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

3. 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

4. Committee Structure
   • Chairperson
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   • 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
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   • Marketing and Communications Coordinator
   • Volunteer Coordinator
   • Logistics Coordinator
   • Player Registration Coordinator
   • Auction/Raffle Coordinator

Delegation of Tasks

5. Chairperson

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

6. Co-Chair

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

7. Treasurer

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

8. Sponsorship Coordinator

   • Identifying and approaching potential sponsors.
   • Creating sponsorship packages.
   • Ensuring sponsor benefits are delivered.

9. 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.

10. Volunteer Coordinator

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

11. 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.

12. Player Registration Coordinator

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

13. 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

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

Discussion and Q&A

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

Next Steps and Closing

16. Next Meeting Date

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

17. 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