Lessons from 10 Years of Running a Golf Tournament

As we prepare for our 10th Annual Golf Tournament, I’ve been reflecting on what actually makes these events successful year after year.

After 23 years in the nonprofit sector—starting in event planning and now as an Executive Director—I can say this clearly: golf tournaments are complex. The difference between a stressful event and a smooth one comes down to systems, structure, and consistency.

One tool that has helped us is Zeffy—not as a “solution,” but as a flexible platform you can adapt to how your event actually runs.

For example, you can either:

• Combine everything into one campaign (sponsorships, registration, add-ons, auction), or

• Separate each piece into its own campaign

Here are examples of my Golf campaigns:

Golf Sponsorship: https://www.zeffy.com/en-CA/ticketing/10th-annual-david-rennie-memorial-golf-tournament-sponsorship

Registration: https://www.zeffy.com/en-CA/ticketing/9th-annual-david-rennie-memorial-golf-tournament

(In the question section, it asks if they want to donate a prize or auction item)

We choose to separate. Our registration sells out within an hour, so we need to actively monitor it when it goes live. Keeping it separate gives us better control. There’s no one right way—but whatever you choose, make sure it matches how your event operates, not the other way around.

We also run an online auction one week before the tournament. It’s tied to the event but open to the broader community. This has helped us build momentum ahead of the day, increase fundraising revenue and engage people who aren’t golfing.

One lesson I’ve learned: consistency is everything. Events fall apart when too much knowledge sits with one person or changes year to year.

That’s why I created Event MASTERS—a working guide that outlines everything an event coordinator needs to run the tournament. It’s not static; it evolves each year, but it ensures the event can be delivered consistently, regardless of who is leading it. I have even included expectations, such as adhering to timelines, keeping information in the MASTER up to date at all times, and communicating with me, the committee, sponsors, and golfers. This allows me to focus on my role rather than hand-holding the coordinator through the event planning process- because it's not just a fundraiser, it's about very important relationships the organization has built over the past two years!

As a Zeffy Ambassador, I am happy to share my MASTER with you to help you get started or begin building consistency. https://docs.google.com/spreadsheets/d/1SdP0wpqZxxS7HNTMnI4gbaBGESKhn93DESviKwlCJmo/edit?usp=sharing

If you’re planning a golf tournament, my advice is simple:

• Build systems early

• Match your tools to your reality

• Document everything

• And plan for consistency, not just execution

Happy to share more with anyone working through this—these events are worth getting right.