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
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Opening Remarks
- Chairperson welcomes everyone.
- Introduction of committee members.
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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
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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
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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
- Beyond signage, sponsored items usually come in the form of a player gift - check out all of our player gift options here
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- Marketing and Communications Coordinator
- Volunteer Coordinator
- Logistics Coordinator
- Player Registration Coordinator
- Auction/Raffle Coordinator
Delegation of Tasks
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Chairperson
- Overall coordination and oversight.
- Ensuring all tasks are on schedule.
- Liaison with the golf course management.
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Co-Chair
- Assisting the Chairperson.
- Stepping in when Chairperson is unavailable.
- Overseeing specific tasks as delegated by the Chairperson.
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Treasurer
- Managing the budget.
- Tracking all incoming and outgoing funds.
- Providing regular financial updates.
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Sponsorship Coordinator
- Identifying and approaching potential sponsors.
- Creating sponsorship packages.
- Ensuring sponsor benefits are delivered.
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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.
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Volunteer Coordinator
- Recruiting and managing volunteers.
- Organizing volunteer training sessions.
- Assigning roles and schedules to volunteers.
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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.
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Player Registration Coordinator
- Setting up online and offline registration processes.
- Handling player inquiries and registration issues.
- Ensuring smooth check-in on the event day.
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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
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Timeline of Tasks
- Setting dates for task completion.
- Regular progress meetings.
Discussion and Q&A
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Open Floor for Questions and Suggestions
- Addressing any concerns or ideas from committee members.
Next Steps and Closing
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Next Meeting Date
- Scheduling the next committee meeting.
- Assigning any additional tasks as needed.
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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