A well-run golf day is one of the best social occasions in sport. Whether it is a society outing with friends, a charity fundraiser or a corporate event for clients and colleagues, a golf day brings people together for a few hours of friendly competition, conversation and celebration. But behind every great golf day is careful planning — and a poorly organised one can mean slow play, confused players and a disappointing atmosphere.
This guide walks you through every step of organising a golf day, from setting goals and choosing a course to formats, prizes, fundraising and the final presentation.
Step 1: Define the purpose
Start by agreeing why you are holding the golf day. The purpose shapes every other decision.
| Type of golf day | Main goal | Typical size |
|---|---|---|
| Society outing | Fun, friendship, competition | 8–40 golfers |
| Charity golf day | Fundraising and awareness | 40–144 golfers |
| Corporate / client day | Relationships and hospitality | 16–80 golfers |
| Staff / team building | Team spirit and inclusion | Any size, many beginners |
| Club or community event | Celebration or anniversary | Varies |
Step 2: Set a budget
List every cost before setting a price per player:
- Green fees (often discounted for groups).
- Carts or trolleys.
- Food — breakfast or coffee on arrival, halfway refreshments, meal afterwards.
- Prizes and trophies.
- Gifts — branded balls, towels or caps for players.
- Printing — scorecards, rules sheets, signage.
- Extras — photography, a professional to run a clinic, entertainment.
- Hole-in-one insurance, if offering a large prize for an ace.
For charity days, aim to cover costs from entry fees and sponsorship so that auction and raffle money goes directly to the cause.
Step 3: Choose the date and course
Timing
- Book three to six months ahead — popular courses fill up quickly for group bookings.
- Avoid busy competition days at member clubs.
- Consider the season — longer summer days allow a relaxed schedule; shoulder seasons are cheaper.
Choosing the course
Look for:
- A welcoming attitude to groups and an experienced events team.
- Appropriate difficulty — a playable course keeps everyone happy and play moving. Extremely difficult courses frustrate higher handicappers. Read what makes a great golf course.
- Good facilities — practice area, clubhouse, dining room big enough for your group, parking.
- Carts available if needed.
- Location convenient for most players.
Step 4: Pick the right format
The format affects pace, inclusion and fun. For most golf days, especially those with mixed abilities, a team format works best.
| Format | Why choose it |
|---|---|
| Texas scramble (teams of 4) | Fast, inclusive, everyone contributes, low team scores create excitement |
| Team Stableford (best 2 or 3 scores) | Fair competition, players can pick up when out of a hole |
| Individual Stableford | For experienced society golfers |
| Four-ball better ball | Pairs competition with team spirit |
| Greensomes | Fun pairs format with less pressure than foursomes |
Read golf formats and games explained for details and handicap allowances.
Step 5: Plan the start — tee times or shotgun?
Tee-time start
Groups tee off one after another from the first (and sometimes tenth) tee. This works well for smaller groups.
Shotgun start
Each group starts on a different hole at the same time. Everyone finishes together, which makes the post-golf meal and presentation easy to schedule. Shotgun starts are ideal for groups of around 40 or more and are common at charity and corporate events. Check with the course, as they usually require the whole course or a long time slot.
Step 6: Create the schedule
A typical golf day schedule:
| Time | Activity |
|---|---|
| 08:00 | Registration, coffee and breakfast; collect gifts and scorecards |
| 08:45 | Practice time; optional clinic with the club professional |
| 09:30 | Welcome briefing: format, local rules, competitions, safety |
| 10:00 | Shotgun start |
| ~12:00 | Halfway refreshments (on-course or at a halfway house) |
| 14:30 | Golf finishes; scores handed in |
| 15:30 | Meal |
| 16:30 | Prize-giving, raffle and auction (charity days) |
Step 7: Organise teams and groups
- Mix abilities so teams are balanced, using handicaps where available.
- Mix organisations or friendship groups on corporate and networking days to encourage new connections.
- Pair beginners with patient, experienced golfers.
- Share the draw in advance so players know who they are playing with.
Step 8: Competitions and prizes
Prizes add fun and give everyone a chance to win something.
- Team prizes for the winning teams.
- Individual prizes — best individual score.
- Nearest the pin on one or two par 3s.
- Longest drive on a straight, wide hole.
- Nearest the pin in two on a par 4.
- Hole-in-one prize — insure large prizes.
- Fun prizes — the "wooden spoon", best-dressed team, most honest scorecard.
Prize ideas: golf balls, gift vouchers, equipment, rounds at other courses, lessons and personalised trophies. See gift ideas for golfers.
Step 9: Fundraising for charity golf days
Charity golf days can raise significant sums with good planning:
- Hole sponsorship — businesses sponsor individual holes with signage.
- Headline sponsor — a business covers major costs in return for branding.
- Raffles and auctions — signed memorabilia (where appropriate), experiences, rounds of golf, hospitality packages.
- On-course challenges — pay to "beat the professional" on a par 3, or buy a mulligan for the team.
- Online donations for people who cannot attend.
Be transparent about where the money goes, and thank sponsors and donors publicly.
Step 10: Communicate clearly
Before the day
- Invitation with date, venue, format, cost, dress code and schedule.
- Confirmation with tee times or starting holes, team draw and directions.
- Reminder a few days before, including the weather forecast and what to bring.
On the day
- A clear briefing covering format, local rules, safety, pace of play and competition holes.
- Printed rules sheets on scorecards or carts.
- Signage for registration, practice, competition holes and the dining room.
Step 11: Keep play moving
Slow play can spoil the day. To help:
- Choose a fast format such as a scramble or Stableford.
- Allow players to pick up once they cannot score.
- Use carts for large groups if the course allows.
- Set and communicate a target round time.
- Ask course marshals to keep an eye on pace.
See our golf etiquette guide for pace-of-play tips you can share.
Step 12: Make it inclusive
Golf days often include beginners and occasional golfers. Help them enjoy the day:
- Offer a beginners' clinic before the start.
- Use forward tees for less experienced players.
- Choose team formats so nobody feels exposed.
- Provide rental clubs if needed.
- Explain basic etiquette in the briefing.
- For non-golfers, consider a putting competition, a short clinic or a parallel event at an entertainment range.
Step 13: After the day
- Thank players, sponsors, volunteers and the course within a few days.
- Share results, photos and funds raised.
- Ask for feedback — what worked, what could improve.
- Book next year's date while enthusiasm is high.
The organiser's checklist
| When | Task |
|---|---|
| 6 months before | Define purpose, budget, date; book course |
| 4 months before | Send invitations; approach sponsors |
| 2 months before | Confirm format, food, prizes, gifts and insurance |
| 1 month before | Collect payments; finalise numbers |
| 2 weeks before | Create team draw and starting holes; print materials |
| 1 week before | Send final details; confirm with the course |
| On the day | Arrive early; registration; briefing; manage competitions |
| After | Results, thanks, feedback, next year's booking |
Sample budget for a 60-player golf day
| Item | Basis | Notes |
|---|---|---|
| Green fees | Per player | Negotiate a group rate |
| Carts | Per cart (two players) | Optional; check availability |
| Breakfast and coffee | Per player | On arrival |
| Halfway refreshments | Per player | Drinks and snacks |
| Meal | Per player | Two or three courses |
| Player gifts | Per player | Balls, towel or cap |
| Prizes | Fixed sum | Team, individual and novelty prizes |
| Printing and signage | Fixed sum | Scorecards, rules sheets, hole signs |
| Hole-in-one insurance | Fixed sum | If offering a large prize |
| Contingency | 5–10% of total | Unexpected costs |
Add up the per-player costs, add fixed costs divided by the expected number of players, and include a contingency. For charity days, aim for sponsorship to cover fixed costs.
Planning for bad weather
- Agree a weather policy with the course in advance: what happens if the course closes?
- Check cancellation and refund terms.
- Communicate quickly with players if plans change — by email and text message.
- Have a back-up plan such as a reduced number of holes, a delayed start or an alternative date.
- Stop play for lightning and make sure everyone knows the signal. See playing golf in bad weather.
Volunteers and roles
Larger golf days run more smoothly with a small team:
- Registration desk — welcomes players and hands out materials.
- Starter — briefs groups and sends them out.
- Competition holes — volunteers record nearest-the-pin and longest-drive results.
- Scorers — collect cards and calculate results.
- Host or MC — runs the presentation, raffle and auction.
Frequently asked questions
What is the best format for a golf day?
For most mixed-ability groups, a Texas scramble in teams of four is the most popular: it is quick, inclusive and fun.
How much should I charge per player?
Add up green fees, carts, food, prizes and extras, divide by expected players and add a small contingency. Charity events often add a donation element or rely on sponsorship to cover costs.
What is a shotgun start?
Every group starts at the same time on a different hole, so everyone finishes together — ideal for large events.
How many players do I need for a shotgun start?
Shotgun starts work best with enough groups to fill most holes — typically from around 40 players upwards. Courses usually require a minimum number for a shotgun start because they close the course to other golfers for the duration.
Should I include non-golfers?
Yes, where possible. Non-golfers can join for a clinic, a putting competition or the meal and presentation. On corporate and charity days, this widens the audience and the fundraising potential.
How do I make the presentation engaging?
Keep speeches short, announce prizes in a lively order (novelty prizes first, winners last), thank sponsors warmly and, for charity events, share a brief story about the cause and the amount raised.
The bottom line
A great golf day starts with a clear purpose and budget, a welcoming course and an inclusive format. Use a shotgun start for larger groups, plan the full schedule from registration to prize-giving, balance teams carefully, add fun competitions and — for charity days — build in sponsorship and fundraising. Communicate clearly, keep play moving and follow up afterwards. Do that, and your golf day will become an event people look forward to every year. For tips on hosting clients, see our business golf guide.
Planning a hole-in-one prize? Read our hole in one guide for the odds and how prize insurance works.
For prize ideas, read golf trophies and prizes; to fund your event, read golf sponsorship for businesses.