LINKING UP FOR PARKINSON”S
So you think you want to have a golf outing to help raise funds for PLWP. What a wonderful idea. Do you know where to start? Well I didn’t. So to help out those that want to take on this endeavor I’ve put together all the information that I accumulated while planning my first two outings. There is a lot of work involved but the sense of satisfaction you get is well worth it.
Let’s get started!
First, allow yourself plenty of time to organize your golf outing, I suggest at least 6 months.
Make sure you have someone reliable and physically capable to help in your off periods
(I had plenty of off-periods especially the day of the event. It can be very stressful.)
Assemble a team or committee and divide up the responsibilities.
If at all possible get someone well known in the community to be the honorary chairperson of the event.
And most importantly, keep track of all money spent. Keep receipts for everything.
You’ll need to put money upfront until fees start to come in.
Software Programs
Ø For tracking purposes, I suggest you have Excel.
Ø A database management program would also help out here to keep track of names of sponsor request and golfers from year to year.
Ø A program like Corel Draw, Pagemaker, Quark or Illustrator is useful to design flyers to promote the outing.
Ø You also will need a word processing program to write letters.
Optional Software
v A clip-art program for designing flyers and other material.
Web Sites (you may want to visit)
Ø http://www.mygolfouting.com/ - this is an excellent site
Ø http://www.selectsports.com/planner.htm - this is geared toward a corporate outing but there is some information
that applies
Ø http://www.charitysports.org/resources/racedirectors/how_to_organize_a_fund.htm
Ø http://momo..essortment.com/howtogetmedia_muw.htm
Ø http://people.ne.mediaone.net/cscunningham/Golf.htm
Ø http://www.ipromoteu.com/store/ppif/golf_ppif.cfm - this site has a very good planning timetable
Ø http://www.wwwebtax.com/deductions_charitable/charitable_contributions.htm -
contains IRS Publication 256 on Tax Regulations for Charitable Contributions.
Step 1:
a) Decide on tentative date.
b) Decide what golf course. DO THIS EARLY! Golf courses fill up quickly especially for weekends. Some need to be reserved as early as a year in advanced. Ask around about reputation of course. I didn’t and because it wasn’t a well know course in the area a lot of golfers passed on the first outing.
c) When you decide on the two items above call to see if they have an opening on your date.
If not you’ll have to decide, which one is more important, the date or the course.
d) Confirm course and date in writing.
Step 2:
a) Set up meeting with pro (or whoever is in charge of outings) at golf course
b) Discuss/Decide: Tee off time
* With up to 79 players, most tournaments will begin on a "First Tee Start" basis - everyone goes off from the 1st tee about 7 minutes apart.
* With 80-199 players, the start will be based on a "One & Ten"
method - half your golfers will begin at the 1st tee and the other half will start at the 10th.
* With 120+ players, you'll probably have a "Shotgun" start and have exclusive use of the golf course.
Format
Most tournaments are done using a "Scramble" format. The typical rules for a Scramble event are:
1. Each group will select a team captain prior to teeing off.
2. Play begins with each member of the group teeing off.
3. With the agreement of the other members of the group, the
team captain decides which drive is the most desirable.
4. The other members of the group pick up their balls and proceed
to the spot of the selected drive, where they will hit their
second shots.
5. The best of the second shots is then chosen. The group will then
hit all their putts (or third shots) from that spot.
6. This procedure continues until the ball is in the hole.
7. At the end of each hole, the score for the group is recorded on
the score card.
Contests
Hole-in-one
Longest drive
Straightest drive
Closest to the pin
Longest putt
If there will be any meals involved and who will provide (golf course or caterer)
Any dress regulations
All cost involved such as meals, drinks, deposits (refundable or not), clean up fees, any rental fees, etc.
Most golf course personnel are very helpful with this. After all, they’re making money and getting exposure for their golf course
Step 3:
a) Call caterer if they will provide the meal. Confirm date and cost.
b) Call beverage provider if the golf course will allow you to provide beverages. Confirm cost.
c) Set a goal for profit from outing.
d) Determine what sponsorships and sponsor levels you will have.
Sponsorships
Tee sponsor
Cart sponsor
Lunch sponsor
Dinner sponsor
Greens sponsor
Beverage/Snack sponsor
Sponsor Levels
Ace
Double eagle
Eagle
Birdie
Par
Prize
e) Determine if there will be a hole-in-one prize. Insurance can be purchased to cover this. Do a search for “golf prize insurance” or “hole-in-one insurance” on the Internet.
f) Determine if trophies, cash prizes or both will be given to the winners
g) Determine what gifts will be given out in players goody bag (towels, caps, bags, golf umbrellas, etc.) There are hundreds of golf promotional vendors on the Internet – just do a search for “golf promotion products” – you can get an idea of what the products cost
h) Determine budget for tournament. This is where a cost analysis worksheet comes in handy. I’m including the one that I created. My Golf Outing (www.mygolfouting.com) also provides a
budget planning worksheet.
i) Determine charge per golfer.
j) Plan other money makers for back at the clubhouse like Split the Pot, a silent auction or a raffle of a nice gift (vacation, Golf clubs, DVD player, etc)
Step 4:
a) Prepare letter, sponsorship levels, and sign-up form to send out requesting sponsor support. (Sample letter package is included.)
b) Prepare golf information sheet and registration sheet. I also sent this out with my sponsor letters.
c) Compile list of potential sponsors (hole and door prize) and addresses –. (I sent out over three hundred letters. Response was about 30%)
d) Compile list of potential golfers and addresses. (You will have some – I had about 10% - response from your sponsor letters)
e) Plan outing day schedule
f) Prepare flyer
g) Prepare media release
h) Open up non-profit checking account in PLWP’s name – get EIN# and PLWP address from Nan or Brenda. Have all checks from golfers and sponsors made out to PLWP.
Step 5:
a) Mail out sponsorship package
b) Mail out golfer sheet
c) Post flyer
d) Contact newspapers and local stations to promote outing
Step 6:
a) Wait, be patient. Prizes, sponsorships and golfers will start to come in.
b) Order any golfer gifts in plenty of time to avoid rush charges.
c) About 3 weeks after mail out follow up with reminder calls or visits.
d) Prepare tax information sheet for sponsors (I’ve included 3 pages of IRS Tax Publication 256 on Tax Regulations for Charitable Contributions)
e) Mail out “Thank You” and “Tax Info Sheet” as checks received
f) Mail out golfer “Thank You” or “Confirmation”
g) Line up volunteers for event.
h) Design Event Program (I did mine in B&W to keep the cost down)
i) Line up printer for Tee Signs and other printing needs.
j) Prepare players goody bags.
Get plenty of sleep the night before the outing.
Have things organized and ready to go.
Don’t forget the checkbook.
Relax and enjoy the day!
Celebrate your success!
And when it’s all over….
Send Check made out to PLWP to
PLWP
% Nancy Abraham
P.O. Box
Rochester, NY
Enclosed: Initial Letter Package which includes Request Letter, Facts about Charity, Facts about Golfing Outing, Golfer Registration Sheet, Sponsorship Levels Sheet, Sponsorship Level Sign-up Sheet, Personal Letter.
Tax Info Letter
Golfer Thank You/Request for Check
Golfer Confirmation
Golfer/Sponsor Request Brochure (2 samples)
Attachments: Sample Cost Tracking/Analysis Sheet
Sample Address Sheet/Sponsor Tracking Sheet
Sample Golfer Sheet
I did not include samples of posters or event brochures ... www.mygolfouting.com has a good example of these. If you have any questions my e-mail is patti @eos.net.
GOOD LUCK!