How to Plan a Builder Charity Golf Tournament
Charity golf tournaments are a staple of the construction industry. W.M. Jordan has raised over $3.25 million through their annual Charity Golf Classic since 1990. Turner Construction raises $150,000+ per event. These aren't just feel-good events — they're brand-building institutions that strengthen partner relationships, generate community goodwill, and create networking opportunities that no conference can match. This guide covers everything you need to plan your first (or your twentieth) charity golf tournament.
Planning Timeline: 6 Months Out
6 months before
- Select and book the golf course — popular courses book up quickly for charity events
- Choose your charity partner and formalize the partnership (shared branding, tax receipts, co-promotion)
- Set your fundraising goal and overall event budget
- Form your planning committee (ideally 4-6 people from your team)
- Decide on format: scramble (most common for charity), best ball, or captain's choice
- Set the date — spring (April-May) and fall (September-October) are ideal. Avoid major holidays and local football Saturdays
4 months before
- Create sponsor packages (title, gold, silver, hole sponsors — see packages below)
- Begin sponsor outreach — start with your trade partners, suppliers, and subcontractors
- Design event branding: logo, flyers, registration page, signage templates
- Open player registration (target: 72-144 golfers / 18-36 foursomes)
- Begin soliciting silent auction and raffle donations
- Book catering, bar service, and entertainment for the post-round dinner
2 months before
- Follow up on sponsor commitments — close any remaining packages
- Promote registration through email, social media, and your realtor/partner network
- Order signage: hole sponsor signs, directional signs, welcome banner, leaderboard
- Order player gifts: branded polo, towel, divot tool, or gift bag
- Plan on-course activities: closest-to-pin, longest drive, hole-in-one contest, putting contest
- Book a photographer and/or videographer
2-4 weeks before
- Finalize player pairings and foursome assignments
- Create the day-of timeline and share with the course, catering team, and volunteers
- Prepare registration packets (player names, cart assignments, rules, course map, sponsor list)
- Confirm all vendors: catering, bar, entertainment, photographer, hole-in-one insurance (if applicable)
- Prepare auction items with bid sheets and display materials
- Brief all volunteers on their roles and positions
- Send final-details email to all players (arrival time, dress code, format, schedule)
Budget Breakdown
Here's a typical budget for a 100-golfer charity tournament:
| Expense | Estimated Cost | Notes |
|---|---|---|
| Course rental + carts | $3,000-8,000 | Includes range balls and course setup |
| Catering (lunch + dinner) | $5,000-12,000 | $50-120 per person |
| Bar / beverages | $1,500-4,000 | On-course beverage cart + dinner bar |
| Player gifts | $1,000-3,000 | $10-30 per player (polo, towel, gift bag) |
| Prizes | $500-2,000 | 1st/2nd/3rd place, closest-to-pin, longest drive |
| Signage & printing | $500-2,000 | Sponsor signs, banners, programs, bid sheets |
| Entertainment / DJ | $500-2,000 | For dinner/awards ceremony |
| Photography | $500-1,500 | Event photographer |
| Hole-in-one insurance | $200-500 | Covers a big prize (car, vacation) if someone aces |
| Miscellaneous | $500-1,500 | Registration supplies, decorations, volunteers |
| TOTAL | $13,200-36,500 | Offset by sponsorships and registration fees |
Revenue Sources
| Revenue Source | Estimated Revenue | Notes |
|---|---|---|
| Player registration (100 golfers) | $15,000-30,000 | $150-300 per golfer |
| Title / presenting sponsor | $5,000-25,000 | 1 sponsor, maximum visibility |
| Hole sponsors (18 holes) | $9,000-45,000 | $500-2,500 per hole |
| Gold / Silver sponsors | $5,000-20,000 | 3-5 mid-tier sponsors |
| Silent auction + raffle | $2,000-10,000 | Donated items = high margin |
| Mulligans + on-course games | $500-2,000 | Fun add-ons golfers buy on course |
| TOTAL REVENUE | $36,500-132,000 |
Sponsor Package Tiers
Sell sponsorships to your trade partners, suppliers, and local businesses. Here's a proven tier structure:
Title / Presenting Sponsor
$10,000-25,000Name in event title ("The [Company] Charity Classic"), logo on all materials, 2 complimentary foursomes, premium signage, speaking opportunity at dinner, social media and email recognition
Gold Sponsor
$5,000-10,000Logo on event signage and printed materials, 1 complimentary foursome, logo on website and email, recognition at dinner ceremony
Silver Sponsor
$2,500-5,000Logo on signage, 2 complimentary player registrations, recognition in program and at dinner
Hole Sponsor
$500-2,500Company sign displayed at the sponsored hole, company name in program, optional: set up a branded station at the tee box with giveaways
In-Kind Sponsor
Donated goods/servicesDonate auction items, beverages, player gifts, or services in exchange for logo recognition and goodwill
Day-of Schedule
Setup team arrives: registration table, signage, sponsor displays, auction items
Course staff sets up beverage carts, contest markers (closest-to-pin, longest drive)
Registration opens: check-in, cart assignments, player gifts, scorecards
Driving range and practice putting green available
Welcome remarks and rules briefing (5 minutes over PA system)
Shotgun start — all foursomes tee off from their assigned holes simultaneously
On-course play: beverage carts circulate, contest holes staffed, photographer captures action
Players finish, turn in scorecards, browse silent auction
Silent auction closes — announce last call 15 minutes before
Cocktail hour and networking on the patio or clubhouse
Dinner and awards ceremony begins
Thank sponsors, announce fundraising total, present awards
Raffle drawing and live auction (if applicable)
Event concludes — auction winners collect items, final networking
Vendors & Services You'll Need
Golf course
Course rental, carts, range balls, course setup, starter coordination
Caterer / course dining
Lunch (if included), dinner service, appetizers for cocktail hour
Bar / beverage service
On-course beverage cart, dinner bar, specialty drinks
DJ or emcee
Music during dinner, emcee for awards and auction
Photographer
On-course action shots, group photos, awards ceremony
Signage / print shop
Sponsor hole signs, welcome banners, bid sheets, programs
Promotional products
Player gift bags, branded items, prize trophies/plaques
Hole-in-one insurance
Covers a big prize if someone aces the designated hole
Auction software
Silent auction bid tracking (or paper bid sheets for simplicity)
Tent / table rental
If the venue doesn't have covered outdoor space for registration/dining
Common Golf Tournament Mistakes
Starting sponsor outreach too late — begin 4 months ahead, not 4 weeks
Underpricing sponsorships — trade partners expect to pay $500-2,500 for a hole. Don't undervalue your event
No silent auction — it's a major revenue source that requires minimal effort if you solicit donated items
Slow play with no pace management — a 6-hour round ruins the experience. Work with the course on pace of play
Weak awards ceremony — golfers stayed for dinner, so make it worth it. Announce the fundraising total with energy
No post-event follow-up — send thank-you notes, share photos, and announce the total raised within a week
Not booking next year's date — the best course dates sell fast. Lock in next year before this year's event ends
Plan Your Tournament with the Right Tools
A charity golf tournament has more moving parts than most events: sponsor tracking, player registration, vendor coordination, budget management, auction logistics, and day-of timing. Ripluo lets you manage the entire tournament in one place — timeline, budget, guest list, vendor contacts, and task assignments — and save it as a template you reuse every year. Free for up to 5 events.
Frequently Asked Questions
How much does it cost to host a charity golf tournament?
A typical builder charity golf tournament costs $15,000-50,000+ depending on the course, catering, and production quality. Major costs: course rental ($3,000-10,000), catering and bar ($5,000-15,000), prizes ($1,000-5,000), signage and printing ($500-2,000), and entertainment ($1,000-5,000). Most builders offset 50-80% of costs through hole sponsorships, title sponsorships, and player registration fees.
How do you make money from a charity golf tournament?
Revenue comes from: player registration fees ($100-300 per golfer), hole sponsorships ($500-2,500 per hole), title/presenting sponsorships ($5,000-25,000), silent auction and raffle tickets, dinner-only tickets for non-golfers, and mulligans and other on-course sales. Net proceeds go to the chosen charity. Experienced organizers aim for 60-70% of gross revenue to reach the charity.
How many golfers do you need for a charity tournament?
Most builder charity tournaments host 72-144 golfers (18-36 foursomes). A standard 18-hole course can accommodate 144 golfers in a shotgun start format. For a first-year event, target 72-100 golfers (18-25 foursomes) — it's better to sell out a smaller event than have empty spots at a larger one.
How far in advance should you plan a charity golf tournament?
Start planning 4-6 months in advance. Book the course 6+ months ahead for popular dates (spring and fall). Begin sponsor outreach 4 months out. Open player registration 2-3 months before. Finalize logistics 2-4 weeks before the event. Experienced organizers who run annual tournaments book the following year's date before the current event ends.
What is a shotgun start in golf?
A shotgun start means all foursomes tee off simultaneously from different holes across the course, rather than one group at a time from hole 1. This means all golfers start and finish around the same time, making it easier to schedule a group dinner, awards ceremony, and auction afterward. Nearly all charity tournaments use a shotgun start format.
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