Dear Tournament Director/Event...

Compliments of and proprietary to The Crossings at Carlsbad © 2015 P a g e | 2

Dear Tournament Director/Event Coordinator

Thank you for either hosting an event at The Crossings at Carlsbad or for considering us to help facilitate your special day. We greatly appreciate you allowing us to demonstrate to you our knowledge, expertise and “Best In Class” tournament services, food and beverage, customer service and course conditions. The Crossings at Carlsbad is one of San Diego’s premier golf courses offering the most knowledgeable tournament staff and best service. With the amount of events we host, we have been able to see what has worked well and not so well for these groups. We have witnessed successful corporate outings and profitable fundraisers and unfortunately we have watched groups fail to live up to their potential due to poor planning and execution on the part of the tournament director and his or her tournament committee. The purpose of this handbook is to provide you with the framework for your special event. No two events are alike (nor should they be), but the basic essentials must always be there to ensure a positive experience for your golfers: a sound tournament goal, a solid action plan, a disciplined and determined support group, creative marketing, aggressive sales, strong execution, a memorable experience and detailed post event follow up and critique. We thank you for trusting us with your event. If there is anything we can do to make your time with us more special, your event more successful, or your planning efforts any easier, please do not hesitate to ask any one of our department heads, event planners or myself. Sincerely, Amy Tilley, Director of Sales & Marketing Nick Becks, Head Golf Professional 760.444.1844 760.444.1833 [email protected] [email protected] Gary Glaser, General Manager Jeff Gray, Assistant Golf Professional 760.444.1836 760.444.1822 [email protected] [email protected]

mailto:[email protected]





Contents Step #1 Why Host a Golf Tournament? ............................................................................................................... 4

Step #2 Establish the Purpose and Set a Goal……………………………………………………....….6

Step #3 Details… Details… ..................................................................................................................................... 8

Step #4 Marketing Your Event ............................................................................................................................. 14

Step #5 Food & Beverage ........................................................................................................................................ 16

Step #6 Know Your Role ........................................................................................................................................ 19

Step #7 Tournament Sponsors = Profitable Funds ......................................................................................... 21

Step #8 Day of Play .................................................................................................................................................. 23

Step #9 Post Event ................................................................................................................................................... 25

Appendix A Tournament Planning Sample Timeline ............................................................................................. 27

Appendix B Day of Tournament Sample Timeline .................................................................................................. 28

Appendix C Questions to Ask the Golf Course ......................................................................................................... 28

Appendix D Sample Donation Request Letter ........................................................................................................... 29

Appendix E Golf Etiquette ............................................................................................................................................. 31

Appendix F Terminology ............................................................................................................................................... 32

Appendix G Sample Survey/Questionnaire ................................................................................................................ 33

Appendix I Golf Tournament FAQ’s .......................................................................................................................... 33


Step #1 Why Host a Golf Tournament? Popularity Since the late 1800s, golf courses have been where powerful people connected. Playing golf was a credential for one to succeed in business. The National Golf Foundation reports that 27 million people tee it up each year in the United States, 6.1 million of which consider themselves “avid” (playing at least 25 times per year). The total number of golfers has gone up 33% since 1986, and now women represent 19% of all players. Fun & Relaxing Golf is a great excuse to get away from work or monotonous daily routine. Four to five hours on the golf course is the perfect setting to enjoy nature, get some exercise, humble yourself, talk candidly with others, joke around, learn how to deal with others and learn what makes people tick. Build & Cement Business Relationships Many parallels exist between this sport and business: focus, strategic thinking, accepting consequences and dealing positively and effectively with results from actions and decisions. Most people don’t start playing golf until they start climbing the corporate ladder – that’s when they discover that the golf course is the unofficial place to do “big business”. It’s the place to build long-term relationships with trust and rapport, not short-term sales. According to Golf Digest’s List of Biennial CEO Handicap Rankings in 2006, 201 chief executives from the Fortune 500’s companies were listed. Fifty-one of those 201 have a handicap in the single digits. (meaning those with who average the lowest scores)

“Golf gives you an insight into human nature. Your own as well as your opponent’s.”

--Grantland Rice, Legendary Sportswriter

Raise Needed Funds Hosting a golf tournament is an extraordinary way to raise money. Money can be raised for a variety of reasons including a charity/foundation (501c3), association or scholarship fund. Historically, some of the best tournaments raise hundreds of thousands of dollars. Sponsors, donors and golfers are what drive revenue for your event. Millions of dollars are raised every year from golf tournaments! Teambuilding The challenge and camaraderie of the sport are unmatched for their parallels in business and team building. So it’s not surprising that a good golf outing can directly affect the bottom line. Golf facilitates teamwork and it is a great way to get your team together to form a stronger entity. Wow Factor According to Golf Digest, “traveling golfers want the ‘wow’ factor, something that feels like it justifies their money, something that is sensually pleasing with mountain or ocean backdrops, isolation or serenity, and a photo opportunity at every tee; something they can’t get at home.” The wow factor makes the event memorable and gets golfers to return year after year. Client/Vendor/Employee Appreciation


Golf is a great way to show your appreciation for your staff, clients and/or vendors. It’s a great way to network, team build and/or show general gratitude to your colleagues for a job well done.

Example Event: NBC Networks hosts a golf tournament and invites their top clients and sales staff to network and operations staff and vendors as an appreciation (teambuilding, client and vendor appreciation, builds and cements business relationships). The budget for the event is $75,000 so they can afford a $100 merchandise certificate for every player, an instructional clinic, live band, upscale menu, top shelf hosted bar and a silent auction (wow factor). From the auction they raise $25,000 that benefits the Boys & Girls Club of Los Angeles (fundraiser).

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Step #2 Establish the Purpose and Set the Goal

Establish Purpose Ask yourself and/or your committee: At the end of the day, what would make this golf tournament a success? Write it down, make sure everyone is on the same page and stick to it. If fundraising is your goal, decide how much money you want to raise and where the money is going. Sponsors and golfers are more willing to write checks if they know the money is going to a good organization with a solid business plan.

~ Is it a certain amount of funds, recruiting new donors, entertaining and re-inspiring current donors, or is it simply just creating a fun event and having everyone leave with a smile and eagerly awaiting your next event? Establish Goal and Work Backwards Create a financial Performa based on event goals (net profit) considering expenses vs. revenue and then set price per player.

Example:

Goal: Raise $20,000 for charity

$7.00 Hole in One Insurance

$143.00 TOTAL

$15.00 Box Lunch (including tax & service charge)

$0.00 Goodie Bags (should be paid for by a sponsor)

$32.00 BBQ Buffet Dinner (including tax & service charge)

$89.00 Green Fees & All Tournament Services

PER GOLFER EXPENSES

144 golfers x $143.00 = $20,592 + Misc. expenses (banners/printing/ postage) $2,500 = $23,092 ($23,092) TOTAL

EXPENSE

$49,400.00 TOTAL REVENUE

($23,092.00)2.00)

LESS TOTAL EXPENSE

$36,000.00 (144) Golfers x $250 per golfer

$26,308.00 NET TOTAL REVENUE

$5,000.00 (1) Title Sponsor x $5,000

$3,000.00 (1) Hole in One Insurance sponsor

$5,400.00 (18) Hole Sponsors x $300 per hole

TOTAL REVENUES

*** Overachieved the goal by $6,308!


Create Budget and Determine Price per Player

A budget is vital to financial success of your event. It gives you a roadmap as well as encourages you and your committee to stay on track with the expenses. Determine the price per player:

EXPENSES (COST) + PERCEIVED VALUE = PER PLAYER COST OF EVENT (EVENT GOAL) Example: Event cost $139 + perceived value $111 (nice tee prizes, awards, $50,000 Hole in One prize, Friday 1:00pm tee time, prime San Diego location golf course, donation to charity, tax write off) = Rate per player $250 ($111 Total Donation)

Create Timelines Create two timelines – one that outlines how things will unfold in the days and months leading up to the event and another for the day of the event. This will not only help you to stay organized, but also help you stay on track with any planning deadlines that might provoke fees or penalties from the golf course. (See Appendix A & B.)

“Goals are the fuel in the furnace of achievement”

--Brian Tracy, Motivational Speaker

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Step #3 Details… Details…

Consider Your Audience Now that you have determined the purpose and goal of your golf tournament, you must consider the needs and wants of your audience to create a successful event. Who is your customer and why would they attend? Reasons Golfers Participate There are a variety of reasons why golfers participate in golf tournaments:

1. Friends ask them (Main Reason) 2. Clients invite them (networking opportunity) 3. Business contacts are involved 4. Unique tournament appeals to their desire for something special (chance to meet a celebrity or win a great prize) 5. Value 6. Sense of urgency, do not want to miss out on an event 7. Charitable cause is one they believe in (tax write-off) 8. Recognition (competitive golfers)

Selections Based on Your Objectives Considering your audience, select a golf course location, date, time, rate and course quality that meets your objectives.

1. Location. Think about the radius from which most of your golfers are traveling. The Crossings at Carlsbad is a great central location for guests traveling from San Diego, Inland Empire and South Orange Counties.

2. Date. Find out if there are any limitations, such as private courses that only allow tournaments on Mondays. For out of town guests, a Monday or Friday might be best so players may arrive on a weekend. Make sure to inquire as well about scheduled golf course maintenance such as aerification dates that will impact your golfers.

3. Time. Most golf events are held in the morning or afternoon and the typical round may take up to 5 – 5 ½ hours. You will want to add time before and after the round for attendees to prepare, eat, play, wind down, drink, eat some more and enjoy prizes. It is critical to remember that a round of golf is time consuming no matter how you look at it. Ask the golf course staff about traffic patterns and recommendations for a good time to start to avoid traffic. Another choice that will impact time is the format: you need to choose whether to arrange straight tee times or a shotgun start (foursomes tee off simultaneously on different holes and groups finish at approximately the same time).

4. Rate. The tournament green fee will likely be contingent upon the day and time that you select for your event. Make sure to have an understanding of the green fee range before you select the golf course to make sure that it fits into your budget. You may be able to lock in a multi-year contract at The Crossings, freezing your rate for future rates.

5. Course Quality. The quality of golf courses varies widely, so make sure to choose a golf course that will appeal to your demographics. A few examples that indicate course quality are: customer service levels, clubhouse amenities (locker room, food & beverage, PA system, safety features), course conditions, Ocean or Mountain Views, property uniqueness and the golf course architect.


6. Packages & Options. Make sure everyone involved has something to do while the golfers are on the course. Consider a beginner’s golf clinic at the driving range or an alternative package for the non-golfers (spa or beauty offer at a nearby salon)

Set up a site visit with at least three of the top courses you are considering and make a comparison analysis based on your needs. Plan to spend an hour or so at each course and come with a list of questions to ask the Tournament Director/Golf Sales Manager (See Appendix C). Try and come on a day the course is hosting a tournament so you can suitably visualize the set up and chain of events. Book Your Event – Contract Terms & Conditions Before you sign a contract with a golf course for a tournament, get organized. It’s important to have a contract and understand that it is a guide on both sides. A contract should list the following:

- Date, time, rate and number of golfers

- Deposit/payment amount(s) and fee schedule

- Tournament package inclusions

- Food & beverage details

- Cancellation policy

- Terms, conditions and liability Make sure to read the fine print, and anything you spoke about that is not included in the contract make sure you get in writing. Don’t make the mistake of assuming anything! What is status quo at one course is not the same at another. Each year golf course staff changes and many times info isn’t always passed on. Once you have made a decision, book the event. Prime dates and times get taken quickly! Liability Be careful in thinking the club is responsible – be sure to secure event insurance or eliminate liability. Everyone shares responsibility. If there will be excessive drinking on the course, then transportation may be necessary, especially for out of town guests.

Create Image for the Event Think of your attendees when you choose the image of your event (do you see a trend here?). For a staff appreciation type of event, you may want to create a “festive and fun” image with Hawaiian shirts, calypso music and leis for everyone. Or perhaps, you may want to create a “VIP Experience” complete with complimentary specialty cigars, a classy jazz band, filet and lobster dinner and expensive prizes as a client appreciation event.

Determine Event Type Choose an event type that matches your objectives. For example, perhaps you choose to host multiple smaller events instead of one large event because face time is more important – 144 clients vs. 20 sales people compared to 20 clients and 20 sales people. In this case, you don’t have to reinvent the wheel: the course will do all the work and duplicate each of the smaller events. Think outside the box. For instance, why not host a night golf tournament with glowballs? You could also choose a “Nine and Dine” event with instructional program, a one club tournament, ladies only event, etc. Ask your tournament director for suggestions that would work well for your group and at the particular golf course. As long as people are doing something, not bored and well fed, they will be happy and have fun.

~ Don’t be afraid to go big - The Crossings can host upwards of 144 golfers and banquet space for 250 + guests.


Create Value What makes an event memorable? It’s all the little things. Consider this list of value-added amenities at The Crossings at Carlsbad:

1. Donated twosome of golf (value = $180) for corporate events or foursome (value = $360) for charity events to use as a raffle or prize item (60 or more players)

2. One-stop-shop and receive 10% off all merchandise for all of your golfers. If applicable, we’ll match any price for product.

3. Wi-fi capability throughout the clubhouse. 4. Day use of boardroom when available (value = $500) 5. Tee prizes (when items are purchased from club) 6. Pricing flexibility on off peak times. 7. Save money by creating and signing 2 and 3 year commitment contracts. 8. VIP treatment of players and volunteers.

“There is nothing worse than a sharp image of a fuzzy concept.” --Ansel Adams, Artist

Pick Format There are multiple golf tournament formats to choose from depending on the goal of your event. Appease the majority, not the minority of your golfers when considering the following options.

1. Scramble. This is the most popular format. Each team member tees off, but the team plays its second shots from the spot of the best drive, continuing in this fashion until the ball is holed out. This format eliminates embarrassment and keeps the pace of play moving along fairly quickly. It encourages teamwork and allows every player to contribute, regardless of their skill level.

2. Shamble. Like a scramble except the group only uses the best tee shot and plays their individual balls from there.

3. Best Ball. Each player records his or her individual score but only the best score among the team is counted. 4. Callaway. This is a handicapping system and it can be confusing. We recommend you flight by score. This

eliminates cheating and rewards the average player. (flighting means to divide 1 large group into several sub groups and reward the top scores for each sub group)

At the conclusion of the event, it is often nice to provide a scoreboard for all players to see how they did in the tournament. Usually, a professionally printed, large scoreboard is great; not only for ease of sight but this may also have space for additional sponsorship opportunities. Sometimes, a small score sheet might be a better way to go – you don’t want to embarrass the CEO or your top clients! Common Course Contests These contests are simple, fun, will meet your objectives but does not overwhelm. The Crossings at Carlsbad will provide all of these at no additional charge.


1. Longest Drive 2. Straightest Drive 3. Closest to the Pin 4. Long Putt

Others Unique Course Contests In addition to the standard contests listed above, there are a few others that add a new dimension of excitement to a tournament.

1. Hole in One. This contest is played on a par 3 and the rules are simple – if a player shoots a hole in one, they win the grand prize! Typically, the prizes range from $10,000 - $75,000 in value and can be a cash prize or a high ticket item such as a car. The way it works is that you purchase hole-in-one insurance before the event which is a premium. The price starts around $3 per person and up – the price is a formula contingent upon the number of players in your tournament, the number of yards from the pin and the prize value. This contest creates excitement and buzz around your event, and it can even increase participation if you market it in your collateral. You can choose to enlist a sponsor to pay for the insurance premium and their logo on a sign can be placed on the hole. Remember to mark up the cost if you are fundraising. Also remember that you need two volunteers on the hole as witnesses.

2. Beat the Pro. In this contest, a golf pro is stationed at one of the tee boxes throughout the tournament. Golfers approach the tee and pay a fee to see if they can “beat the pro” (make a better shot than the pro). If the golfer does beat the pro, then their name will be placed into a special raffle for a prize. The entry fees then go to charity. (Price is $200 and up.)

3. Putting Contest. Courses a challenging yet fun 3 hole putting contest, complete with scorecards. The Crossings at Carlsbad can provide a putting contest package that includes; Course set – up, take down, scoring, a person to run the contest and a brand new putter for the winner. All this for a very small fee.

Other Fundraising Ideas

1. Mulligans. A do-over ($5 - $20 apiece). Balloon tied to cart to keep track of Mulligans used. 2. Balloon Raffle. Prizes are listed on a piece of paper inside the balloon. 3. Ducks in a Pond. A kiddie pool is set up with rubber ducks that have prizes listed on the underside of the

ducks. 4. Specific Prize Raffle. Guests place their raffle ticket in a bowl specific to a particular prize. 5. Helicopter Ball Drop- Guests buy numbered balls, to be dropped from a Helicopter, the ball that lands closest

to the target receives a prize/cash. Signage The right signage can take your event to the next level – the bigger the sign, the better! Signage creates presence for the event and adds to the experience. Remember to use these as sponsor opportunities as well. There are various options you can choose from. The Crossings has referred printers that we can recommend, contact Amy Tilley [email protected] or additional info.

1. Driveway entrance banner with event name and logo 2. Registration banner with event name and logo (at The Crossings you can hang above the main corridor entrance) 3. Sponsor signs at registration 4. Tee signs – helps to sell more sponsors 5. GPS on screen Sponsor Signs (Complimentary at The Crossings) 6. Cart signs and clear, sticky windshield signs


7. Beverage cart sign 8. Customized pin flags, bottom of the cup ads and scoreboards

Gifts and Prizes Do you want everyone to be a winner or just a few people? Do you have a large or limited budget? These are questions you must ask yourself. It may be advantageous to purchase a nice tee gift for everyone. This way, you won’t offend those not winning something and then simply give trophies to the winners. Here are the prize categories to consider:

1. Golfer’s Tee Packages. Also known as “goodie bags,” these are a great gift to give away before the round at registration. Remember to stay away from too much company swag.

Goodie Bag Example: Items that the golfer will use that day, such as a hat, glove, sunscreen, water, tees, balls, and chap stick. Add your company or sponsor logo. 2. Golf Store of Preferred Product. For example, Nike, Footjoy or Titleist representatives will come in and set

up a “golf shop” with their product in one of our rooms. Each participant receives a $100 gift certificate and they shop.

3. Tournament Winners. Each golfer in the winning foursomes should receive a prize, such as a trophy and a $200 gift card. Reward first, second third and last places. (or 30% of the playing field)

4. Contest Winners. Prizes given to the winners of the contests on the course such as Long Drive, Closest to the Pin and Long Putt. Remember to separate men’s & women’s if necessary and have prizes for each. For instance, give gift cards to golf shop, driver, putter, twosome of golf, a dozen golf balls or a golf bag.

5. Raffle. This ensures most people walk away with something. Sell raffle tickets during registration and throughout the day (volunteer on a cart) and create tickets in bulk with a common bill amount, such as 5 tickets for $20. Some examples of raffle prizes are dinner for two, golf clubs, weekend trips and golf apparel.

“If winning isn’t everything, why do they keep score?” --Vince Lombardi, Hall of Fame Football Coach

Steps to Secure Prizes

1. Put together a Prize Committee with a Prize Chair to gather prizes 2. Make a complete list of all prizes needed 3. Develop a list of potential businesses you think will contribute 4. Send a letter to all businesses you think will participate (See Appendix D) 5. Follow up with a phone call 6. Take anything they will give 7. Collect all items in advance of the event 8. Get everything donated 9. Divide prizes according to value in each category 10. Don’t stop asking! You can use the extras for next year.


Auctions If you are wondering how some groups raise over $100,000 by hosting a golf tournament, it is because of their auctions – the key to big money. Auctions give players the opportunity to buy things they normally wouldn’t buy. The two main types of auctions are silent and live. Many of your golfers will finish their round earlier than others so by hosting a silent auction you give them something to do while waiting for the rest of the players to finish. They have a chance to mingle and will stay until the end of the event. If you choose to have a live auction, hire a professional auctioneer because they are generally entertaining and often are able to raise more money for your cause. Or, get a charity ambassador, celebrity or company president to do the live auction. Either way, be sure to accept credit cards because people will spend more. Obtaining Auction Items First and for most, establish an Auction Committee and their only task is to gather Auction Items. The key to big money with auctions is big items with a big price tag. It is equally important to have some smaller items to fit into everyone’s budget. Some of the more popular items include: sports memorabilia, trips, appliances, jewelry and rounds of golf. Remind attendees in advance to bring their checkbook! There are four main ways to get these items:

1. Donations. Contact companies you and your committee members know and/or have a passion for what your organization is trying to accomplish. They all want more business, so think of ways to thank them such as exposure in marketing materials.

2. Purchase them. Buy items at wholesale and sell them at retail and double your money. 3. Packaging. Combine items together into a package to create more value. For instance, package a two night

hotel stay with two round trip airline tickets and two rounds of golf in Myrtle Beach. 4. Auction Companies. Contact auction companies who will give you sports memorabilia on consignment. There

is no risk to you. They ship it to you at no charge, then give you a minimum bid. Whatever dollar amount you collect over that number, you keep. If you don’t sell it, then send it back.

The Crossings recommends the auction company the Gavel Group www.gavelgroup.com. Time is money!

Again… The key is good prizes and good planning. Designate an Auction Chairman who focuses on the auction and makes it successful. Also, require each committee member to bring in certain number of raffle prizes. Think of all the people that you know…and they know…prizes are at your fingertips. Don’t do it alone – it pays to delegate!

NOTES

http://www.gavelgroup.com/


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Step #4 Marketing Your Event Why is Your Event Special? There are millions of golf tournaments every year, so you must think in terms of how you will make your event different and memorable. You want to show the golfers and sponsors a return on their investment with an appreciation of their time and money. It all begins with marketing your event months in advance. You need to create energy or a “buzz” about your golf tournament. Choose a Theme You can easily create “wow” factor by incorporating a theme that touches on each portion of the day. Start by choosing a name and an event logo. Remember to appeal to all six senses – sight, smell, taste, touch, sound and uniqueness.

Luau Theme Example: Steel drum band during registration, fresh leis for all golfers, Hawaiian pin flags, Hole in One prize of a 7-day golf trip to Oahu, Hawaiian-themed buffet dinner, pina coladas with umbrellas and pineapple slices, Hawaiian theme centerpieces with tropical flowers, Hawaiian props & décor such as palm trees at registration, on tee boxes and in the banquet room.

Other Theme Ideas Hollywood, Las Vegas Casino, Southwestern, wine, cigar, Holiday, Vintage Golf, California, Tokyo, 20s, 30s, 40s, 50s, 60s, 70s, 80s… Other Buzzworthy Additions Create “Raving Fans” for your event by going “Above & Beyond” the status quo. Make sure to publicize these additions in your marketing collateral!

1. Chargers or Budweiser girls 2. Helicopter ball drop 3. Million dollar shot on the 18th hole 4. Memorable tee-prizes 5. Celebrity presence 6. Trick shot artist 7. Caddies or Forecaddies 8. Valet parking 9. Pro-Am or Celebrity-Am 10. Band 11. Entertainment


12. Lodging options (nice hotel) 13. Transportation options (chauffeured car) 14. Efficient/seamless execution 15. Timely, entertaining awards reception 16. Open bar or golf shop tab

Collateral You will need to create a save-the-date card/email, flyer, invitation, brochure and/or registration form depending on the purpose of your event. Consistency and branding count, remember to use one or two fonts and stick with them throughout all your pieces of collateral. Each should include a combination of the following:

1. Tournament name & logo with organization contact information 2. Date and time of registration and the event start time 3. Location of course with map, contact information/website and course amenities. The Crossings will allow you to

use the course logo and professional photographs with written permission. 4. Information about the event (who, what, why) 5. Information about the organization 6. Price per Player or Discount for Foursome 7. What it includes (i.e., lunch, goodie bag, entry into hole in one contest) 8. List of contests and prizes, if noteworthy 9. Place for name, address, phone and email address of the attendee 10. Place for golfers handicap and shirt size (if necessary) 11. How to register 12. How to pay and payment methods (require all payments in advance and create sound financial records,

especially if working with 501 c3 for auditing purposes) 13. Registration deadlines. Familiarize yourself with the requirements in the contract with the golf course as to

when you need to report your final numbers. Make your registration deadline for your golfers at least a week before the course requires your final numbers. This will ensure accountability of every golfer well in advance and you will not owe the course for additional golfers that may not show.

14. Schedule of events 15. Website if applicable (if not, we will create one for you!)

Make it easy to sign up and they will! Combine the mailer with a personal touch such as a phone call, as is will help increase participation. Develop a Website The option to sign up online makes it easier for the computer savvy golfer. You can also include more information and links such as golf course facts, photos, links to your organization’s website and the golf course website, sponsor logo and information and photos from prior years. You can even accept payment online.

EXAMPLE: http://www.birdeasepro.com/Golf

COST: $299 + $99 sitebuilding

http://www.birdeasepro.com/Golf


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Mailing List/Email List Make sure your mailing list is current and up to date. Call and write to all sponsors as soon as the date is set so they can begin planning, too. Send a “save the date” email to all golfers who participated in last year’s event and encourage them to bring a guest. Send email reminders on a regular basis to those who haven’t sign up yet. Partner with other organizations and have them send out information on your event to their database. Give Yourself Time Begin selling your event before the last event ends. Don’t be afraid to set your date 12 –14 months in advance. Give people early deadlines and incentives for signing up early – it will save you time and stress in the future!

“If you watch a game, it’s fun. If you play at it, it’s recreation. If you work at it, it’s golf”

-- Bob Hope, Movie Actor & Comedian

Step #5 Food & Beverage Hamburgers or Filet Mignon? Food and beverage is a vital component to the success of your event and there are many options for you to choose from. Tailor your choices based upon your clientele, the event goal, time constraints and budget. Work with the golf course catering department to find out all of your options, and have them assist you in making your decisions. Hosted or Cash? You must decide what you are hosting and what you would prefer your guests to pay for on their own. Make sure to keep your budget and goals in mind, and clearly communicate to the golf course staff what your requirements are. There are a myriad of options to assist you with cost control, such as hosting a bar only up to a certain dollar amount, providing drink tickets or finding sponsorship dollars to cover meals and drinks. Food & Beverage Options – Before Tee Off There is no doubt your golfers will want something to eat before they tee off. Depending on your tee time, you will want to consider offering breakfast or lunch before the event goes out.

1. Continental/Deluxe Continental Breakfast. This is usually set up as a buffet near registration. 2. Box Breakfast or Box Lunch. These boxes are placed on the golf carts for each player about 30 minutes before

they are set to tee off and are usually heartier than the continental breakfast option. Golfers will usually eat as they are waiting or take it with them “to go.”

3. Buffet Breakfast or Lunch. Typically set up on the patio or banquet room an hour before the scheduled tee time. This is a great option if you are hosting a meeting before the tournament or want to give your golfers a full meal.


4. Outside Catering. Sometimes you may have a sponsor who would like to provide a meal for your golfers before the round, such as In-and-Out Burger. Be sure to ask the golf course if they allow this, and what steps need to be taken in advance such as acquiring a health and catering permit or any necessary fees. The Crossings at Carlsbad allows outside catering and has a list of Outside Food & Beverage Guidelines per your request.

5. Outside Drinks. You may also have a sponsor for drinks. Again, be sure to ask the golf course if they allow this and if so, make sure you know the steps that need to be taken in order to coordinate the drinks and any fees associated with it. At The Crossings, we do allow this for a fee and the Outside Food & Beverage Guidelines are available per your request.

Should you choose to not offer any of the above, the golf course restaurant and snack bar should be open for individuals to help themselves, but make sure to ask the golf course in advance to be certain. When determining your number of eaters, don’t forget to account for your volunteers! Food & Beverage Options – During Tournament Your golfers will be on the golf course for over 5 hours, so you need to consider how you are going to keep them hydrated and fed.

1. Beverage Cart. A beverage cart will be driving around the course throughout the day with both non-alcoholic and alcoholic drinks and snacks, as well as tobacco. Make sure to ask your golf course contact how many there will be and what items they are stocked with and what the limitations you require (if any).

2. Snack Bar. Typically, there is a snack bar located at the turn, or other visible area on the golf course for your golfers to grab a quick something.

3. Live BBQ. This is a great choice to offer BBQ items right off the grill as golfers pass through. 4. Outside Food & Beverage. After you clear it with the golf course, you may want to have a sponsor set up at

one of the holes serving food samples and/or tubs of drinks located on the golf course. 5. Drink Tickets. As a fundraising tool, you can sell the tickets at a higher price than you are being charged for

drinks by the course. 6. Margarita/Specialty Drink Machines. This is great fun to have stationed on one of the holes!

Food & Beverage Options – Post Tournament Golfers will be very hungry after a half day on the golf course!

1. Themed Buffet. Keeps the dinner light and fun, yet filling. Buffets allow a large group with many different likes and dislikes for each person to have their choice of food items (you can’t please all of the people all of the time). Usually golfers are seated at rounds of 8 – 12.

2. Hors D’oeuvres. This is a good choice if you are going to a formal dinner at another location afterward or you want to create a more casual ambiance. Instead of banquet tables, ask the course the provide cocktail tables and stools (extra fees may apply). Provide 4 – 6 pieces per person for light hors d’oeuvres and 8 – 10 pieces per player for heavy hors d’oeuvres. Keep in mind that golfers will be very hungry and you don’t want to run short! If you do decide on this option, be sure to provide a full meal prior to play.

3. Formal Plated Meal. Perhaps you have an elegant plated 5-course meal with a wine pairing and cigars. This is a great choice for a high-end event – more service and more time-consuming.

4. Meal Stations. Stations are located around the room, including a carving station. This especially works well for themed events. This will give your guests a wider variety of dishes and set up an atmosphere for mingling with other employees or client networking.

5. Donated Wine. You may be able to bring in wine for a corkage fee. 6. Ice Sculpture. Add a company logo or just make martinis! 7. Chocolate Fondue Fountain. Who doesn’t enjoy this?!


“Variety is the soul of pleasure” --Aphra Behn, English Writer

Spice Up the Awards Banquet The awards ceremony is the lasting impression from a golf tournament in the golfer’s mind. Was the food good? Were there good prizes? Did I have a good time? For this reason, the awards ceremony and banquet should be fun, memorable and no longer than a couple of hours. This is also your chance to raise money. Invite the spouses of the golfers and other industry networkers and charge a “reception only” fee for these attendees. Here are some ideas to spice it up.

1. Live Band. Live music makes an event fun, upbeat and memorable. If you have a theme, choose music that fits such as a Dixieland Jazz Band for a New Orleans theme.

2. Centerpieces/Room Décor. If you have a theme, this is the time to play it up! For instance, for a Hollywood theme provide a red carpet and stanchions leading up to the banquet room. Pick centerpieces with silver accents and miniature clapboards.

3. Entertainment. What about having a celebrity look-a-like, cigar roller, roving magician or a caricature artist to add to the occasion? Talk about memorable!

4. Photography. Have a photographer take candid photos and post on your website. You can use the photos to add to your website and generate excitement for next year.

5. Allow sponsors to say a few words. This gives more value to their sponsorship. 6. Silent and Live Auctions. Invite spouses to dinner, as this becomes a bigger audience for fundraising. Make

sure to serve alcohol for this one!

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Step #6 Know Your Role

Recruiting Committee Members Golf tournaments are enjoyable, and there are plenty of volunteers who would love to get involved – they just need to be asked! Most prospective committee members can be found within your industry, your family or on your board of directors. When recruiting volunteers, give them a specific duty, tell them your goals and instructions and hold them responsible for their obligations. Put everything in writing so there is no confusion on either side. Creating a Job Description for each member of the committee, this may sound time consuming, but be a lifesaver as the event progresses. It is also important to reward committee members with gifts, incentives, exposure and recognition; especially those that have a goal to reach (sponsor chairman, auction chairman, etc). But remember; no one plays golf for free. Treat them right and they will be happy to help again at future events as it can be a very rewarding experience. Challenges Let’s face it: it can be difficult at times to work with committees, subcommittees and boards of directors. However, there are solutions! Determine a specific point person for each task based on experience and/or personality. Following are a few examples.

1. Determine who is an “expert” in food & beverage and assign that person to handle the room diagram, menu choices, etc.

2. Put someone who is outgoing in charge of the raffle, has past experience and understands the effort and energy involved in procurement.

3. Choose one point person for golf course, preferably a golfer. If there are multiple contacts, it can lead to miscommunication and opposite opinions and/or directions to course staff. With one point person, it helps to run the event smoothly.

4. Select a committee member who is a graphic designer and works with a printer who will donate their time and services.

Sample Committee Roles

1. Honorary Chairman (Someone Well Known) 2. Tournament Chairman (The Leader) 3. Sponsor Chairman (Sales Manager) 4. Golfer Chairman (Holds Everyone Accountable) 5. Gift & Prize Chairman (Goodie Bags and Tournament Prizes, not Silent Auction) 6. Logistics Chairman (Detail Person) 7. Volunteer Chairman


8. Silent Auction Chairman (Different from Gift & Prize Chairman) 9. Food & Beverage Chairman 10. Marketing/PR Chairman (Promotion)

Recruiting Golfers Golfers are your most valuable commodity. The secret weapon is the 9-4-4 rule: have nine people on your committee be responsible to recruit four people to each bring in a foursome. Give your committee members 4 – 6 months to accomplish their goals and watch the registrations pour in (Golf Tournament Association of America).

9 Committee Members x 4 People to commit to Teams x 4 Golfers per Team = 144 Golfers Total

Ways to recruit golfers (Golf Event Magazine Aug./Sept. 2006) 1. Friends asking friends 2. Businesses asking their vendors 3. Direct mail to a qualified list 4. Advertise to target markets 5. Editorial coverage in targeted publications 6. Media coverage, TV and radio 7. Returning golfers

Communication Good communication with your committee is vital to your event success. Make sure it is abundantly clear who is the decision maker and who is responsible for what. Communication with the golf course staff is equally important. Often, you will be working with a Tournament Director, Catering Director, Sales Director and other staff, so be clear who is the go-to person for what. Also let the golf course staff knows who is who on your committee so they take direction from only the person in charge. Try to be as calm and collected as possible, as it keeps the rest of your committee calm as well!

“The most important trip you may take in life is meeting people halfway.”

--Henry Boye, Writer

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Step #7 Tournament Sponsors = Profitable Funds Secure Sponsors Sponsors are incredibly valuable to a golf tournament. They believe that their company message will benefit your golfers and ultimately lead to increased business. Community exposure, tax write offs, being associated with a good cause and a having a personal relationship with one of your committee members are additional reasons why companies sponsor golf tournaments. They are looking for a return on investment, so show them some. They will pay you for it! Companies that Sponsor Tournaments Not just car dealerships sponsor events. Try hospitals, foundations and other businesses that you and your committee have relationships with. The key is to marry sponsor goals with your clientele. Make a phone call, send a letter (see Appendix D) and be gentle and friendly, yet persistent. Ask them questions about their business goals to see how you can make a match with your event. Remember to plan well in advance to give potential sponsor enough time to budget and plan accordingly. Idea: Know anyone buying a New Car? Dealerships are desperate to sell cars, have them negotiate into the deal, that the dealership sponsors a “Hole–in–one” contest for your event. …Something to think about: What if you can get your event attendees to test drive their new vehicles? Sponsorship Opportunities There are a variety of options for your sponsors to obtain visibility at your golf tournament. Work with the golf course staff and ask about their recommendations on that particular course. Secure a beverage cart, snack bar, drink ticket, bar or meal sponsor. Arrange for the sponsor to pick up the tab for the beverages or meals for your guests. Signage can be placed in the bar, banquet room, in the box lunches, on the beverage cart or on the snack bar noting their logo. Remember, the more visibility you can offer your sponsor, the more value they will receive.

Sponsor Opportunities at The Crossings: 1. Sponsor logo on GPS System 2. Tee box signs 3. GPS Sponsor Appreciation Advertisements 4. Green signs 5. Table and chairs on the tee box so sponsors can physically

be there are network with your golfers


6. Driving range signs 7. Clubhouse 8. Banners 9. Pin flags 10. Drink tickets 11. Scoreboard 12. Logo golf balls 13. Other golf merchandise such as shirts, tees, shoe tote bag, etc. 14. Title, main or presenting sponsors 15. Print sponsor 16. Media sponsor 17. Drink, Meal & Snack sponsor 18. Trophy sponsor

Pricing for Sponsorship Opportunities Keep in mind that pricing out the sponsorship will have to do with your industry as well as your event financial goal. Also be sure to assess the cost of the goods and subtract the amount of the goods from the total revenue you will receive. Sponsorship amounts can range from $20 - $25,000. ~ Request and acknowledge any golf course fees that may go against your fundraising or sponsorship opportunities (ie. banner hanging fees, sign posting fees, etc)

“The greatest pleasure in life is doing what people say you cannot do” --Walter Bagehot, English Economist & Journalist

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Step #8 Day of Play Communicate with the Golf Course (and Vice Versa) As your tournament day approaches, stay in constant contact with the golf course Tournament Director regarding changes to player list and groups. Also, stay in touch with the catering department with your head count for food and beverage related items. Every course has different policies and procedure, so make to stay in constant contact. Remember to account for your volunteers! Also, depending on the number of prizes or product being delivered, the committee may have to arrive several hours before registration opens to make sure everything is set up properly. The golf course is responsible to follow up with you as well. The Crossings will check in with you approximately one month before your event, two weeks, eight days and three days out to make sure we have your numbers up to date. Don’t be afraid to contact the course with any questions at any time. Registration Typically, registration begins two hours before the scheduled tee time. Plan on having everything set up before then, as the time will allow you to make any last minute changes. Most of your golfers will arrive 45 minutes to 1 hour before the scheduled tee time. The Crossings will have golf carts, check in and the driving range set up at least 1 ½ hours before your tee time. Have all your checklists ready (committee checklist, list of responsibilities, pairings list, payment list, prize list, etc.). Do not allow your volunteers to make too many changes from your plans, as this will only complicate everyone’s day and make it seem more fragmented. After the event you will have time to evaluate what could have been improved and make necessary changes for next year. Stay calm, collected and exude confidence. Undeniably, anxiety transfers on to the volunteers and golfers which is unnecessary. Burden the golf course staff with any issues, as we have experience and are here to help! It’s Tee Time Once the tournament has teed off, work with Tournament Director to make sure all golf fees are taken care of. Hope for the Best, Prepare for the Worst As with anything, you can plan a seamless event, but know that there will be factors that will interfere with your plans. Follow weather predictions a week in advance to make sure your players are updated on possible weather related issues (e-mail collection will help you stay in touch with your players). Have a contingency plan in place that you have


communicated to golfers and arranged with the golf course. Be sure to ask questions to make sure you know all your options and talk with all volunteers so that all questions about weather related issues will be answered in the same way. Stay organized, this will keep you from being over busy, and less productive. At the End of the Day Create a post-event checklist. Don’t leave anything behind or make special arrangements for pickup for items such as banners, sponsor signs, etc. Make sure to pay the golf course and collect all receipts.


Step #9 Post Event

Give Credit When and Where it’s Due Write “Thank You” letters and make phone calls to your sponsors, VIPs, volunteers, key staff, meeting planners, supervisors, etc. Find out if they want to participate next year and secure them now. Wrap-Up Meeting Have an event wrap up meeting with your committee no more than a couple of weeks after the event so everyone’s minds are fresh. Involve the course staff if necessary and be sure to secure a date for next year’s tournament. Feedback from Golf Course, Guests and Volunteers Survey your players and take notes on adjustments for future events. Players will feel like you truly care about their opinions, especially if they return next year and have implemented their suggestions. In addition, share with the golf course of what we did right, wrong and how we can improve for next year. This will not only build momentum and create a stronger relationship, but it may also create motivation to begin planning next year’s event even sooner. Everyone Loves a Winner Don’t be afraid to brag about your accomplishments in a post-event newsletter to clients, employees, participants and especially those who were unable to make this year’s event.

“I don’t know the key to success, but the key to failure is trying to please everybody.”

--Bill Cosby, TV Actor

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Appendices

A. Tournament Planning Timeline

B. Day of the Tournament Timeline

C. Questions to Ask Tournament Director

D. Sample Donation Letter

E. Golf Etiquette

F. Basic Golf Terminology

G. Survey/Questionnaire

H. Sample Price List of Merchandise from The Crossings at Carlsbad (subject to change)

I. Golf Tournament Frequently Asked Questions – The Crossings at Carlsbad


Appendix A Tournament Planning Sample Timeline

Excerpted from Corporate Meetings Incentives Magazine www.meetingsnet.com and amended by The Crossings at Carlsbad 6 months – 1 year out

Know the goal of the event Determine budget Decide on golf course Meet with person responsible for golf event at host facility Estimate number of participants Negotiate/sign contracts with the golf course Sell sponsorships, if applicable Build tournament collateral/website Secure event sponsors Build committee, job descriptions, goals & incentives

6 months out

Book celebrity or guest professional Book entertainment Discuss tournament format, special contests and day’s schedule Design event logo Book transportation Send save-the-date cards

3 – 4 months out Order logo items, awards, gifts Finalize celebrity’s needs Finalize schedule of events Determine food & beverage needs Schedule photographer Send invitations or registration brochures Create weather contingency plans Purchase “Hole in One” insurance

1 – 2 months out Finalize the format Make initial pairings Finalize food & beverage Confirm tee times/Shotgun Start Time Check on status of special order awards and gifts Communicate rules sheet info to golf course Order banners, tee signs and any other signage Decide on Master of Ceremonies for awards presentation

http://www.meetingsnet.com/


1 – 4 weeks out

Finalize pairings & Create goodie bags Give final numbers to golf course Inventory all gifts and prizes Create duties and schedule of events timeline for the day of the event Reconfirm all outside suppliers Have final meeting with the golf course staff (catering & golf)

Appendix B Day of Tournament Sample Timeline 9:00am Committee Members Arrive/Set Up 11:00am Registration Begins;

Committee Members checking in players, distributing goodie bags, greeting guests Golfers are warming up on the driving range, putting contest, eating lunch, socializing

12:00pm Welcome Announcements 12:40pm Call to Carts 12:50pm Drive Out to the Holes 1:00pm Tee Off 1:45pm Non-golfers break to their event (clinic, spa treatment, etc.) 6:00pm First Groups Exit the Course 6:00pm Cocktails, Hors D’oeuvres & Silent Auction 6:30pm Rest of the Group Exits the Course 7:00pm Buffet Open 7:30pm Dinner & Awards Presentation 7:45pm Raffle Drawing & Silent Auction Winners 8:00pm Event Concludes


Appendix C Questions to Ask the Golf Course

1. What dates and rates are available? 2. What do the fees include? (Driving range, locker room use, pairings, valet parking, gratuities, course

contests, wireless access, scoring of event, etc.) 3. How difficult is the course and how can it be adjusted to accommodate each event? 4. What are the course conditions during the season I want to book an event? 5. What is your rain out/cancellation policy? 6. Is there a pro available for clinics? 7. When is the contract and deposit due? 8. When is the final minimum player count due? 9. Is there a liability clause in the contract? 10. Do you have enough rental clubs for our group? 11. Can you provide signage, banners, and merchandise for us? 12. How many golf carts do you have? 13. Do you have locker rooms? 14. What tournament services are available? 15. What rules do you have for bringing in outside merchandise, beverages, food, sponsor items, etc.? 16. Number of parking spaces? 17. Will you book multi-year contracts? 18. What sets your golf course apart from the competition? 19. Why should we book our event with you? 20. How much support will your staff offer our committee before, during and after the event? 21. What is the policy on tipping your event staff? 22. How creative can you or your superintendant get with setting up the course for contests? 23. What is your current tax and service charge? 24. Are there any extra fees for hanging banners or setting up stations? 25. Is there anything I haven’t asked that I should know?


Appendix D Sample Donation Request Letter

[LOGO/EVENT NAME] Date Contact Name Title Organization Address City, State Zip Dear Contact Name, We are excited to announce our Fourth Annual Charity Golf Tournament on October 17, 2012 at COURSE X. This event has raised needed funds to assist us in our mission to help the community. Our organization has been helping X community for the past 15 years. We assist many groups throughout the area. Every year many golfers participate, have great time and contribute to our worthwhile cause. A big part of the fundraising event is our raffle and auction. Both of these activities raised a substantial amount of our support. We need your assistance in making this year’s event the biggest and best ever. Please consider donating items to our golf tournament, raffle and auction. Your donation is needed to help us reach your goal. We can use anything you are willing to donate. Our goal as an organization is to provide your company added exposure as well as raise awareness and funds for our organization. We will list your company on the tournament brochure, put up a sign with your name on it and mention your company at the awards ceremony. Please review the enclosed brochure on our organization and if you have any questions please feel free to give us a call. A representative from our organization will be calling you soon to see how we can give your company more exposure and how you might be able to assist. We need all donations by September 15, 2010. Thank you for your consideration. Sincerely, Your Name Contact information Address of where to send the donation to


Appendix E Golf Etiquette

Unlike other sports with a referee or a judge, you’re on your own on the golf course. Players are held accountable for their own behavior and rules on the green are strictly enforced. The following tips from the United States Golf Association (USGA) demonstrate a sampling of the common rules of golf etiquette.

Players should not play until the players in front are out of range

Players should always alert golfers nearby or ahead when they are about to make a stroke that might endanger them

Players should always show consideration for other players on the course and should not disturb their play by moving, taking or making any unnecessary noise with such things as electronics.

Players should not stand close or directly behind the hole when a player is about to play.

Everyone driving or riding in golf carts is to abide by the cart rules for that day Typically, golf attire consists of Bermuda-length shorts, collared shirt and non-metal spike shoes. In addition, golfers should fill all divots with sand mix, repair ball marks and rake bunkers. It is also important for golfers to keep up with the group in front of them as to not slow play.


Appendix F Terminology

19th Hole – the bar 90 Degree Rule – carts must follow path and veer off only to reach the player’s ball. Stay out of the fairway as much as possible. Ace/Hole in One – very happy player Away Etiquette – means the ball farthest from the hole is played first Birdie – when a player completes a hole one stroke under par Bogey – when a player completes a hole one stroke over par Bunker – a deep sandtrap Drive – the shot off any tee Dogleg – a crooked or angled hole layout Eagle – when a player completes a hole two stroked under par Fairway – the mowed part between tee and green Foursome – a group of four players, standard play in tournaments Green – the finely mowed spot housing the hole Handicap – a rating system based on the player’s average score Hazard – can be water or other obstacle Long Game – a person’s play from the tee to the green Par – the number of recommended stroked it takes to complete a hole and/or course. Holes are either par 3, 4 or 5 Pin and Flag – the hole marker on the green Putt – shots taken on a green to get the ball in the hole Practice Range – warm up area using irons and drivers Putting Green – warm up area using a putter Ranger/Marshall/Player Assistant – the person who controls the pace of play Ready Golf – allows players to hit their ball when ready vs. “away” etiquette. It promotes the best pace of play for amateur tournaments. Rough – the unmaintained area lining the hole (woods, tall grass, bush) Sand trap – An area on the course that is filled with sand making it difficult for golfers to finish that hole Scratch – 0 handicap (an excellent player) Short Game – the play around the green Shot – any stroke made on the fairway Signature Hole – the hole the course is most proud of, it may have a great history, an incredible view or be the most challenging. Slope – a rating system for course difficulty. The higher the rating, the more difficult the course Tee – the starting point Tee Time – the time you are to start play Yardage Book – a hole-by-hole description of the course with recommendations on how to play the holes


Appendix G Sample Survey/Questionnaire Dear Golfer, Thank you for playing in our recent golf tournament. Please give us your advice. We want to produce the best golf event possible with your input we can accomplish our goal. Please take a few minutes to answer the question below. When you return this questionnaire, we will send you a free sleeve of golf balls. Name______________________________________________________________________ Address____________________________________________________________________ City______________________________State______________Zip_____________________ Phone_________________Fax__________________E-mail___________________________ Handicap__________ When playing in a tournament what are your favorite contests? Shirt Size__________ 1. __________________________________ How often do you play golf?

__________ Per year. 2. __________________________________

3. __________________________________ List your favorite golf courses.

4. ___________________________________ 1. _____________________________ What is your favorite tournament format? 2. _____________________________ 1. 2 Man Scramble 3. _____________________________ 2. 4 Man Scramble 3. 2 Man Best Ball How many tournaments do you play per year? 4. 4 Man Best Ball _________ 5. Individual 6. Shootout Why do you play in tournaments? (Circle 1 or more) When would you rather play? Morning or Afternoon

1. For Charity. Monday-Thursday 2. For the competition. Friday-Sunday 3. For business contacts. Winter 4. Because a friend asks you. Spring

Summer What is the price range of the average Fall tournament you play in? Please list any friends that you think might

1. $50-$100 want to be informed of an upcoming golf 2. $100-$200 tournament: 3. $200-$300 4. $300-$500 Name__________________________________ 5. $500 + up Address________________________________


Appendix H Sample Merchandise List from The Crossings Golf Balls: Pinnacle with logo: $4 per sleeve PROV1: $13 per sleeve TaylorMade Penta: $13 per sleeve Apparel: Adidas Logoed Golf Shirt: $24.95 Adidas or Imperial Cap: $15.95 Sundries: Ball Markers: $4 Ball Markers with Hat Clip: $6 Accessories: Towel: $13.95 Brass Bag Tags: $3 engraved with players name, tournament title, etc. *All items and prices are subject to change.


Appendix I Golf Tournament FAQ’s Will the deposit be deducted from the final bill? Yes, unless you tell us otherwise or require an irregular payment schedule, which must be approved by the General Manager. What tournament services does the golf property provide on the day of the event? On your tournament contract, a list is given of all the items included for your event. To add additional items, please see Amy Tilley. Additional fees may apply. Will the golf course hang banners and put up signs for us? Yes, at no charge; as long as they are in good taste and by placing these out we don’t damage the course, clubhouse, or any property. Events are responsible for their own signage, The Crossings can offer recommended vendor to assist with your event. Will the course set up the foursomes and provide scorecards and cart signs? You provide the foursomes and we will provide personalized scorecards and cart signs. We have an excel spreadsheet template that you may use to set up your pairings. Contact Nick Becks, Tournament Director at 760.444.1833 or [email protected] to receive a copy. Can you assist with tee prizes, trophies, merchandise, banners, sponsor signs or hole-in-one insurance? Yes! Contact Nick Becks, Tournament Director at 760.444.1833 or [email protected] to receive a quote. Do you have GPS and is usage included in our tournament package? Yes. Full color Uplink GPS is included in the fees. Is there a player minimum, and what happens if we do not meet it? The Crossings at Carlsbad does not have player minimums. Under most circumstances we allow tee-time groups or shot gun starts all seven days of the week. If your numbers change from what is listed on the contract, we ask that you please let us know ASAP so we can properly accommodate your group as well as our daily fee golfers. You will be responsible for the number of golfers that you communicate to us. The minimum for a full course buyout (meaning your group is the only group on the golf course for the duration of your event in a particular daily hemisphere, 8am or 1pm for example) is 120 golfers. On some occasions (weekdays, shorter daylight hours) the course may offer a full day, full course buyout for 144 golfers with General Manager’s approval. How many days before the outing date can the event be cancelled and how much (if any) of the deposit will be refunded? When is my final player count due? A group which cancels/reduces any number of players a minimum of 60 days in advance of your tournament date will receive a full refund for the total number of players cancelled/reduced. A group which cancels/reduces 31 – 59 days in advance of your tournament date will receive a 50% refund for the total number of players cancelled/reduced. Final number of players must be guaranteed 14 days in advance a group may cancel/reduce up to 10% of the 30-day guarantee 4-29 days in advance. Reductions made within 3-days will receive no refund. Modifications to these group terms and conditions may be approved by your event coordinator or General Manager.

What is the dress code? Bermuda length shorts and collared shirts. No denim, t-shirts, cut-offs, athletic shorts or metal spikes, please. Are spectators permitted? Yes. Please speak with the Tournament Director in advance to make arrangements. Sometimes a liability waiver might be required. All persons driving golf cars must be at least 18 years old, have proof of insurance and driver license.


What is the inclement weather policy? No matter what the weather forecast says (rain, wind), we ask that your group still comes out to the golf course and please wait to see if the weather improves. If it is a downpour and/or thunder and lightning, we will bring your group in from off the course and start your buffet early. In the case of severe inclement weather the course will work with your group to either rebook the golf event at no additional cost or extend weather checks to your participants. These courses of actions will be determined by Tournament Director, Sales & Marketing Director and Director of Golf. Will there be extra carts available for volunteers? Yes, but based on availability. Rental fees may apply. Please contact the Tournament Director to make arrangements for extra carts. Who is responsible for course, golf cart, facility or adjacent home damages? The tournament group and individual golfer are responsible. Event liability insurance is available. Please Contact Nick Becks, Tournament Director at 760.444.1833 or [email protected] to make arrangements. Do you allow outside donated food or beverages? Yes. Please see our Outside Food & Beverage Guidelines for the fee structure and details. For a small per player fee, The Crossings at Carlsbad staff will gladly provide ice, manage your drinks and outside food and beverage. All proper local, county, state and federal health codes and alcohol and tobacco laws and regulations will apply. Are there any setup or breakdown fees in the clubhouse or on the course? Yes and no, this depends on your event, the day of your event and what is needed by your event. Some service is included in your tournament package and sometimes additional fees might occur if abnormal labor or equipment rentals are necessary. This can be the case if you need umbrellas or pop up tents (we only own a few of each) on each hole or if you would like to reserve the banquet room during peak time Friday to Sunday during wedding or holiday party season. Are locker rooms and showers available to participants? Yes. Please contact Nick Becks, Tournament Director at 760.444.1833 or [email protected] for details. We require a credit card or driver’s license to ensure the return of the towel and locker room key. Are there any room rental fees? Included in your food and beverage package is up to two hours complimentary in our banquet room. Each additional hour is $500*. Fee may be additional if during peak time Friday to Sunday during wedding or holiday party season. Our catering sales manager can explain all additional options.

Is there an extra charge for servers? Yes or no, basic service is included in your tournament/food and beverage packages. There might an additional fee or bar minimum for an additional beverage cart, stand alone bar, tray passed hors d’oeuvres, etc. Our catering sales manager can explain all additional options. When is the final payment due? Seven (7) days before your event for Food & Beverage, Three (3) days before for golf. Unless approved otherwise by your event coordinator and the General Manager. How does tax and service charge work? *A service charge of 21% will be added to all food and beverage and food and beverage services rendered. These fees and the gratuity are also subject to the current state sales tax of 8.0%. In regards to golf, only items purchased in the golf shop will be subject to the state sales tax. Golf event gratuity is included with the green fees and green fees are not a taxable item in the State of California.


When should my players arrive? We suggest players arrive no more than 2 hours before and no less than 30 minutes prior to their scheduled tee time. How do I receive more information? To arrange a site visit or book a tournament, please contact Amy Tilley, Director of Sales & Marketing at 760.444.1844 or [email protected]. *items or prices subject to change

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