Where to Start? A Step-by-Step Example of a Great First Meeting for any Charity Golf Tournament

Where to Start??

Organizing and hosting a successful first year charity golf tournament can be a tall order! Let GTS help by getting you on the path to success with your first tournament. Here is a great step-by-step example of key items to go over during your first committee meeting, and provides a time tested model of member titles and task delegation.

 

 

Initial Meeting Agenda for Charity Golf Tournament Committee

Welcome and Introductions

  1. Opening Remarks

    • Chairperson welcomes everyone.
    • Introduction of committee members.
  2. Purpose of the Meeting

    • Overview of the charity golf tournament's goals and objectives.
    • Explanation of the charity cause and beneficiaries.

Overview of the Tournament

  1. Event Details
    • Date and location of the tournament.
    • Format of the tournament (e.g., scramble, best ball).
    • Expected number of participants.

Committee Roles and Responsibilities

  1. Committee Structure
    • Chairperson
      • Our SuperTicket Fundraising Package will be your best friend for proven streamlining of fundraising efforts, while leaving your golfers alone for the rest of the day to enjoy golf! Don't nickel and dime them!
    • Co-Chair
    • Treasurer
    • Sponsorship Coordinator
      • This person would want to check out our Cart Clings, Sponsor Plaques, and other Sponsor Signage options (Banners, Corrugated Signs, Caddie Bibs) to sell their sponsorships for the tournament
      • Beyond signage, sponsored items usually come in the form of a player gift - check out all of our player gift options here
        • Need a customized player gift quick? Check out our rush options here - some can be completed and shipped in as little as 24 hours!
    • Marketing and Communications Coordinator
    • Volunteer Coordinator
    • Logistics Coordinator
    • Player Registration Coordinator
    • Auction/Raffle Coordinator

Delegation of Tasks

  1. Chairperson

    • Overall coordination and oversight.
    • Ensuring all tasks are on schedule.
    • Liaison with the golf course management.
  2. Co-Chair

    • Assisting the Chairperson.
    • Stepping in when Chairperson is unavailable.
    • Overseeing specific tasks as delegated by the Chairperson.
  3. Treasurer

    • Managing the budget.
    • Tracking all incoming and outgoing funds.
    • Providing regular financial updates.
  4. Sponsorship Coordinator

    • Identifying and approaching potential sponsors.
    • Creating sponsorship packages.
    • Ensuring sponsor benefits are delivered.
  5. Marketing and Communications Coordinator

    • Developing marketing materials (flyers, posters, social media posts).
    • Coordinating with local media for coverage.
    • Managing the event's social media accounts and website.
  6. Volunteer Coordinator

    • Recruiting and managing volunteers.
    • Organizing volunteer training sessions.
    • Assigning roles and schedules to volunteers.
  7. Logistics Coordinator

    • Coordinating with the golf course for all logistical needs.
    • Arranging for tents, tables, chairs, and other necessary equipment.
    • Managing on-site logistics during the event.
  8. Player Registration Coordinator

    • Setting up online and offline registration processes.
    • Handling player inquiries and registration issues.
    • Ensuring smooth check-in on the event day.
  9. Auction/Raffle Coordinator

    • Gathering items for auction and raffle.
    • Organizing the auction/raffle on the event day.
    • Managing auction/raffle logistics and follow-up with winners

Key Milestones and Deadlines

  1. Timeline of Tasks
    • Setting dates for task completion.
    • Regular progress meetings.

Discussion and Q&A

  1. Open Floor for Questions and Suggestions
    • Addressing any concerns or ideas from committee members.

Next Steps and Closing

  1. Next Meeting Date

    • Scheduling the next committee meeting.
    • Assigning any additional tasks as needed.
  2. Adjournment

    • Chairperson thanks everyone for their participation.
    • Meeting adjourned.

Follow-Up

  • Distribute meeting minutes to all committee members.
  • Provide a detailed task list and deadlines to each member.
  • Ensure regular communication and updates via email or a project management tool.

 

Please call or email us for additional information or if you have any questions, we'd love to hear from you!

1 (877) GTS-0555 or INFO@GTStournaments.com

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