to Learn More

The Arizona Chapter of the American Foundation for Suicide Prevention uses a glow golf theme to offer an immersive experience for participants.

Planning a charity golf tournament for your nonprofit? Adding a fun, creative theme to the event could be the key to drawing a bigger field, impressing your sponsors, and leaving attendees eager to return year after year. Themed golf tournaments are a unique way to tell your nonprofit’s story that engages your audience—and can even boost fundraising efforts. This guide will explore why and how to add a tournament theme, plus more than 30 theme ideas for your next golf event.

Benefits of a Themed Charity Golf Tournament

A theme adds color, creativity, and connection to your golf event. What’s more, it can help your tournament stand out in a crowded fundraising calendar and keep your mission at the forefront of everyone's mind. Here are just a few benefits:

• Increased buzz around the event. A theme can grab people’s attention and interest and drive more people to participate in the event or make a donation to it.

• Appealing to sponsors. Themed tournaments can make sponsorship and branding opportunities even more visible and engaging to golfers and more appealing to sponsors.

• Stronger marketing. A theme helps you focus your messaging and unify the tournament’s marketing materials and campaigns.

• Memorable experiences. A unique theme keeps people talking about the tournament long after it is over—and coming back in future years.

• Attract new participants. Themes may draw in participants who wouldn’t otherwise think to participate in a golf tournament.

• Mission alignment. A theme can creatively highlight your organization’s cause and present it in a new light that draws in new supporters.
  

Tips for Integrating a Golf Tournament Theme

Adding a theme to your golf tournament fundraiser doesn’t have to be complicated. With some thoughtful planning, a theme can enhance every aspect of your tournament experience. Here’s how to incorporate a theme:

• Choose a relevant theme. Pick a theme concept that connects your mission and audience. For example, if your nonprofit supports school reading programs, your theme could focus on well-known children’s books or authors. Fold the theme into the tournament’s name if possible and appropriate.

• Highlight the theme in your marketing. Use the theme to guide your marketing messaging, visuals, and promotional materials. This is an opportunity to have a lot of fun with tournament logos and graphics, flyers, email campaigns, and social media content that reflects your chosen theme.

• Infuse the theme into the tournament. From decor to on-course games to attire, look for ways to bring the theme to life throughout the tournament. Choose a beach theme? Equip staff and volunteers with leis and floral shirts and run an on-course game that incorporates beach balls. Go with a glow golf tournament? Include glow necklaces and bracelets in player gift bags.

• Use digital tools. Digital event management tools help make the branding more immersive. Customize your tournament’s event website to match your theme, boosting excitement and helping your branding shine.

Leverage your golf event website to promote the tournament theme and help golfers understand what to expect.

30+ Charity Golf Tournament Themes

Themed Golf Tournament Success Stories

Going all-in on a tournament’s theme creates an unforgettable experience for golfers, sponsors, and guests. These tournaments, powered by GolfStatus, saw success by leaning into their tournament’s theming:

• Glow Golf Tournament: The Arizona Chapter of the American Foundation for Suicide Prevention hosted a nighttime event that incorporated glow-in-the-dark balls, a cart decorating contest, illuminated pin flags and sponsor signs, and more glowing fun for a unique experience.

• Project Purple Charity Golf Classic: This inspiring tournament raises funds and awareness for pancreatic cancer, themed with purple ribbons, attire, and accents throughout the event.

• Habitat FORE! Humanity: Raising money for home-building projects in the Columbus, Nebraska area, this tournament folds building tools into the event, from a putting contest using sledgehammers and levels to teeing off wearing work gloves and more.

• Putt Putt Fore Puppies. This puppy-friendly mini golf tournament includes animal-themed branding, apparel, player gifts, sponsor signs featuring shelter pets, and visits from adoptable animals.
  

Family-Friendly Golf Tournament Themes

These theme ideas engage younger supporters and can make your event more inclusive of all ages.

• Family Golf Day. Families play together as a team.

• Superheroes Assemble. Teams come dressed as their favorite superhero and participate in superhero-themed on-course games.

• Princess and Heroes. Participants dress up like famous cartoon princesses with a her-themed hole-in-one contest.

• Scavenger Hunt. This theme combines a traditional golf tournament with a scavenger hunt, where golfers solve clues or complete challenges across the course.

• Golf and Games. Combine golf with other family-friendly activities, such as outdoor games like cornhole, giant Jenga, and more.

On-course games are a great opportunity to incorporate your golf tournament theme.

Seasonal Golf Tournament Themes

Bring a festive atmosphere to your tournament with seasonal vibes in these theme ideas:

• Summer Beach Party. Incorporate tropical items like sunglasses, beach balls, and tropical drinks.

• Autumn Harvest. Jazz up your fall golf event with pumpkin decor, apple cider stations, hayrides, etc.

• Costume Party. If your tournament falls near Halloween, set up trick or treat stations on the course and include a costume contest.

• Spring has Sprung. Perfect for a spring tournament, use flowers, pastel colors, and fresh spring decor to bring the theme to life.

• Holiday Classic. A winter-themed tournament with ugly holiday sweaters and hot cocoa.

• Christmas in July. Incorporate twinkle lights, Christmas trees, and even an on-course Santa to bring the holiday spirit to the summer months.
  

Unique Golf Tournament Themes

Give attendees a one-of-a-kind experience that they won’t soon forget!

• Flashback to the… Flash back to a past decade, like the 70s, 80s, or 90s, and invite attendees to dress in fashions and hairstyles from that decade.

• Red Carpet Golf. Add the glitz and glamour of Hollywood with a red carpet, VIP experiences, and photo ops.

• Hometown Proud. Highlight your city or area’s local culture or landmarks with favorite foods, music, and other items unique to your hometown.

• May the Fourth. Celebrate the Star Wars universe with a tournament on May 4th that includes a costume contest and themed foods.

• Franchise Fun. Focus your tournament on popular movie franchises, such as Harry Potter, Marvel, Justice League, Mario Brothers, Pokémon, Indiana Jones, or other favorites.

• Wild West. A cowboy-themed event with Western-inspired decor, contests, and food.
  

Sports-Based Golf Tournament Themes

Blend your golf tournament with the fun and thrill of other sports. These are especially applicable to groups like booster clubs, youth sports teams or associations, and sports clubs.

• Team Spirit Tournament. Golfers represent their favorite sports teams with jerseys or apparel. If you have the proper connections, bring in a local sports celebrity to drive interest and attendance.

• Golf Triathlon. Combine a golf tournament with mini versions of other sports, such as basketball, pickleball, flag football, and more.

• Super Bowl or World Series. Celebrate the teams playing in the Super Bowl or World Series by incorporating team colors, mascots, and cities.

• All-Star Tournament. Celebrate historic sports legends on any level—amateur, collegiate, or professional.

• Golf Olympics. Offer medals as prizes for first, second, and third places in the tournament, as well as for Olympic event mini-challenges on selected holes.
  

Upscale Golf Tournament Themes

• Black-Tie Golf. Pair the golf event with a formal gala and high-end live auction.

• Casino Royale. Host a casino-themed tournament with on-course casino games, plus post-golf poker or blackjack tables, raffle drawings, and exclusive prizes.

• Business Owner Invitational. A golf tournament and networking hybrid event for startups, entrepreneurs, and established business owners.

• Luxe Links. Court luxury brand sponsors and include higher-end player gifts and prizes to make the tournament feel upscale.

Networking is a big plus when it comes to corporate golf tournaments.

Corporate Golf Tournament Themes

Corporate golf events are great options for companies looking to boost morale or network with peers.

• Departmental Face-Off. Teams from different departments go head to head in a team-building event. Up the stakes by offering a donation to the charity of the winning team’s choice.

• Battle of the Businesses. Foster friendly competition between local businesses or companies.

• Executive invitational. Invite top C-suite execs to compete for the Executive Cup.
  

Women's Golf Tournament Themes

Create a supportive, fun environment that champions women in golf and beyond.

• Women’s Community Classic. Include golf with a networking event for women in the community.

• Women in Sports. Celebrate female athletes from various sports and invite them to participate.

• Mother-Daughter Tournament. Encourage teams of moms and daughters to compete in a fun bonding event across generations.

Golf tournament themes targeted at women are a great way to grow the game of golf.

Ready to Plan a Themed Golf Tournament?

Whether your tournament’s theme is silly, serious, or somewhere in between, it can help elevate your next charity golf tournament and help raise more for your cause. No matter what theme you choose, purpose-built tools can streamline the process from start to finish. GolfStatus’ golf event management platform offers time-saving tools, expert advice, and revenue-boosting extras to make your tournament a success. Click below to connect with the golf tournament experts at GolfStatus!

Connect With the Golf Tournament Experts

Book a Meeting to Get Started

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As golf season moves into high gear, tournament organizers like you are likely exploring avenues to boost revenue from your golf fundraiser. This blog series continues to outline various tournament components, add-ons, and strategies to raise as much money as possible from your golf tournament.

This guide will explore a popular addition to golf tournaments: auctions. Auctions are a common—and lucrative—complementary activity that can have great ROI for your nonprofit’s golf event.

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• Why Should My Nonprofit Run a Golf Charity Auction?

• What Types of Auctions Complement Golf Tournaments?

• How Do I Add an Auction to My Golf Event?

• What Are Some Best Practices for My Golf Charity Auction?

• What Are the Best Golf Charity Auction Items?

• Run a Golf Auction with GolfStatus

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Why Should My Nonprofit Run a Golf Charity Auction?

Auctions and golf tournaments go hand-in-hand. A combination of desirable items, low overhead costs, and a smooth experience can significantly increase your golf event’s overall revenue and further your nonprofit’s impact.

• Drive significant revenue from your event. An auction adds another source of income to your tournament, in addition to team registrations, sponsorships, contests, mulligan sales, raffles, on-course games, and other add-ons. You’ll not only diversify your event’s fundraising efforts, you’ll also drive additional revenue for your nonprofit. Competitive bidding, especially in a live auction, can drive up the final sale price of items, leading to increased fundraising outcomes. 

• Attract new participants. An auction can draw a wider audience to your tournament, including those who may not be interested in playing golf but want to support your cause in another way. Spouses or guests of golfers or sponsors may be eager to attend an auction, but not the rest of the tournament. High-end items also have the potential to draw additional teams to play in your tournament, so be sure to publicize the auction in your event marketing.

• Add excitement and engagement. Auctions add more fun and excitement to your tournament, encouraging golfers, sponsors, and guests to stay longer—and spend more. 

• Low-cost, high ROI. One way to keep your auction’s overhead costs low is to secure as many donated items as possible. Items purchased outright or on consignment come with a cost that eats away at your overall take from the auction, so engage your donor base, partners, vendors, and sponsors to solicit auction item donations and boost ROI.

• Adds more sponsorship opportunities to connect with local businesses. An auction is another opportunity to engage with area companies and businesses. If a business isn’t able to financially sponsor your tournament, invite them to donate an auction item as an in-kind sponsorship. This opens doors for future sponsorships and helps keep auction costs low.

What Types of Auctions Complement Golf Tournaments?

The vast majority of golf tournaments incorporate a silent auction. In a silent auction, participants write their bids on a piece of paper, or, more commonly, using an online bidding platform to submit their bid. Silent auctions work well with golf tournaments because of their flexibility, and thanks to mobile bidding platforms, golfers can place bids from anywhere on the course.

GolfStatus offers an online auction platform that complements its golf tournament management software.

Another option is a live auction. Live auctions utilize a professional auctioneer who leads the bidding process, encouraging competition amongst attendees. One item is auctioned off at a time, in front of the entire group. Live auctions are particularly effective for high-value items or experiences, but can be time-consuming at the end of a long day on the golf course.

Finally, you can choose an online auction. An online auction extends the auction beyond the golf

How Do I Add an Auction to My Golf Event?

An auction can easily be added to your tournament at any time. Of course, the earlier you plan for an auction, the more time you’ll have to procure items, promote the auction, establish bidding processes, and finalize the details. What’s more, a well-organized auction ensures a positive overall experience and can even encourage higher bids.

Much like your golf tournament, using technology will help it run smoothly and save you time and hassle, so start by choosing an auction platform. The most important feature is a mobile-friendly interface so golfers can browse auction items during the round and place bids right from their phones. It’s also a good idea to enlist volunteers to help with auction setup, answer questions and assist folks with bids, and finalizing payment and item pickup at the auction’s conclusion.

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Pro Tip:

Use your GolfStatus event website to promote your golf tournament’s auction, highlighting top-tier items and recognizing donors.

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ADD AN AUCTION TO YOUR GOLFSTATUS EVENT WEBSITE

Find out more!

What Are Some Best Practices for My Golf Charity Auction?

• Start planning early. Begin organizing your auction well in advance of the event. Secure high-quality items and experiences that will appeal to your audience.

• Set clear guidelines. Clearly outline the auction rules, including bidding increments, payment methods, and pick-up procedures, to avoid confusion and ensure a seamless process. Be sure to communicate these to your bidders before the auction begins.

• Utilize technology. Consider using online bidding platforms for silent or virtual auctions to streamline the process and reach a broader audience, and be sure you include a link to your auction on your golf tournament’s website.

Link out to your auction right from your golf tournament website.

• Leverage sponsorships and donated items. Partner with local businesses for donated items or experiences, reducing costs and fostering community involvement. You’ll improve fundraising outcomes as a result!

• Engage attendees. Provide frequent updates and reminders about the auction during the tournament, highlighting selected items to keep attendees engaged.

• Recruit volunteers. Recruit the help of volunteers to assist with auction setup, bid tracking, and attendee support during the event.

• Follow up with bidders. After the auction, promptly reach out to winning bidders to confirm payment and item delivery, and thank them for their support. Be sure to add them to the invite list for next year’s golf tournament.

What Are the Best Golf Charity Auction Items?

One key to a successful auction is offering items that are appealing, attractive, and valuable to your audience. 

Our Favorite Golf Charity Auction Items

• Experiences. VIP tickets to sporting events, concert passes, exclusive golf packages, vacations or travel packages, dining experiences.

• Memorabilia. Autographed sports gear, collectibles, pieces of art, branded merchandise, golf equipment.

• Luxury items. Designer goods, handmade jewelry, high-end electronics, gourmet food baskets, high-end spirits or wine baskets.

• Local business services. Spa packages, local dining experiences, home improvement services, golf lessons, local boutique packages.

Hole #18 at Victoria National, part of the Dormie Network.

Golf-Related Auction Items

• Custom golf club set

• Golf rangefinder

• Personalized golf bag

• Exclusive lessons with a golf pro

• Golf apparel (hat, shoes, gloves, shirts, pants)

• Golf cart 

• Golf course membership package

• Golf weekend getaway 

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Pro Tip:

GolfStatus’ giving partners at Dormie Network Foundation offer in-kind donations that level up nonprofits’ fundraising efforts.

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Physical Auction Items

• Custom artwork

• Standing desk/walking pad

• Chef set (knives, kitchen supplies, etc.)

• Gourmet gift basket (luxury chocolates, wine, snacks, and other gourmet foods)

• Coffee lover gift basket (coffee mugs, french press, beans, etc.)

Experiential Auction Items

• Sporting events tickets

• Concert tickets

• Vacation/travel packages 

• “Night on the Town” (dinner and a show)

• Ultimate city experience (tickets to all the fun things to do in a certain city)

Run a Golf Auction with GolfStatus

In addition to industry-leading software for charity golf tournaments and fundraisers, GolfStatus offers an auction add-on. The GolfStatus in-house team will work closely with you to set the auction up on the platform and activate the “Auction” tab on your golf tournament website so you can start collecting bids alongside golfer and sponsor registrations. Curious about how GolfStatus can help save time, raise more money, and streamline your auction? Click below to get in touch with our team.

Work With the Golf Fundraising Pros

Book a Meeting to Get Started

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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On-Demand Webinar

Hear from tournament planning pros as they discuss the ins and outs of partnering with your host golf facility for a successful fundraiser.

Watch the Webinar

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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.

Work With the Golf Tournament Pros!

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by Jen Wemhoff, Communications Manager at GolfStatus

Live scoring adds an unmatched level of professionalism to your charity golf tournament. Instead of manually recording scores on a paper scorecard, golfers submit their scores via a live scoring mobile app, which syncs to live leaderboards in real-time that are accessible in the app and online. Leaderboards are often displayed in the clubhouse and shared on social media.

Live leaderboards can be displayed on televisions in the clubhouse and shared on social media.

why live scoring levels up your tournament

• Golfers love that live scoring makes golf outings more competitive and memorable, and that they can track standings in real-time throughout the tournament’s round. It keeps them engaged throughout the day.

• Golf facilities save tons of time at the end of the tournament. Results are automatically tabulated, so there’s no need for golf staff to spend hours painstakingly tallying scores by hand. Instead, they only need to spend a few minutes reviewing and finalizing scores, post-flighting the results, and breaking ties.

• Sponsors get great exposure, both in the live scoring app and on live leaderboards—where everyone’s looking during the entire event and after. Plus, this digital exposure adds additional value to sponsor packages!

• Tournament organizers like to be able to keep track of the round’s progress to monitor pace of play and ensure they’re prepped and ready to go for post-golf events.

You definitely don’t want to frustrate your tournament’s golfers with a complicated, unreliable platform or scoring app. Look for an app with an easy-to-use interface that makes it simple for golfers to enter scores with a tap.

Golfers can check current standings on their phones throughout the tournament.

tips to successfully live score your Charity Golf tournament

• Communicate ahead of time. Let golfers know that you’ll be using an app to live score the event, and provide instructions on how to download it and find their live scoring code in pre-tournament communications. It can be helpful to include a link to any online step-by-step walkthroughs.

• Encourage golfers to download the app. Cell coverage or WiFi might be spotty at the golf facility, and golfers are likely focused on the fun day ahead, not downloading an app. It will save them time and hassle to download and set up the app before the tournament.

• Use QR codes. Post a QR code that links to the App Store and Google Play to download the live scoring app. Not everyone will heed your advice to download the live scoring app before the event, so make it as simple as possible to do so on tournament day.

• Designate one person to submit scores. Not every golfer needs to download the app or submit scores. Only one person per team needs to use the app to submit scores, but everyone is welcome to do so if they’re interested in tracking their round or advanced stats like greens or fairways hit in regulation.

• Post and share leaderboards. If the host golf facility has TVs in the clubhouse, display scrolling leaderboards that show current standings. Share the link to the leaderboards on your tournament’s event website on your social media platforms so interested parties can follow along (and may be persuaded to make a donation!).

• Keep golfers engaged. Use any push notifications features in your event management platform’s communications tool to send links to the leaderboards to keep golfers engaged throughout the day. It also gives the leaderboard sponsor additional exposure!

GolfStatus’ mobile scoring app makes live scoring quick, easy, and frustration-free!

How to use golfstatus to live score

GolfStatus offers simple and easy live scoring for charity golf tournaments of all types and sizes. Its mobile scoring app and live leaderboards are a non-intrusive way to streamline scoring and boost engagement. Here’s how it works:

1. Download the app. The free GolfStatus app is available from the App Store or Google Play.

2. Find the live scoring code. Find the live scoring code on the physical scorecard, cart sign, in the confirmation email from GolfStatus, or inquire at registration.

3. Join the event. Once golfers create a GolfStatus account or log in to an existing account, the event will appear on the app’s home screen. Tap Join by Code and enter the live scoring code. If the event doesn’t appear on the home screen, tap Tournaments then Join by Code and enter the live scoring code.

4. Sync and start. After entering the live scoring code, tap your name (or the player you’re replacing), then tap Sync. Next, tap Play round to start your round!

5. Score your round. Simply tap the box next to your team, enter your score, and swipe to the next hole.

6. Submit your scorecard. Tap Finish & Submit to review your score, then tap Submit to finish your round.

To help make the user experience as smooth as possible, it’s a good idea to share the above information with golfers prior to the tournament via email. This webpage outlines live scoring step-by-step. You may want to post a QR code that links to the webpage at registration, and be sure you have your tournament’s Alpha Players List or Hole Assignments report handy if golfers inquire about their team code.

Upgrade Your Golf Event With GolfStatus

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Your golf tournament is a key part of your nonprofit’s fundraising strategy. Ensuring your golf fundraiser’s long-term success requires more than just smooth execution on event day. Future-proofing your golf event means setting it up to thrive year after year, even if there are major changes to the planning team. By putting the right systems and processes in place, your nonprofit can protect the tournament’s success for the future while making planning easier for years to come.

Here are six best practices to help your nonprofit future-proof your charity golf tournament so it stays a lucrative fundraising event no matter what changes you face.

1. Use golf event management software

A singular platform is key for ensuring continuity. The beauty of a platform built for golf events is that tournaments can be copied year over year so new event organizers aren’t forced to start from scratch. This helps provide much-needed stability and baseline infrastructure when personnel might be in flux. The right platform should allow multiple users without any extra fees and access to a responsive support team that can walk new users through the software’s back end and provide guidance.

An event management platform built just for golf helps new tournament organizers jump right into planning.

2. document, document, document!

If your lead tournament organizer or key volunteer left tomorrow or had an emergency that took them away from planning, would anyone else know how to run the tournament? Would they know what needs to be done, who to connect with at the golf facility, or what’s been promised to sponsors? Thoroughly documenting your planning process from start to finish, as well as tracking progress during planning, ensures that institutional knowledge isn’t lost when there’s staff turnover or new volunteers come on board.

Start by creating a central event planning document or spreadsheet that outlines the entire process from start to finish, from securing the golf course to sending thank-you notes after the event.

Include key deadlines, contact information for vendors and sponsors, and details about your event management software.

• Track progress as tasks are completed, so if a change occurs mid-planning, others will be able to continue the work without interruption. 

• Make note of what worked well (and what didn’t) to refine and improve your process each year.

• Store the documentation in a shared drive so it’s easily accessible by members of your planning team.

A well-documented process reduces the risk of setbacks and gives future organizers a clear roadmap to follow.

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free planning template

Keep your golf tournament on task and on target. Download this free timeline and checklist to document tasks and ensure everyone is on the same page.

Get the Template

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3. Have Two Points of Contact for Everything

Relying on one person to manage all aspects of your tournament creates a single point of failure. If that person becomes unavailable, it can derail your event. To avoid this, designate at least two people from your planning team to be points of contact for each key element of your fundraiser:

• Sponsorships. Ensure both points of contact know the details of each sponsorship package, including the promised benefits, pricing, and availability. It’s a good practice to CC each contact on email communication with sponsors so everyone is in the know.

• Event management technology. Both contacts should have logins to your event management platform, been introduced to its support team, and know how to contact support so they can troubleshoot issues or get help quickly.

• Golf facility coordination. Ensure that both points of contact have contact information for the head golf pro and/or golf facility sales representative. Both should also have a basic understanding of the course’s layout and logistics.

• Budget. A common budget spreadsheet can help you track dollars in and out and see where your tournament stands. Ensure both contacts have access to the spreadsheet and can track income from registrations and payments in the event management platform.

• Vendor orders. This can be as simple as CCing each contact on communication with vendors on orders, specs, and deadlines for materials like signage, catering, pin flags, or player gifts.

You might also assign a “chair” for various components, such as a chair of sponsorships, volunteers, promotion, budget, and logistics to better share the load and tournament knowledge. While this redundancy may seem unnecessary, it prevents last-minute scrambles and ensures someone is always able to step in to handle key responsibilities.

Having two points of contact ensures planning can move forward if there are changes in your tournament’s leadership.

4. create a succession plan

Unfortunately, staff and volunteer turnover is inevitable, so a strong succession plan is critical for maintaining event continuity. Here’s how to create one:

• Identify key roles and responsibilities for your golf fundraiser, including each “chair.”

• Train backup staff or volunteers to handle each role, including how to use your event software and communicate with sponsors and vendors.

• Keep a running list of contacts and instructions for tasks like setting up the registration website, managing volunteers, handling sponsor invoicing, and running on-course games and contests.

• Hold a post-event debrief with your team and update the plan based on lessons learned.

A clear succession plan ensures that new team members can step in and continue executing a successful event without a steep learning curve.

5. manage sponsorships in your event management platform

Managing sponsorships manually—or across multiple platforms—can lead to missed opportunities and dropped details, particularly if there are any personnel changes. Instead, simplify sponsor management by using an event registration website and your golf event management platform:

• Build sponsorship packages in your software’s back end and link all sponsor outreach to the website to ensure a consistent call to action in your communication with prospective sponsors.

• List sponsorship packages on the event site so sponsors can browse options and purchase their package without needing to connect with a specific member of your planning team. Sponsors can submit their logo and assets during registration, which should automatically populate the site or mobile app and be available in the software for other branding needs.

• Track sponsor commitments, contacts, payments, and benefits in your centralized event management platform. This is particularly useful when copying tournaments in subsequent years.

• Keep a record of businesses that have been approached for sponsorships from each year to help inform future outreach and renewal strategies.

Managing your tournament’s sponsorships with a centralized system helps you better deliver on sponsor agreements, provide valuable exposure, and make it easier to manage renewals.

Sponsors get broad visibility on a tournament’s registration website.

6. connect with the head pro at the host golf facility

The golf facility wants your tournament to be a success—it reflects positively on the facility! To help ensure success, establish a good working relationship with golf facility staff, especially the head pro. This facilitates smooth communication, handling of logistics, and golfer experience. A key part of future-proofing your golf fundraiser is the relationship with the golf facility. If there are changes, golf and sales staff can often help new personnel fill in the gaps.

• Schedule a meeting with the head pro early in the planning process to discuss course regulations, tournament schedules, food and beverage offerings, contract terms, and any potential challenges.

• Confirm how contests, like closest to the pin, hole-in-one, and longest drive will be set up and handled.

• Keep the head pro updated on registration numbers and any changes to the schedule. It’s a good idea to share access to your golf event management software so they can check participation and teams in real time.

• On event day, your two points of contact should check in with the head pro to handle any last-minute adjustments.

Leveraging the expertise of the host golf facility’s head pro will help your tournament run smoothly and that golfers have a positive experience—no matter who’s in charge.

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set your event up for long-term success with golfstatus

Future-proofing your golf fundraiser isn’t just about protecting your current event—it’s about setting up a framework for long-term success. By documenting your process, building redundancy into key roles, creating a succession plan, streamlining sponsor management, and maintaining a strong relationship with the host course, you’ll create a more resilient event that raises more money year after year.

Start with an event management tool that’s built for golf events and fundraisers—GolfStatus. Manage registrations, sponsorships, and schedules right in the platform, and use the free event website to market your event. Plus, you’ll get access to exclusive sponsorships, add-ons, and Fundraising Specialists to help you raise additional funds for your cause—at no upfront cost. Book a quick 15 or 30-minute meeting with the GolfStatus team to learn more.

Future Proof Your Golf Event With GolfStatus

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Sponsorships are the backbone of any successful charity golf tournament, and none is more critical than your title or presenting sponsor. This top-dollar sponsorship opportunity provides unparalleled visibility and brand exposure for the sponsor while ensuring the event’s overall success for your nonprofit.

Many tournaments significantly underprice and undervalue their title sponsorship simply because they’re unsure of its worth. Here’s how to position and sell your title sponsorship, ensure sponsors see its full value, and use technology to add value and maximize their investment.

Positioning the value of your tournament’s title sponsorship

A title or presenting sponsorship typically offers a business the highest level of exposure and branding available for a golf tournament. Unlike other sponsorships, the title sponsor is often fully embedded in every aspect of the tournament, such as:

• Event naming rights. The sponsor’s name is folded into the event’s title, ensuring top-of-mind awareness. For example, “Putt Putt Fore Puppies Presented by Sinclair Hille Architects.”

• Exclusive branding on marketing and promotional materials. The title sponsor’s logos and messaging appear prominently on the event website, email marketing, printed flyers and invitations, signage, and social media promotions.

• On-site visibility. From tournament banners and cart signs to branded scorecards and giveaways, the title sponsor has a heavy visual presence at the event.

• Direct audience engagement. The sponsor might have the opportunity to speak at the tournament’s opening or awards ceremony, set up a display on a tee box, or perhaps host a VIP area for networking.

• Media and PR exposure. The sponsor’s brand is highlighted in press releases, media coverage, and post-event recaps, reinforcing credibility and reach.

These aren’t all the benefits you can include in your title sponsorship package. You might add value by offering the sponsor one or more teams to play in the tournament, access to the tournament’s participant list, additional logo placements, or additional engagement opportunities.

It’s important to remember that your golf tournament has a unique value proposition, particularly for the title sponsor: exposure, access, and high engagement to an audience of golfers they can’t reach anywhere else. Because golfers generally represent an affluent, influential demographic, they’re often considered ideal clients or customers for businesses. Plus, the sponsor enjoys the brand lift and positive PR of being associated with a good cause like yours.

do this instead: boost the title sponsorship’s value with a technology sponsorship

Adding a Technology Sponsorship takes a title sponsorship to the next level by integrating the sponsor’s branding into the digital and interactive elements of the tournament. This requires the right event management tech—one that’s built specifically for golf events, has baked-in sponsor touchpoints throughout the platform, and modernizes the experience for players, volunteers, and attendees.

GolfStatus’ Technology Sponsorship provides broad exposure across the platform.

Here’s where adding a Technology Sponsorship to the title sponsorship package has the biggest impact:

• Tournament registration website. The title sponsor’s logo should be prominently featured on the tournament website, reinforcing their involvement from the first player interaction and with every site visit.

• Mobile scoring app. The title sponsor’s brand is displayed across the digital scorecard, keeping their brand front and center throughout the tournament round.

• Live leaderboards. Live leaderboards offer a high level of professionalism to your tournament and your title sponsor. The title sponsor’s logo is seen every time a golfer or spectator checks the round’s standings on the event website or mobile scoring app.

• Automated receipts. Add logos to automated payment receipts to increase impressions and engagement.

• Push notifications. Offer sponsors the chance to include messaging in mobile scoring app push notifications.

• Social media and digital marketing. Combining the Technology Sponsorship into your title sponsorship ensures even greater visibility through branded content, hashtag campaigns, and boosted social media posts that link back to your event website.

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Sample title + tech sponsorship package

• Exclusive event naming rights for the tournament, including a co-branded tournament logo.

• Primary logo placement on all event promotional materials, signage, the event website, live leaderboards, cart signs, reports, trophies, and registration and donation receipts.

• Co-branded digital elements, including promotional emails, social media mentions, ad campaigns, PR campaigns, and the opportunity to send push notifications to participants.

• High-value speaking opportunities during the tournament’s kickoff and awards ceremony.

• Exclusive engagement with golfers with a booth set up on the sponsor’s tee box of choice.

• Two complementary foursomes to play in the tournament.

• Data and analytics reporting, showcasing audience reach, contact information, engagement, and digital impressions.

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Taking care of your title sponsor

Securing a title sponsor is just the first step—you need to deliver an exceptional sponsorship experience to maintain and even strengthen the relationship. Here’s how:

• Personalized communication. Keep the sponsor informed about event planning updates, branding opportunities, and impact metrics.

• Seamless integration. Ensure their branding appears flawlessly in all print and digital materials.

• VIP perks. Offer a premier experience at the tournament, such as reserved parking and a dedicated volunteer or staff member to host them during the tournament.

• Post-tournament follow-up. Provide a detailed sponsorship fulfillment report, including event analytics and ROI.

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free template

Sponsor Fulfillment Report Template

A Sponsor Fulfillment Report is a summary of every sponsor benefit you said you would provide and an itemized description of how you fulfilled each. This guide includes components to help you prove the ROI of your tournament to sponsors.

Download

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maximize your title sponsorship’s value with tech

The title sponsorship is the crown jewel of your golf tournament, and pairing it with GolfStatus’ exclusive Technology Sponsorship adds value and amplifies its impact. By integrating digital branding, leveraging high-engagement tech tools, and providing measurable sponsorship fulfillment, you’ll create an unbeatable sponsorship opportunity.

Click below to book a quick 15 or 30-minute call or a full demo with the GolfStatus team to learn more about how the Technology Sponsorship can boost your tournament’s revenue!

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The Down Syndrome Association (DSA) of Greater Charlotte serves as a vital hub of resources and support for individuals with Down syndrome (Ds) and their families across 12 counties surrounding Charlotte, NC. With a mission to empower and enable individuals with Ds to reach their full potential and become respected members of their community, DSA of Greater Charlotte supports 300-500 families annually through a variety of programs, from early intervention to adult resources.

One of the most impactful programs DSA of Greater Charlotte provides is its summer camp lineup, offering both day camps and sleepaway camps for children and adults with Ds. “We don’t ever want someone to feel like they can’t participate in camp because of financial reasons,” says Victoria Coles, DSA of Greater Charlotte's Program and Community Outreach Director. To raise money for camp scholarships, DSA of Greater Charlotte has held an annual golf tournament for nearly two decades.

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“We don’t ever want someone to feel like they can’t participate in camp because of financial reasons.”

— Victoria Coles, DSA of Greater Charlotte's Program and Community Outreach Director

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In 2024, DSA of Greater Charlotte reimagined its long-standing golf event, leveraging innovative event management technology to overcome logistical challenges, boost sponsorships, and enhance participant experiences. The result? A record-breaking $53,000 raised for camp scholarships, allowing even more families to benefit from life-changing programs.

Download the full case study to learn how GolfStatus empowered the DSA of Greater Charlotte team to elevate their golf tournament, increase revenue, and streamline operations.