A Golf Fundraiser’s Guide to a Stress-Free Tournament Day
- Nonprofit Learning Lab
- Jul 23
- 5 min read
This is a guest blog by Golfstatus.
Golf fundraisers are a powerful way to engage supporters, raise funds, and create lasting memories—but the difference between a smooth, successful tournament and a chaotic scramble often comes down to one thing: preparation.
From early communication to the final award ceremony, organizing a stress-free charity golf tournament day takes strategy, the right tools, and attention to detail. This guide breaks down how nonprofit leaders and event planners can streamline their efforts and enjoy tournament day just as much as their participants.
Pre-Tournament Communication: Set the Tone Early
One of the biggest indicators of a smooth tournament? How well you’ve communicated leading up to the event. We’ve seen it time and time again: the tournaments that go off without a hitch are the ones where golfers knew what to expect before they even set foot on the course.
Use Automated Communication
The moment a golfer registers, they should receive a confirmation email that includes payment details, event info, and a warm welcome. This sets expectations and helps participants feel confident and excited about the event.
Your event management platform should make this easy, allowing you to send updates and reminders without bouncing between different tools. Look for software with built-in messaging features so you can communicate efficiently and at scale.
Key Messaging
Registration reminder. If it’s been a while since someone registered, remind them they’re signed up and include a link to revisit your event website.
Event updates. Share schedules, auction or raffle highlights, on-course contests, and anything else that gets participants excited and prepared.
Sample Email Cadence
1 Month Before Tournament Day
Reminder of the event’s date, time, and location
What your organization is fundraising for
Info on live scoring (more on this soon!)
Share links to remaining team or sponsor spots
Promote high-end auction items and on-course games
1–2 Weeks Out
Link to the event website with updated logistics
Link to purchase raffle tickets or bid online
Encourage golfers to download the live scoring app and note their team code
The Day Before
Hole assignments and any last-minute updates
Weather forecast and contingency plans
Final reminder to download the live scoring app
Live Scoring: Engage Golfers and Streamline Results
You’ve probably noticed we keep mentioning live scoring—it’s that important.
Live scoring replaces traditional paper scorecards with a digital experience that’s simple, fast, and interactive. Golfers enter scores into an app, which syncs in real-time to leaderboards viewable online, in the clubhouse, or on mobile.
Benefits of Live Scoring
Keeps golfers engaged. Participants can track standings as they play, keeping the competition lively.
Helps track pace of play. Monitor how teams are progressing to stay ahead of potential bottlenecks.
Adds sponsor exposure. Sponsors get digital exposure on scorecards and leaderboards—valuable real estate that comes at no additional cost.
Speeds up results. Final scores are calculated and posted in minutes, helping you transition smoothly to your awards ceremony or banquet.
Live Scoring Tips
Let golfers know in advance that you’ll be using a live scoring app—and whether paper scorecards will be available.
Encourage downloading the app before tournament day, since WiFi might be spotty on the course.
Use QR codes at check-in for easy downloads.
Designate one person per team to submit scores.
Share leaderboard links on social media and display them at the course to keep excitement high (and encourage additional donations).
Crunch Time To-Dos: The Final Month
The final month leading up to the tournament tends to be when critical details come together. Make sure these essential tasks don’t get overlooked and are on your to-do list in the final days and weeks:
Update Your Event Website
Make sure all the details on the golf tournament website are current and adjust the sponsor and team availability if packages are sold out or still open. Be sure to add pertinent day-of information to help golfers understand what to expect, such as registration deadlines, tournament schedule, contest information, high-end auction items or raffle prizes, and parking information.
You’ll also want to create day-of add-on packages in your event software to sell things like mulligans, raffle tickets, or game entries. Post QR codes that link to these packages at check-in so golfers can quickly and easily pay with their phones without hassling with cash.
Print Essential Documents & Pack Supplies
Use your event software to generate and print essential documents to facilitate a smooth check-in for golfers:
Alpha player and team lists with live scoring codes
Cart signs
Paper scorecards (if needed)
Rules sheets
Pack these with your other day-of necessities, like registration desk supplies, raffle items, signage, banners, swag bags, microphones, screens, power cords, leaderboard displays, and anything else needed on-course or for post-golf events.
Finalize the Itinerary
Determine setup times, staff/volunteer arrivals, food delivery, and event start and end times. Be sure to share this with your team, volunteers, and the golf facility.
Assign Volunteers and Staff
Confirm roles, share instructions, and provide items like chairs, shade, food, and water to keep volunteers comfortable during the tournament. Check for overflow parking and consider assigning a volunteer to direct traffic.
Confirm Vendors & Food & Beverage
Double-check production dates and shipping timelines for signage, player gifts, prizes, and merch. You’ll also need to confirm headcounts and menus with the course or caterer.
Organize Auction or Raffle Items
Finalize your items, layout, and plan for announcing winners. Print signage and ensure everyone has access to your mobile bidding platform.
Plan for Weather
Monitor the forecast and have backup plans ready (which the golf facility can help you with). Consider heat, cold, and rain, and prepare with water, tents, coffee, or even an alternate date.
Prepare for the Welcome and Awards
Decide who will welcome players and handle announcements (executive director, sponsor, golf pro, etc.) and line up any speakers for your awards ceremony or banquet in advance.
Using Tech to Stay Sane
Let’s be honest: nonprofit work is already demanding. The right technology helps you do more with less and prevents small issues from becoming full-blown crises.
Stay Organized
Event management software built for golf keeps all the details in one place—registrations, sponsorships, payments, add-ons, live scoring codes, and more.
Share Access
Make sure staff and key volunteers can access the platform, as well as the golf facility, so they can get what they need without delay.
Lean on Support
Your platform’s support team should be available to troubleshoot, answer questions, and help you every step of the way, from planning to post-event wrap-up.
Final Thoughts
Running a charity golf tournament doesn’t have to be stressful. With solid communication, thoughtful planning, and the right tools in your bag, you can pull off a polished, engaging event that raises funds, impresses participants, and leaves your team feeling proud, not panicked. With a little preparation and the right tech, you’ll be the calm at the center of a well-oiled golf fundraising machine.
GolfStatus can help make every step of your event easier, from registration to live scoring to final results. Book a meeting with GolfStatus to learn how to save time and raise more money with the platform—and how you can use it at no upfront cost.