Solicitation of gifts/prizes- We had approximately 100 Raffle prizes (both years), ranging from Coffee Mugs, Water Bottles, T-Shirts to Restaurant, Golf, event, museum and historical site passes and gift cards/certificates.  The goal is to make the raffle a good one, so golfers will want to come back.  Soliciting for prizes is a lot of work, but in my experience, most businesses are receptive because the cause is important and WWP has a high recognition factor.  When I talk with business owners, besides asking for a “prize” I also ask for discount coupons to include in our gift bag.  It helps promote the donors and they see a benefit to donating also.  Selling the raffle tickets is a profitable part of the event.  We had our volunteers pull the winning tickets during the golf so that when finished, the golfers could check the prize board and see if they won.  This is far more efficient than having to pull one number at a time during the post tournament festivities, and far less ponderous!  When players are finished, in general they like to eat and run if they are not waiting for a Trophy.

Obtain event insurance for your organization’s protection.

Tournament Gifts:  A great gift for the participants is one that sets you apart from most other charity tournaments.  The goal is to find sponsors to pick up the tab for these items. We gave a shirt and cap our first 2 years, this year we are giving a shoe bag and commemorative bag tag.  We decided to change things up for two reasons: cost and complications.  Shirts are expensive and choosing the right amount of sizes you’ll need is tough.  We just pulled it off last year on sizes, but it was down to the wire.  Items like shoe bags, towels, caps, bag tags do not require advance information gathering or “gambling” on what you’ll need.

Gift Bags for Players- We provide a bag with coupons (generated from the companies we solicit) for local businesses, snacks (donated by snack food companies) and other logo items (pens, keychains, etc.) donated by businesses and items from WWP.

On Course Beverages-  You can usually get soft drink suppliers and food stores to donate soda, water, etc.  One of the area beer distributors will most likely step up and help with the beer.  We also have had the marketing people from one of the liquor distributors set up a ‘sampling’ station near a par 3.  They use it to introduce a new product, hand out gift items and the golfers enjoy it.

Tee Signs, Lunch/Hole In One Sponsors- Just because there are 18 Holes does not limit the number of sponsors for a hole—sell as many as you can at $100 each, see if you can find a sign company to donate the signs.  If not, there are signs that you can use repeatedly by printing a sponsor’s name and slipping it into a sleeve on the sign.  Sponsors for Breakfast/Lunch/Beverages-again no limit, try and find as many as you can and include them on signage near the dining area.  Do not limit your approaches to local businesses,  many state wide and national companies can be helpful it just takes some effort and emails to find help.

Mulligans and Raffle Tickets-  Important revenue generators.  Make sure you sell both.

Silent Auction- Can be a profitable venue, but it is easier to bring in an outside company to provide items and run auction and just pay you a percentage.  I have several contacts for providers, let me know if you would like the info.

Volunteers-  Do not overload with volunteers, you will have to feed them and it can add to the cost if you have tons of them.  Put the best “sales” type personalities on the table selling raffle and mulligan tickets.  Registration Set Up  (3 six foot tables).  #1 registration table, you will need at least 2 volunteers at the registration table to check in players that have paid and give them cart assignments, and also collect from those paying on site.  Table #2 you will want to station 2 people to sell raffle tickets and mulligans. (You will need to provide a cash ‘bank’ for making change and collecting the proceeds.)  Table # 3 is optional-we hand out gift bags and caps and tournament shirts.  (Some tournaments pre-load gift bags on each cart.)  If you purchase Hole In One Insurance you will need to station witnesses, check the insurer’s specific requirements.

Utilize all of your email contacts to spread the word, post notices at as many golf club locker rooms as you can, get on public domain community calendars, church bulletins.  Post info at Legion, VFW, Knights of Columbus, Masonic Halls and any fraternal organizations that are in the area.  Not only will you find players, you will get some sponsorships from this also.

If you have any questions, ideas or need anything at all, please do not hesitate to call me.  Having had 2 sons serve as Army Infantry Officers in combat tours in Iraq and AFG, I have felt a calling to help.  Our first tournament generated a donation of $10,000 to WWP and our second year also produced $10,000 but the state of our economy made this past year a little more difficult.

I am available any time via email or cell phone.