HANDBOOK
(877) 438-9572 • younglife.org
Printed in U.S.A.
YL-2248 • 0213
Young Life © 1996
Revised and printed Feb. 2013
Copyright © 1996, 2013 by Young Life. No part of this handbook
may be reproduced in any form without written permission in
advance from Young Life.
HANDBOOK
Golf Event
Planner
… There’s nothing
better than a great day of
golf to benefit a great cause.
A day out on the links with
good friends and fellowship is
hard to turn down, and when the
proceeds go toward helping local
kids, the offer is even more inviting.
Young Life golf tournaments and
marathons continue to be successful,
annual events in many Young Life
communities across the nation.
Here’s an ideal opportunity to raise
a significant portion of your annual
budget, spread the news about your Young
Life area, and have fun doing it. But
realizing results like these takes strategic
planning, organization, and plenty of hard
work and prayer.
Regardless of your experience planning a
golf event, or even serving on a Young Life
committee, please take time to browse through
this handbook. It is designed to be a helpful and
practical resource in planning this very significant
and purposeful event — a tool for advancing your
golf tournament to a new level of creative and
organizational excellence.
contents
TABLE OF
PART 1 A Game Plan for Every Successful Golf Event
Five Good Reasons to Host a Golf Event ............................................................................. 4
Planning the Right Kind of Event for Your Area .................................................................. 5
Best Event Worksheet .......................................................................................................... 6
Choosing the Best Time for Your Event ............................................................................... 7
Best Time Worksheet ............................................................................................................ 8
Selecting an Ideal Location .................................................................................................. 9
Best Location Worksheet .................................................................................................... 10
Bringing Together the Key Players ..................................................................................... 11
Timeline for Planning Your Golf Event .............................................................................. 13
PART 2 How to Plan a Traditional Tournament
The 18-Hole Golf Tournament ........................................................................................... 15
Recruit Foursome Hosts ..................................................................................................... 15
Invite Guests ....................................................................................................................... 16
Generate Sponsors .............................................................................................................. 18
Organize Prizing ................................................................................................................. 22
Set Up Registration System ................................................................................................ 23
Develop Creative Incentives ............................................................................................... 24
Organize Post-Play Celebration .......................................................................................... 26
Plan Follow-Up Strategy ..................................................................................................... 28
Ideas for Expressing Special Thanks to Sponsors ............................................................... 29
Learn From Field-Tested Ideas .......................................................................................... 30
PART 3 How to Plan a Golf Marathon
Delegate Committee Assignments ...................................................................................... 31
Select Date and Place of Marathon .................................................................................... 31
Determine Course Logistics ............................................................................................... 32
Solicit Corporate Sponsors ................................................................................................. 32
Prepare Brochures .............................................................................................................. 33
Recruit Players .................................................................................................................... 33
Process Player Registrations ............................................................................................... 34
Track Sponsorship Commitments ....................................................................................... 36
Arrange Meals and Snacks .................................................................................................. 36
Put Together Goodie Bags and Player Gifts ...................................................................... 36
Organize Format and Prizes ............................................................................................... 37
Gather Supplies for Event Day ........................................................................................... 37
Set Event-Day Agenda ........................................................................................................ 38
Organize Post-Play Celebration .......................................................................................... 38
Plan Follow-Up Strategy ..................................................................................................... 38
Learn From Field-Tested Ideas .......................................................................................... 39
APPENDIX Golf Tournament/Marathon Procedures ............................................................................. 45
Mixed-Fee Tournament ...................................................................................................... 46
Golf Brochure Sample ........................................................................................................ 48
Potential Sponsors List ....................................................................................................... 50
Auction Item Information Sheet ......................................................................................... 51
Golf Tournament Evaluation Form ..................................................................................... 52
PAGE 4
HANDBOOK
®
PART 1 —
A gAme PlAn foR eveRy successful golf event
FIVE GOOD REASONS TO HOST A GOLF EVENT
Before we describe all the hard work that goes into planning an excellent golf tournament or
marathon, we’d like to mention several of the benefits this event can bring to your area. A well-
done golf fundraiser can help your area:
•RaiseSignificantMoney— Maxi mizing the potential of this fund-raising tool can
significantly boost your area’s financial health. As a well-defined component of your
committee’s overall
Taking Donors Seriously
®
(TDS) strategy and plan, your golf
fundraiser can become a highlight of your calendar and fiscal year. By incorporating the
principles of TDS, your golfing event can proceed with clarity, meaning and realistic
purposes.
•HaveFun—Young Life is fun so Young Life fundraisers should be fun. Here’s an ideal
opportunity to invite a community to enjoy a day of recrea tion — all so that kids can hear
the Gospel. Your Young Life golf event can be an activity that people look forward to
every year — an event not to miss.
•GettheWordOut— Potential donors need to know what Young Life is all about, and
a golf course is the perfect place to informally tell others about the ministry. Modeling
a Young Life principle, a golfing event is rela tional. It’s casual and it’s social — a non-
threatening way to introduce new, potential donors to Young Life and to remind your
faithful existing donors that their support truly matters.
•ProclaimtheGospel— A golf fundraiser can lend itself to sharing the Gospel
indirectly. In all aspects of your event, from planning and organization to golf etiquette,
let your actions be a refreshing
reflection of Christ’s servant attitude.
Undergird everything you do with
prayer.
•ConnectDonorstoMinistry—
For some donors, a Young Life
golf event is currently their only
connection to the ministry. It’s an
event they enjoy for a cause they’ll
gladly support. Golf fundraisers
are also a good connec tion to area
businesses since golf is such a popular
form of recreation in the corporate
community.
PART 1 GAME PLAN
HANDBOOK
PAGE 5
®
PLANNING THE RIGHT KIND OF EVENT FOR YOUR AREA
(TRADITIONAL TOURNAMENT OR MARATHON)
You’ve decided to host a fund-raising event centered around golf, but now you have
several options in planning the details of such an event. Which format will you use — the
traditional golf tournament or a golf marathon? Should you have a dinner banquet or a
simple reception at the end of the event? Should you include an auction in the festivities?
The options are numerous, but your committee should plan a golf event that best fits your
community and resources.
PART 1 GAME PLAN
THE TRADITIONAL TOURNAMENT
Features
• Foursomes or individual golfers pay entry
fees to participate.
• Teams play 18 holes of golf.
• Players register gross/net scores.
• Prizes for top foursomes.
See part two for details and ideas for
hosting a successful golf tournament.
Benefits
• More opportunity to build relationships
with players and potential Young Life
donors and volunteers.
• Easily understood.
• Anybody can play.
• Preferred by better golfers.
• Takes five to six hours to complete (more
convenient time commitment for golfers).
• Encourages team spirit and friendly
competition.
• Corporate team sponsor opportunities.
VariationsandConsiderations
Best Ball Four-Man Scrambles with
Shotgun Start
• Everyone begins and ends at the same
time.
• All skill levels are welcome.
• Team-building, team spirit.
• Time problems minimized.
Flights
• Organized by team handicaps.
• More winners as a result.
• Weaker teams compete against one
another.
Golf in the Dark
•Threesomes or foursomes pay entry fee to
participate.
•Teams play nine holes of golf using glow-
in-the-dark balls.
•Format uses executive golf course.
•Less expensive.
•Unique format — opportunity for less
serious golfers.
•More players are available to participate in
the evening hours.
THE GOLF MARATHON
Features
•Golfers play 100 holes of golf or more in
one day.
•Young Life rents golf course for entire day.
•Each golfer gathers individual per-hole
sponsors.
•All skill levels are welcome.
•Prizes for top money raisers.
•Young Life can prepare all correspondence
to per-hole sponsors to minimize golfer
responsibilities.
Benefits
•Doesn’t cost golfer anything.
•Young Life does all the work.
•Income not limited (greater
fund-raising potential).
•Higher income allows for nicer gifts
and trophies.
•Unique and fun opportunity.
•Players remember and enjoy it.
See part three for details and ideas for hosting
a successful golf marathon.
PAGE 6
HANDBOOK
®
BEST EVENT WORKSHEET
Determinethebestgolfeventforyourarea.
How many golfers can we round up?
1-20 21-40 41-60 61-80 80+
How many of these are diehard enough to play in a marathon?
1-20 21-40 41-60 61-80 80+
How much would a course cost for a tournament? ____________________________________
How much would a course cost for an all-day marathon? ____________________________________
Mark on the scale below how important the following benefits are to your event:
TraditionalTournamentBenefits: LessImportant----------MoreImportant
More opportunity to build relationships with players
and potential Young Life donors and volunteers. ____________________________________
Easily understood. ____________________________________
Anybody can play. ____________________________________
Preferred by better golfers. ____________________________________
Takes five to six hours to complete (more convenient
time commitment for golfers). ____________________________________
Encourages team spirit and friendly competition. ____________________________________
Corporate team sponsor opportunities. ____________________________________
GolfMarathonBenefits: LessImportant----------MoreImportant
Doesn’t cost the golfer anything. ___________________________________
Young Life does all the work. ___________________________________
Income not limited (greater fund-raising potential). ___________________________________
Higher income allows for nicer gifts/trophies/etc. ___________________________________
Unique and fun opportunity. ___________________________________
Players remember and enjoy it. ___________________________________
Based upon the answers above, our event will be a ____________________________________.
PART 1 GAME PLAN
HANDBOOK
PAGE 7
®
CHOOSING THE BEST TIME FOR YOUR EVENT
Whenschedulingyourgolftournament:
• Refer first to your area’s TDS Financial
Master Plan.
• Be strategic regarding timing in fiscal year.
• Check availability of golf course and the
banquet facility for post-play celebration.
• Consider your own geographic preferences:
3 Climate considerations.
3 Seasonal green fees.
3 Availability of courses.
3 Other annual tournaments in the
community.
• Plan event for the season opposite your area
fund-raising banquet.
• Be aware of other community events (college
and pro team schedules).
• Respect other nearby Young Life area events
(especially important in cities that are divided
into more than one Young Life area).
• Be consistent year after year and build a
following.
Theearlier,thebetter.
Due to the increasing popularity of golf
fundraisers, scheduling the first one of the
season has several advantages:
• Golfers are eager to get out and play.
• Untapped sponsors are more readily available.
• Personal social schedules are still relatively
open.
• Enthusiasm for the sport carries over to the
ministry.
• Event can be creatively named:
3 “Groove Your Swing”
3 “Take Seven Strokes Off Your Swing”
3 “Swing Training”
PART 1 GAME PLAN
COMMENTS TO CONSIDER
“Fridays are ideal for
marathons, but Mondays
work also. However, not
many courses are available
on Fridays.”
— Barney Long
“We find that scheduling
mid-day tee times is an
effective way to recruit more
golfers, since players can
put in a partial work day at
the office before playing.”
— Bill Bryant
“We have alternated
between weekend and
weekday events. The main
thing is to be sensitive to
when most of your potential
golfers can play.”
— Don Schlander
“Mondays tend to be
the best time for golf
fundraisers, since private
courses are generally
closed to their members
and can be reserved for the
exclusive use of Young Life,
thus building camaraderie
and a feeling that this is
an exclusive Young Life
community event.”
— Mike Sadler
PAGE 8
HANDBOOK
®
BEST TIME WORKSHEET
Determinethebesttimeforyourgolfevent.
OverallTiming
Does this golf event fit into our area’s TDS Financial Master Plan?
Yes____
No____ If “no,” why not? ___________________________________________________
Is the timing strategic with regards to our fiscal year (Oct. 1 – Sept. 30)?
Banquet date: ______________________________________________________________
Dates for other major Young Life fundraisers: ________________________________________
DateoftheEvent
What are available dates for the golf course and the banquet facility for post-play celebration?
Golf Course Dates: __________________________________________________________
Post-Play Celebration Dates __________________________________________________
Are there climate considerations?
_______________________________________________________________________________
Are there seasonal green fees?
_______________________________________________________________________________
What are dates of other tournaments in the community?
_______________________________________________________________________________
Are there potential conflicts with other major community events?
_______________________________________________________________________________
Are there potential conflicts with other local Young Life events?
_______________________________________________________________________________
Long-TermPlanning
Can we be consistent annually if we choose this time?
YES! _______
NO ________ If “no,” why not? ________________________________________________
TheConclusion
Based upon the answers to the above, we have decided to hold the golf event on: ___________ .
PART 1 GAME PLAN
HANDBOOK
PAGE 9
®
SELECTING AN IDEAL LOCATION
Depending on the size of your community, the number of courses available to you will vary.
Here are some things to consider when selecting the best location for your fundraiser:
• While green fees may be significantly higher at private, more exclusive courses, the special
attraction of playing at such courses can serve to draw more golfers who are willing to pay
more for the unique opportunity.
• Work with a member contact to negotiate the best price for use of the course.
• Evaluate golf course amenities:
3Layout suitable for registration area.
3Cost and availability of snack and beverage service, if desired.
3Cart availability.
3Practice facility.
3Banquet and/or auction facilities, if applicable.
• Consider convenience factors:
3 Parking.
3Centrality of location.
3Ability to bring in own food and drinks, if desired.
• Consider availability of negotiables:
3Golf pro clinics.
3 Discounts/gift certificates.
3 Range balls.
3Seasonal price differences.
3Off-season price discounts.
:
PART 1 GAME PLAN
Whattoexpectinacontract:
• Some type of deposit.
• Minimum number of golfers.
• Guaranteed number of foursomes for
shotgun start.
• Food and beverage requirements.
• Pro-shop purchase requirements.
Things to request in a contract:
• Non-profit discount.
• Option of a flat buy-out price that
enables the course to close for all other
business that day.
• Early starting time to allow time for post-
tournament event.
• Supply of ice and coolers.
• Several free foursomes for prizes.
• Designated dollar amount per golfer for
gift certificates or merchandise prizes.
• Multi-year contract for per-golfer
discount.
• Bad weather rain checks.
PAGE 10
HANDBOOK
®
BEST LOCATION WORKSHEET
Determinethebestlocationforyourgolfevent
Location 1 Location 2 Location 3
How much are the green fees?
Are these fees justified by golfers’ interest in this course?
What is the best price we can get here?
GolfCourseAmenities:
Is there a layout suitable for registration area?
What is cost and availability of snack and beverage service?
What is the golf cart availability?
Is there a practice facility?
Are there banquet and/or auction facilities?
ConvenienceFactors:
Parking
Centrality of location
Ability to bring in food and drinks
AvailabilityofNegotiables:
Golf pro clinics
Discounts/gift certificates
Range balls
Seasonal price differences
Off-season price discounts
Contract
Amount of deposit
Minimum # of golfers
Guaranteed # of foursomes for shotgun start
Food and beverage requirements
Pro-shop purchase requirements
ThingstoRequest:
Non-profit discount
Option for flat buy-out price that enables the course to
close for all other business that day
Early starting time to allow time for post-tournament
event
Supply of ice and coolers
Several free foursomes for prizes
Designated dollar amount per golfer for gift certificates or
merchandise prizes
Multi-year contract for per-golfer discount
Bad weather rain checks
OVERALLIMPRESSION:
PART 1 GAME PLAN
HANDBOOK
PAGE 11
®
BRINGING TOGETHER THE KEY PLAYERS
•Afantasticfoursome
•Committeemembers— The work force behind the entire event, committee members
are crucial to the success of a golf fundraiser. See below for a suggested list of committee
assignments.
•Areastaffandvolunteers—Of course, your area staff should be involved in planning your
fundraiser, but use wisdom in delegating assignments. Be careful not to overburden staff with
jobs that might distract them from day-to-day ministry with kids. Also, consider ways to tap into
the resourcefulness of local volunteers, utilizing their talents and skills, and making sure they
are visible participants on the day of the event.
•YoungLifeclubkids(andtheirparents)— Kids are the focus of Young Life, so involve •
them in your fundraiser. From greeting guests in the parking lot to delivering soft drinks on the
course to caddying, kids need to be visible at your event. Active, golf-oriented parents can also
help with organization.
•Sponsors/Advertisers— Since registration fees generally cover little more than your costs,
event sponsors and advertisers are the key players in making your event a true financial success.
See Page 18 for creative ideas for maximizing sponsorship potential.
Committeeassignments
Depending on the size and tradition of your local committee and Young Life area, the manner
in which tasks are delegated will vary dramatically. Here you’ll find some suggested assignments
and brief job descriptions to consider when planning your golf fundraiser. Keep in mind that
some of these jobs can be divided among many people or combined and delegated to one
person depending on the number of people available to participate.
• Golfeventchair— Someone who knows golf,
this person oversees the entire event by providing
leadership and direction to all others involved.
He or she also usually serves as the rules and
course director.
• Co-chair— This assignment constitutes a
two-year commitment: to assist the event
chair the first year and to assume the lead
role the following year. Including this
position ensures future experience in the
overall event leadership.
• Guestlist(tournaments)— Working from
your TDS Master List, produce and maintain
guest list, and record golfer reservations, changes
and cancelations. Work closely with registration
to maintain accurate database records.
PART 1 GAME PLAN
YOUR GOLF FUNDRAISER CAN
BE A COMMITTEE BUILDER
“Invite additional volunteers
— friends of Young Life — to help
with the fundraiser, particu larly
people with an interest in golf.
It can serve as a great way to
introduce potential (or existing)
donors to serving on committee.”
— Will Rutledge
PAGE 12
HANDBOOK
®
•Recruitment(marathons)— Finding enthusiastic golfers, each willing to provide a list of
potential per-hole sponsors, is the responsibility of everyone on your local com mittee. The
committee member handling player recruitment is specifically responsible for developing
the recruitment plan and imple menting it to maximize the number of golfers. He or she is
also responsible for maintaining careful records of marathon golfers and their indi vidual lists
of sponsors and pledges.
•Registration— Best suited for a well-organized person, this job involves handling money
(registration fees, sponsorship gifts and other incomes) and maintaining careful records
throughout the entire planning and follow-up process. This person is also responsible for
organizing and managing the Welcome/Registration Table on the day of the event. Works
closely with guest list duties to maintain accurate database records.
•Publicity/Communications— You will need someone to handle overall publicity of your
event and to maintain open communication among everyone involved, including committee
members, golfers, golf course managers and event sponsors. Mailings and all other printed
materials are included in this assignment.
•EventSponsors—Solicits targeted area businesses and individuals to play key sponsorship
roles in the event. Ensures that sponsors are listed in printed materials, named and posted
at event, and recognized at banquet. Also
responsible for following up after the event with
personal thank-you letters and/or gifts.
•Prizes/Giveaways—Responsible for
obtaining, organizing, and awarding prizes and
giveaways. If the golf event is combined with
an auction, an auction coordinator is strongly
recommended.
•Program/Banquet— Works closely with
the overall event leader and area director to
organize post-play celebration (reception,
dinner, awards banquet). Involves reserving
location, selecting menu and planning
program.
•PrayerSupport—Pray for the entire
project. Could include com mittee members,
parents of high school kids, men’s groups,
local business people and pastors.
PART 1 GAME PLAN
ALWAYS KEEP POTENTIAL
DONORS IN MIND
“Consider inviting the golf
course professional to the
banquet or post-play social
event so he or she can see what
we’re up to in Young Life. You
may have a future donor right
there in front of you.”
— Ted Johnson,
Young Life senior vice president
HANDBOOK
PAGE 13
®
TIMELINE FOR PLANNING YOUR GOLF EVENT
Eightmonthspriortoevent:
• Finalize event date.
• Finalize event site; execute written
agreement with course management.
• Finalize honorary event leadership.
Sevenmonthspriortoevent:
• Finalize sponsorship levels: price,
benefits, player fees.
• Finalize commitment from lunch caterer.
Sixmonthspriortoevent:
• Develop sponsorship sales brochure.
• Develop potential sponsor list.
• Develop sponsor sales strategy.
Fivemonthspriortoevent:
• Begin soliciting sponsors.
• Develop plan for silent auction.
• Secure car and hole-in-one insurance.
• Finalize budget.
Fourmonthspriortoevent:
• Solicit sponsors.
• Send invitation with brochure to former
participants.
Threemonthspriortoevent:
• Solicit sponsors.
• Solicit players.
Twomonthspriortoevent:
• Solicit sponsors.
• Solicit players.
• Sponsor telethon.
• Finalize event competition:
closest to pin, longest drive.
Onemonthpriortoevent:
• Solicit sponsors.
• Solicit players.
• Send informational letter to sponsors/
participants.
• Order trophies.
• Determine team/player awards.
• Finalize details with course: bag boys,
additional carts (if needed), scoreboard
attendants, driving range, locker room,
banners, car on course, registration area,
lunch area.
Event month:
• Solicit sponsors.
• Solicit players.
• Order sponsor signs.
• Make volunteer assignments.
• Send media alerts.
• Assign teams based on handicap.
• Plan awards ceremony, including post-event
snacks, soft drinks.
• Purchase lunch needs: paper products,
snacks, soft drinks, other.
• Event is held.
Withinonemonthafterevent:
• Deliver thank-you gifts to event chair.
• Send thank-you notes to sponsors.
• Invoice unpaid sponsors.
Two months after event:
• Set up volunteer committees, designate
assignments.
Three months after event:
• Hold organizational meeting with
committee leaders.
PART 1 GAME PLAN
PART 2 —
How to PlAn A tRADitionAl touRnAment
THE 18-HOLE GOLF TOURNAMENT
• Recruit foursome hosts.
• Invite guests.
• Generate sponsors.
• Organize prizes.
• Set up registration system.
• Develop creative incentives.
• Plan post-play celebration.
• Organize follow-up strategy.
• Learn from field-tested ideas.
RECRUIT FOURSOME HOSTS
From your TDS Priority Prospect List, generate your potential foursome hosts — golfers who
will put together a foursome for the tournament. Similar to banquet table hosts, foursome hosts
help form the critical mass of guests. Committee members should personally contact potential
foursome hosts by calling them, sending personal invitations or letters, or meeting them for
coffee or lunch.
Provide foursome hosts with:
• Instructions and a list of PPL donors to help them in inviting other golfers to participate.
• Brochures and/or invitations to give potential golfers.
• A list of important dates to remember.
• A contact list of committee members and tournament responsibilities.
• A sample of a golf brochure provided through Creative Services is included in the Appendix,
Pages 48 and 49.
PART 2 PLANNING A TOURNAMENT
“ If time permits, sending a note of appre ciation to foursome hosts a
week or two before the event can be an encouraging gesture.”
— committee member
GOLF EVENT
HANDBOOK
PAGE 15
®
PAGE 16
HANDBOOK
®
INVITE GUESTS
While you should send all existing and
prospective donors general invitations
or teaser postcards announcing the
upcoming event, personal invitations
always get the best results. Therefore,
having foursome hosts work from
the TDS list to personally invite
strategically selected guests will result
in a higher response rate. In addition,
encouraging foursome hosts to
extend personal invitations to friends,
colleagues, neighbors and family
members may ultimately expand your
TDS Priority Prospect List.
PART 2 PLANNING A TOURNAMENT
“When working from your
TDS
list,
keep accurate records of
who is
contacting whom to make sure all
intended guests receive invitations.
Careful documentation will also
prevent over lapping the guest list
— inadvertently extending more than
one invitation to a particular guest.”
— committee member
“Be sure to announce your
event in your local Young Life
newsletter or mailer.”
— Don Schlander
“If you are targeting only a
Christian audience, you are
missing a big opportunity for
wider exposure of
Young Life
as well as the potential for
increased financial support.
Printed materials should reflect
an ‘All Welcome’ message.
Scripture-laden flyers and
brochures can sometimes be
overwhelming or intimidating
to the general audience. The
message of
Christ can be
exemplified through top-quality
service, actions and attitudes
of
all those involved in planning
and volunteering at the
tournament.”
— committee member
HANDBOOK
PAGE 17
®
PART 2 PLANNING A TOURNAMENT
Dear ____________ ,
On behalf of Bobby Cremins and Young
Life DeKalb, I want to encourage you to
join us for the Bobby Cremins Young Life
Invitational Golf Tournament on Oct. 2.
This year’s tournament will be played
at the beautiful Southerness Golf Club,
which has been rated by
Golf Digest
as one of the top new public courses in
the United States. It’s one of Atlanta’s
most scenic courses and is an exciting
challenge for players of all ability levels.
The format will be a four-player scramble
with the field separated into two flights,
based on handicaps.
This will be our sixth-annual fund-raising
event to sup port the work of Young Life
in DeKalb County. Young Life is a non-
denominational, international Christian
outreach for teenagers. Its purpose is to
introduce Jesus Christ into the everyday
lives of young people.
Again this year, former Georgia Tech
basketball coach Bobby Cremins is our
honorary tournament chairman. Bobby
will join us at the course for lunch prior
to the shotgun start and will be on hand
for the awards program.
The enclosed sponsorship brochure
tells you more about the tournament
and outlines ways in which you can
participate. We can guarantee a
wonderful after noon of golf along with an
opportunity to support the valuable work
of Young Life.
Please take a moment to review your
participation options and return the
completed sign-up form today.
Sincerely,
PAGE 18
HANDBOOK
®
GENERATE SPONSORS
Sponsors and advertisers are critical to the success of a golf fundraiser. While player
registration fees cover the basic expenses, it is sponsorship and advertising dollars that
actually make this event a fundraiser and worth your time and effort. Because sponsors
and adver tisers play such a significant role in your event, it is important that they are
adequately publicized in printed materials and recognized at the banquet. It is also
crucial that all contact and correspondence with them is professional yet personal and
that follow-up is timely.
Par for the course:
• Sponsors will most likely respond positively when they are personally contacted.
• Explaining the mission of Young Life, and specifically its local impact, will help
convince sponsors that this is a worthwhile cause.
• Potential sponsors want to recognize tangible amenities and legitimate advertising
potential; however, most realize that this is a fundraiser and are not looking at the
cost-return value.
• Sponsors from the previous year are often one of your best resources.
• Follow-up should be immediate and personal (see Page 28 for ideas).
• Inform potential sponsors of Young Life’s tax-deductibility guidelines.
• Look for larger corporate donors who will underwrite specific events (sponsoring
all the carts, sponsoring the banquet).
Recruitingsponsorsstepbystep:
• From your TDS Priority Prospect List, brainstorm a list of potential sponsors and
advertisers.
• Add to your list any other potential sponsors paying particular attention to new
local businesses, Young Life contacts, friends and neighbors.
• Determine which committee members should contact which potential sponsors.
Develop strategy and timeline for contacting sponsors. Many areas use this four-
step plan:
3 Contact potential sponsors by letter or a phone call to introduce the idea of
sponsorship and schedule a time to discuss the opportunity in person.
3 Meet in person for coffee or lunch to discuss sponsorship options. At this time,
share information about your local Young Life, perhaps a story about a particular
kid or high school, or even just a general overview of the local mission. Then
present the purpose and goals of the golf fundraiser. (Have well-designed
brochures or fact sheets available.)
3 Ask for a commitment at this time. If he or she desires more time to consider
the options, ask for a response by a specific date. For example: “I’ll call you next
Thursday to see which sponsorship option is most appealing to you.”
3 Based on the sponsorship decision, follow up appropriately with a phone call
and/or a thank-you letter. Everyone you contact should receive a thank-you
letter. (Be sure to invite even those who decline the sponsorship opportunity to
participate as golfers.)
PART 2 PLANNING A TOURNAMENT
HANDBOOK
PAGE 19
®
PART 2 PLANNING A TOURNAMENT
Dear ____________ ,
One of Dallas’ oldest and longest-running
charitable golf tournaments is gearing up
for its 22
nd
-annual tournament. The Young
Life Golf Tournament and Family Day
at The Dallas Athletic Cub will be held
on Monday, June 10, and we’d like you
to participate by sponsoring and playing
in the tournament. In a short time, you
will receive an opportunity to sign up as
an official sponsor of this event. Attached
for your consideration is an explanation
of the different levels of sponsorship
available to you.
Since its beginning right here in Dallas,
Young Life has been faithfully serving
the Metroplex by working with high
school and junior high school students for
more than 70 years. During those years,
thousands of teenagers have begun a
relationship with Christ, and Young Life
has grown to become an international
organization serving all 50 states and
more than 80 foreign countries. This year,
in the Dallas area alone, more than 4,000
kids will learn about Christ because of
Young Life’s presence. Let’s keep this
mission going, and growing.
Little doubt exists that a vital, proven
ministry to students is needed. Please
prayerfully consider your part in taking
Christ to these kids. I look forward to
talking with you soon.
Sincerely,
“Who are the best poten tial
corporate sponsors? Target those
who would specifically appre ciate
exposure to a golf audi ence,
such as financial plan ners and
insurance agents.”
“Inviting a strategic number of
key pastors, school principals
and teachers to play for free is a
great way to intro duce Young Life
to community leaders. Getting
a donor to under write these
expenses creates a
win-win opportunity.”
“Maintaining contact with
sponsors from the point of their
commitment through out the event
is a wise investment of your time
and effort. In fact, even con tacting
them occasionally throughout
the year with encouraging
ministry updates may result in
repeat sponsorship in future
years, especially if they have
had a positive expe rience and
feel genuinely and personally
connected to the ministry.”
Tips from Committee
PAGE 20
HANDBOOK
®
Asamplingofsponsorship
success from coast to coast
Sponsorship levels vary greatly
from one Young Life community
to another depending on several
factors including the local
population, the established Young
Life tradition and what the local
market can bear.
PART 2 PLANNING A TOURNAMENT
BOBBY CREMINS YOUNG LIFE
INVITATIONAL GOLF TOURNAMENT
(GEORGIA)
PresentingSponsor
Customized sponsorship package available for
presenting sponsor, including gold level amenities,
plus additional playing positions and exclusive
promotional and on-course identity.
Gold Level: $2,500
•Eight playing positions.
•Hole sponsorship (includes company name
and logo at prominent course position).
•Complimentary lunch for all players.
•Corporate identity on sponsor board and
promotional materials.
•Photo opportunity with Bobby Cremins
(framed and autographed).
*
•Tournament mementos.
•Award ceremony.
Silver Level: $1,000
•Four playing positions.
•Hole sponsorship (includes company name
and logo at prominent course position).
•Complimentary lunch for all players.
•Corporate identity on sponsor board and
promotional materials.
•Team photo with Bobby Cremins.
**
•Tournament mementos.
•Award ceremony.
BronzeLevel:$750
•Four playing positions.
•Complimentary lunch for all players.
•Corporate identity on sponsor board and
promotional materials.
•Team photo with Bobby Cremins.
**
•Tournament mementos.
•Award ceremony.
* Gold level sponsors will receive a framed and
auto graphed individual photograph with Bobby Cremins.
** Silver and bronze level sponsors will receive framed and
autographed team photos with Bobby Cremins.
YOUNG LIFE GOLF
TOURNAMENT
(COLORADO)
PresentingSponsor
Customized sponsorship
package available for
presenting sponsor, including
gold level amenities, plus
additional playing positions
and exclusive promotional
and on-course identity.
Gold Level: $2,500
•Golf flag printed
with your name and logo
prominently displayed on
one of the 18 green pins.
Flag is yours to keep as
tournament souvenir.
•Name and logo displayed
on a tee-off sign.
•Two tickets to dinner
and auction after the golf
tournament.
•Name and logo printed in
the dinner program/
brochure.
•Publicity and advertising
exposure to 200 attendees.
•Tax-deductible
contribution — $150.
HANDBOOK
PAGE 21
®
PART 2 PLANNING A TOURNAMENT
YOUNG LIFE’S ANNUAL
GOLF TOURNAMENT AND
FAMILY DAY (DALLAS, TEXAS)
TournamentSponsor:$10,000
•Eightplayingpositions.
•Specialgift.
•YourchoiceoftheBlueorGoldcourse.
•Companynameandlogoontournament
correspondence.
•Nameandlogooneachhole,registration
table, scoreboard and at award
ceremony.
•Complimentaryfoodandbeveragefor
each player.
PlatinumSponsor:$4,000
•Sixplayingpositions.
•Specialgift.
•Namedisplayedoncourse,registration
table and at award ceremony.
•Complimentaryfoodandbeveragefor
each player.
GoldSponsor:$2,500
•Fourplayingpositions.
•Namedisplayedatregistrationtableand
at awards ceremony.
•Sponsorshipofonesuperlativehole
(longest drive, closest to pin).
•Complimentaryfoodandbeveragefor
each player.
SilverSponsor:$1,300
•Fourplayingpositions.
•Namedisplayedononehole.
•Nameatawardceremony.
•Complimentaryfoodandbeveragefor
each player.
BronzeSponsor: $750
•Twoplayingpositions.
•Nameatawardceremony.
•Complimentaryfoodandbeveragefor
each player.
ORANGE COUNTY
YOUNG LIFE
IMPACT INVITATIONAL
(GOLF MARATHON)
PlayerPerks—eachplayerwill
receive:
•Ahigh-qualitygolfshirtwith
embroidered tournament logo.
•ATaylorMade
®
leather glove.
•Atournamentlogohat.
•Asleeveoftournamentlogogolf
balls.
•Unlimitedgolfballsforuseduring
marathon.
•Mealsprovided:
3Continental breakfast.
3Box lunch.
3Gourmet barbecue dinner.
3Snacks and beverages
along the course.
TeamSponsorshipIncentives
(teamsofoneortwo):
$1,250 — Entry-level player
perks plus:
•ApairofReebok
®
Comfort
Classic golf shoes ($200 value).
$1,800 — Entry-level player
perks plus:
•OneTaylorMade
®
club of choice
or
•Twoone-nightstaysattheDana
Point Resort ($300 value).
$2,400 — Entry-level player
perks plus:
•TwoTaylorMade
®
clubs of choice
or
•WeekendstayatNewportBeach
Marriott Resort ($300 value).
$3,000 — Entry-level player
perks plus:
•OneCallawayBigBerthaclub
or
•Weekenddesertresortstay
with golf.
See Page 29 for creative ideas for expressing
special thanks and appreciation to sponsors.
PAGE 22
HANDBOOK
®
ORGANIZE PRIZES
Most areas offer prizes to the top winning foursomes and runners up. Beyond that, each area
should determine how much emphasis to place on prizes, what types of prizes to offer and
strategies for gathering prizes. Young Life’s signature golf products make excellent prizes and
gifts while promoting our ministry name and reputation (see staff.younglife.org for brochure
samples and visit younglifestore.com for golf merchandise).
Par for the course:
•Tapintocommitteemembers’resourcesandconnectionstolocalbusinessestogenerate
prizes.
•Boldlyaskfordonations.Manybusinesseswillgladlyofferprizeswhenasked.
•Secureacertainnumberofhigh-qualityprizesfortopwinnerstomaintainrespectable
competition.
•Someareasminimizegivingprizesandplacemore
emphasis on auction, dinner and the Young
Life celebration.
•Bepreparedtoexplaintax-deductibilityto
prize donors.
•Keepadatabaseofcontacts,responses,
donations and follow-up, not only for good
record-keeping purposes, but as a reference
for future years. Prize donors this year could
be tournament players or sponsors next year.
Prizeideas:
•YoungLife’sowngolfproducts.
•Golfclubs(setofthreewoodsforeachteam
member).
•Roundsofgolfatprestigiouscourse.
•Condominiumvacations.
•Giftcertificates(proshop,carwash,sporting
goods store).
•Tickets(airline,ski-lift,ortoaprofessionalor
collegiate athletic event).
•Dinnersfortwo.
•Weekendgetawayatlocalhotel/resort.
Taming the gender issue:
Since golf tournaments typically draw more men
than women, determining your teaming and
equitable awarding format in advance is sug gested.
Some areas open the tournament to co-ed
foursomes while other areas determine separate
prizes for women’s and men’s teams.
PART 2 PLANNING A TOURNAMENT
“Since pro shops typically are
indepen dent from the course,
if you purchase some prizes
from them, you’ll find that the
professional staff will appre ciate
your patronage and most likely will
take a personal interest in your
tournament — a resource that will
pay off in the long run.”
— committee member
“Why we minimize giving prizes:
• Expandsguestlisttoinclude
more than just golfers.
• Emphasizingthesocial
aspect of the tournament
draws more people.
• Golf becomesjustonepart
of a bigger event.”
— Boulder Young Life
HANDBOOK
PAGE 23
®
SET UP REGISTRATION SYSTEM
Good bookkeeping is crucial to the overall success of your golf fundraiser, especially since
there are numerous people involved in a variety of roles. With ongoing registration and money
handling taking place, maintaining careful records from the very beginning will facilitate
the check-in process on the day of your fundraiser as well as ensure proper follow-up after
the event.
Par for the course:
•Maintainacomputerizeddatabaserecordingallregistrations,includingnumberattending
post-tournament event.
•Bookkeepingisneededforplayerregistrationandfees,sponsorshipgiftsandprize
donations, as well as tournament expenses.
•Additionalrecordkeepingisneededforadd-onincentives(mulligans,on-coursebuy-ins).
•Anorganizedandfriendlywelcome/registrationtablehelpssetthetonefortheentire
event.
Whattohaveatyourwelcome/registrationtable:
•Alphabeticallistofallplayers(includingamountdue).
•Cashboxandchange.
•Scheduleofevents.
•Pens,pencils,highlighters.
•Goodiebagsand/orcomplimentarygifts.
•Separatecashboxformulligans,raffleticketsorotherbuy-ins.
•Fishbowlforbusinesscardsorregistrationcardsfordrawings(ifappropriate).
•Thebestsignageyoucanafford.
PART 2 PLANNING A TOURNAMENT
REGISTRATION AND PAYMENT FORM Deadline Friday, May 5
Name __________________________________________________________________Handicap or avg. score _________
Address _________________________________________________City ______________________Zip ________________
Phone (h) _________________________________(w) ____________________________________
Email___________________________________________________
Pleasearriveby1:30for2p.m.ShotgunStart. Dinner?■yes■ no
Sponsor’s name, if playing on sponsor team _____________________________________________________________
If you are sponsoring or have organized a foursome, please list names:
___________________, ___________________, ___________________, ___________________
AmountEnclosed$__________CheckTotal
$__________for__________Playerfees@$150($125forsponsors)
$__________tosponsormypastor,youthleaderorfoursome(givenameabove).
$__________isatax-deductibledonationforYoungLife,butIcannotplaythisyear.
Please make checks payable to “Young Life” and mail c/o Sandy Trappe,
P.O.Box1234,Winston-Salem,NC 56789.
Questions?CallBillorJaneBogey,Golf TournamentChairpersons,at456-7890.
Please enclose payment with form.
PAGE 24
HANDBOOK
®
DEVELOP CREATIVE INCENTIVES
With golf tournaments becoming an increasingly popular fund-raising method for many
organizations, creative incentives can add a real Young Life style to your event and set it
apart from others. Creative incentives can include Young Life logo golf gifts (see Appendix),
goodie bags and tournament para phernalia, special contests and add-on fundraisers, and
even special guest appearances and golf pro clinics. They can add a fun aspect to your
tournament; however, your local area should determine an appropriate balance of creative
incentives while being careful to preserve an appropriate level of serious, competitive golf.
Par for the course
•QualitytournamentYoungLifelogoshirts,sweaters,hats,towels,ballsandother
paraphernalia are worth the investment since:
3 Most golfers, regardless of experience, appreciate tournament mementos.
3 They serve as good reminders of a fun and worthwhile experience.
3 They are good publicity for future Young Life tournaments.
•Goodiebagsforallgolferscanbeaninexpensivewaytoaddanextratouchtoyour
tournament. Local businesses are often willing to donate various items such as golf
balls, tees, sport bars, sport drinks, sample size sunscreen, key chains, pens/pencils, etc.
•Creativeincentivescanaddvarietytoyoureventyearafteryear.
•Avoidadd-onoverkill.Keepthemwantingmore.
•Becarefultofindbalancebetweenfunandcompetition.
PART 2 PLANNING A TOURNAMENT
Traditional contests
•Closesttopin.
•Longestdrive.
•Hole-in-one.
•Drivingrangetarget.
•Beattheprocontest.
•Straightdrive.
•Shortdrive.
Goodiebagsandmementoideas
•SleeveofYoungLifegolfballs.
•Golfhats/visors.
•Tournamentshirtsorsweaters.
•Teesandballmarkers.
•Umbrellas.
•TowelswithYoungLifelogo.
•Luggagetags.
•Moneyclips.
•Insulatedwaterbottles.
•Foursomephotos.
Creativeadd-ons
•Mulligansforsale($5each/limittwo
per player).
•Stringfordistance—buyupto3feetof
string to use as free distance — perfect
for when you miss a putt or need those
few inches to avoid a hazard.
•Buyafreethrow—insteadofasand
wedge, use a hand wedge.
•$10buysakick,athrowandamulligan.
HANDBOOK
PAGE 25
®
Winanewcar!Hole-in-onecontest:
•Getacorporatesponsor,usuallya
local car dealership.
•Determinecontestguidelines.
•Secureaspecialeventsinsurance
policy. Cost of policy is determined
by several factors, including:
3 Number of golfers in tournament.
3 Number of professionals in
tournament.
3 Distance to hole.
3 Par.
3 Number of shots.
3 Length of tournament.
3 Past hole-in-one statistics from
golf course.
Driveoneintoanopentrunkanddriveawaywithanewcar...
Imagine this! One Young Life area secured a car from a local dealership to be offered as a prize.
The car was completely covered by protective padding and strategically placed on a driving range
with the trunk open. Golfers were invited to drive one into the trunk and drive away!
PART 2 PLANNING A TOURNAMENT
“Golf draws people, but it’s what
you add to it that draws money.”
— Will Rutledge
Creativevariations
•GolfGlow—Moonlightgolfusingglow-in-the-
dark balls makes for fun competition that is more
social than serious — a unique change of pace.
•Two-ClubTourney—Anotherjust-for-fun
variation, the two-club tourney limits golfers to
only two of their clubs for the entire round.
PAGE 26
HANDBOOK
®
ORGANIZE POST-PLAY CELEBRATION
No golf tournament would be complete without
a celebration — it’s simply a matter of choosing
the event best for your area. Some areas enjoy
repeated success with a dinner banquet and
awards ceremony, while other areas prefer to
keep the event simple and casual. Many areas
go the extra mile and include a silent auction in
the festivities. Whatever your choice, strive for
excellence in traditional Young Life style.
Par for the course:
•Post-playcelebrationsareawonderful
opportunity to involve spouses of the golfers
(as guests) and spouses of committee members (as planners).
•Negotiatebanquetfacilityatthesametimeyoureservethecourse.
•Menusareusuallynegotiable.Workcloselywiththecateringmanagertodeterminethe
menu that best fits your budget.
•Allow30minutesbetweentheendofthetournamentandthebeginningofthesocialevent
to allow golfers to freshen up.
•Workcloselywithareadirectorinplanningup-frontprogram.Involvekidswherever
possible.
•Keepawardsportionmovingalongquickly(aimforfiveto10minutes).
•Keepprogramrelativelyshort(golfersmaybetiredafteradayofgolf).
Overviewofplanning
atournamentcelebration:
•Selectandreservelocation.
•Selectandnegotiatemenu.
•Negotiateandsigncontract.
•Themeanddecorations(ifdesired).
•Reservationsandnametags..
•Seatingarrangements.
•Setupandclean-up.
•Program
3 Awards
3 Speaker
3 Kids, leaders and staff
3 Other (video, door prizes)
PART 2 PLANNING A TOURNAMENT
Sample Agenda
of a Traditional Post-Play
Celebration
5:30–6:15p.m. Reception
6:15–6:30p.m. Guestsareseated.
6:30p.m. Welcome/Invocation
(Golf chairman)
6:35–7:15p.m. Dinnerisserved.
7:15p.m. Programbegins.*
*Limit program to 45–60 minutes.
HANDBOOK
PAGE 27
®
Why we have a traditional sit-down
dinner and awards presentation.
•Addsvaluetocompetition.
•Getseveryonetogetherandquiet.
•Includesnon-golfingspousesandfriends.
•Createsopportunitytosharepurposeand
mission of Young Life.
Why we have a casual reception and
simple awards ceremony.
•Getsplayershomequicklyafteralongday.
•Lessexpensivethanafull-dinnerbanquet.
Why we have a pre-tournament luncheon.
•Lunchisanicewaytobeginthe
tournament.
•Lessexpensivethanadinnerbanquet.
•Playerscangohomeimmediatelyafter
a very brief post-tournament award
ceremony and Young Life ministry update.
PART 2 PLANNING A TOURNAMENT
THOUGHTS ON SELECTING A
SPEAKER FOR YOUR PROGRAM
PGA tour professional
•Canbeaninterestingdrawfor
serious golfers but not always
effective for a general audience.
•Celebrityorhigh-profile
personalities usually have a
speaking fee.
•Tobeatallmeaningful,
speaker must have a personal
connection to Young Life.
•Canbeaneffectivesellingpoint
for the tournament.
Young Life staff member or
committee member
• Canprovideanup-closeviewof
local Young Life ministry.
• YoungLifepersonalitiescanbe
fun, entertaining and motivating.
Kids’ testimonies
• Strategicallymakeconnection
with Young Life and the real
purpose of the tournament.
• Mustbecoached.
• Afewstumblingwordsfroma
kid is better than 1,000 from
the polished expert.
PAGE 28
HANDBOOK
®
PLAN FOLLOW-UP STRATEGY
Quality follow-up will lead to fund-raising success year after year. Not only will you be
building tournament tradition, but you’ll be establishing a reputation in your community,
where most likely there are other tournaments vying for golfers. If your guests and
sponsors experience a quality tournament from beginning to end and are reminded of that
positive experience with top-notch follow-up, you’ve probably earned long-term supporters.
Par for the course:
•Aqualityfollow-upstrategyincludesthank-younotestogolfersandsponsorsaswellas
to committee members, staff, and other volunteers and participants.
•Aspartofyourfollow-up,includeacelebrationofyoursuccessatthenextcommittee
meeting.
•Atournamentevaluationform(forparticipantsandplanners)canyieldhelpful
suggestionsforfutureyears(seesampleonPage52).
•Agoodfollow-upstrategycanhelplaythefoundationfornextyear’sevent.
•Withinonemonthaftertheevent,planagolfcommitteereviewmeetingtoevaluate
the event.
PART 2 PLANNING A TOURNAMENT
Dear
____________
,
Thank you for participating in the 2010
Young Life Golf Tournament. What a
fun day of golf, friends and celebration!
Best of all, the funds we raised will be a
great boost to the local ministry of Young
Life. Because of your generosity, more
and more kids’ lives will be touched, and
many will be changed for eternity.
We are grateful for the opportunity to get
better acquainted with adults concerned
for the teenagers in our community.
Thank you for joining us in making a
difference in kids’ lives.
Please let us know how we can be of
service to you and your family. Thank you
again for your generosity.
Sincerely,
Anytown Young Life Committee
John Doe, Golf Chairman
Dear
____________
,
On behalf of the entire Anytown Young
Life com mittee, we thank you for being
a sponsor of the 2010 Young Life Golf
Tournament. Everyone there enjoyed a
fun day of golf, friends and celebration,
and it’s because of your participation
and support that we experienced such
success!
Best of all, the funds we raised will be a
great boost to the local ministry of Young
Life! Because of your generosity, more
and more kids’ lives will be touched and
many will be changed for eternity.
We are grateful for the opportunity to get
better acquainted with adults concerned
for the teen agers in our community.
Thank you for join ing us in making a
difference in kids’ lives.
Sincerely,
Anytown Young Life Committee
John Doe, Golf Chairman
HANDBOOK
PAGE 29
®
IDEAS FOR EXPRESSING SPECIAL THANKS TO SPONSORS
In addition to sending a personal thank-you letter
to sponsors, thoughtful gifts will plant seeds
for sponsors to be involved again next year.
Consider some of these gift ideas:
•QualityembroideredYoungLifetournament
sweater.
•Qualitygolfshirt.
•Framedholesponsorflag.
•Nicelyframedphotograph(sponsoron
course, sponsor with celebrity or special
guest).
•YoungLifesignaturegolfgifts.
Tee time or tea time?
It’s tee time for your tournament sponsors! Say
thank you with a special delivery of pastries,
breads, coffee, tea and refreshments to
sponsors’ offices. For an added touch of Young
Life, have kids make the delivery.
Kids are the window of Young Life
Consider bringing one or two Young Life kids
along if you personally deliver your thank-you
letters and gifts to sponsors. Kids can give an
honest perspective of
Young Life better than
anyone. A visit with
kids puts a face and
a personality on the
ministry.
PART 2 PLANNING A TOURNAMENT
“In response to thank you gifts, most
sponsors will say, ‘You didn’t have to
do this,’ yet in truth, they’re really
glad you did.
They don’t expect it but they really
appreciate it.”
— Barney Long
“Gifts of appreciation are the
tangible memento of the entire
experience of the day — the service,
the food, the game, the fun ... the
satisfaction of being a part of
something significant.”
— committee member
PAGE 30
HANDBOOK
®
LEARN FROM FIELD-TESTED IDEAS
You’ve made it to the ninth hole, so now is your chance to think about the back nine. Here are
some field-tested ideas from Young Life golf tournaments around the country that can keep
your tournament in the fairway.
DallasYoungLifegolftournamentandfamilyday
In Dallas, the annual golf tournament is combined with a family day celebration. Since their
tourna ment takes place at the Dallas Athletic Club, swimming, games and entertainment are
provided for the non-golfing spouse and children beginning at 4 p.m., followed by an outdoor
catered Texas barbecue for the entire family. During the awards ceremony and program,
younger children enjoy a special puppet show. Responsible club kids are invited to help
entertain the children and help the moms with tinier tots.
TournamentT-shirts
Many areas have special tournament T-shirts and/or golf visors printed for all volunteers to
wear at the event — a great way to show off kids and identify leaders, staff and committee
members. Nametags for tournament volunteers are another way to add a personal touch to
your tournament.
Pictureperfectday
Consider having a professional photographer take pictures of each foursome. If possible, have
them developed that day and available at the post-play celebration. Some photo-finishing
studios can also provide cardboard photo frames imprinted with name and date of the event
(printed in advance). If same-day photo-finishing isn’t possible, foursome photos are also nice
gifts to include with thank-you letters sent to each
golfer.
Rovingvideographers
Just like at camp, action videos can be a big hit at
golf tournaments. An experienced videographer with
a quick eye for editing can put together a fun sideline
entertainment piece for your post-play celebration.
Some areas simply set up a TV/DVD player in the
banquet facility and play the video while people
mingle and make their way to their seats. Other areas
include it as part of their up-front program. The key
is quality. It needs to be top-notch.
PART 2 PLANNING A TOURNAMENT
Winning Themes
•TheBigSwing
•101HoleGolf Marathon
•Dawn-to-DuskMarathon
•ImpactInvitational
•TheJalapeñoClassic:
The Hottest Golf
Tournament Around
HANDBOOK
PAGE 31
®
PART 3: How to PlAn A golf mARAtHon
B
ecause of the exciting potential for greater fundraising, golf marathons are becoming
a popular alternative to traditional tournaments. A number of Young Life areas have
experienced encouraging results with golf marathons, since they expand the financial support
base far beyond the local golfing community.
Marathons actually cost the golfer nothing except time and commitment. Instead of paying a
registration fee to participate in a traditional round of golf, marathon golfers gather a team of
sponsors to give per-hole support for up to 100 holes in one day.
From an administrative standpoint, marathons require careful planning and organization, but
most areas that have hosted this type of event have found the financial benefit worth the extra
effort.
As you plan for a marathon, here are some organizational strategies to help you reach your goal.
DELEGATE COMMITTEE ASSIGNMENTS — Refer to Pages 11–12 for a description of
suggested committee assignments including:
•Chair
•Co-Chair
•PlayerRecruitment*
•Registration/DataProcessing
•PublicityandCommunications
•CorporateSponsors
•Prizes/Giveaways
•EventDay(Program/Banquet)
•PrayerSupport
* Replaces guest list assignment in traditional
tournaments.
SELECT DATE AND PLACE OF
MARATHON — When selecting a course most suitable for marathon play, consider the
following:
•Musthavegas-poweredgolfcarts.
•Mustallowdrivingcartstoballsthroughoutthecourse.
•Wouldallowshorteningthecourse,ifdesired.
•Easiercoursespeedsupplay.
•Morethan18holesispreferable,evenpar3s.
PART 3 PLANNING A GOLF MARATHON
PAGE 32
HANDBOOK
®
DETERMINE COURSE LOGISTICS — Since it takes careful planning to get 40, 50, or even
100 golfers through 100 holes in one day, here are some helpful suggestions and things to
consider:
•Availabilityofgolfcarts—it’sbestifeachgolferhashisorherowncart.
•Shotgunstartasearlyas7a.m.orsunrise.
•Informgolfersofimportanceofrapidplay(seesamplerapidplayguidelinesbelow).
•Setupthecourseforrapidplay.
•Haveplentyofballs–cheaperballsaresuitableformarathons(buyinbulk).
•Emphasizethroughoutthedaythatthisisaboutrapidplay,notlowscores.
SOLICIT CORPORATE SPONSORS —
As in traditional tournaments, corporate
sponsors can provide a substantial
amount of financial resources. Carefully
select them and boldly solicit their
support. Refer to Pages 18-21 for helpful
ideas and strategies for generating a
strong support base of sponsors. Below
are sample mara thon sponsorship
packages offered by different Young Life
areas across the country.
101-HoleGolfMarathonSample
For $1,500, a marathon corporate
sponsorship package includes:
•Sharedtitlesponsorshipwith
maximum of three corporations.
•Signageattheevent.
•Acknowledgmentonall
advertisements and correspondence.
•Acknowledgmentatthewelcomeand
start of the event.
For $1,200, a marathon cart
sponsorship package includes:
• Signageonallcarts.
For $300, a marathon hole
sponsorship package includes:
•Signageonaparticularhole.
•Acknowledgmentintheevent
schedule/scorecard.
PART 3 PLANNING A GOLF MARATHON
Sample Rapid Play Guidelines
for a 101-Hole Golf Marathon*
Games
Therewillbethreedifferent27-hole
rounds plus several extra holes. You will
receive a book of score cards defining
each round.
Lost balls
Don’t look for them. We’ll provide you
with plenty for the day.
Pace of play
Hit and go; putt when ready; play fast; no
practice swings; get out of your cart and
hit. You’ll be amazed.
Putts
Any putt within three feet or so is a
“gimmee.” You would have made it
anyway!
Maximum double bogey
Pick up after a double bogey and score
that on your scorecard. Move on to the
next hole.
Marshals
There will be a marshal on each nine to
assist in speeding play. They will help
show you how to play rapidly.
*Playedonan18-holecoursewitha
separate nine-hole, par three course.
HANDBOOK
PAGE 33
®
YoungLifeScottsdale,Ariz.Sample
For $10,000, a marathon corporate sponsorship package includes:
•Event-namedtitlesponsorship.
•Threesometoplay.
•Golfcoursesignage.
•Advertisementinprogram.
For $5,000, a marathon corporate sponsorship package includes:
•Threesometoplay.
•Golfcoursesignage.
PREPARE BROCHURES — Once you have secured your corporate sponsors (to be named in
brochures), design a quick and easy-to-read brochure with response card for recruiting players
as well as potential individual sponsors, or contact the Creative Services department at the
Service Center.
•UsingyourTakingDonorsSeriously
®
(TDS) Priority Prospect List, mail brochures to all
people who have participated in previous golf tournaments or other Young Life fundraisers
as well as all current supporters of your Young Life area.
•Responsecardsshouldincludeopportunitiesforparticipatinginthemarathonaswellas
financially supporting the event. (See samples on Page 35.)
With your marathon plans under way, the details of your event begin to take shape with
incoming registrations, support checks and commitments. The main tasks now are recruiting
golfers, keeping them motivated to gather as many sponsors as possible, and maintaining the
administrative details of your event.
RECRUIT PLAYERS — As you recruit players, keep in mind:
•Thesuccessofyoureventlargelydependsonthenumberofgolfersyourecruitandtheir
ability and commitment to gather teams of supporters.
•Whileitisimportanttosendinvitationstoalargesegmentofyourconstituency,personally
inviting people to participate always results in the best response.
•UseyourTDSlisttohighlightspecificpeopletocontactpersonally—peoplewhoarethe
most likely to participate in the marathon.
•Sellpotentialgolfersontheideabyemphasizing:
3 It’s doable and it’s fun.
3 It benefits a very worthy cause.
3 It’s great practice.
3 It’s a challenge.
3 It’s great fellowship.
3 It’s open to men and women.
PART 3 PLANNING A GOLF MARATHON
(continued on page 34)
PAGE 34
HANDBOOK
®
PART 3 PLANNING A GOLF MARATHON
RecruitPlayers (continued from Page 33)
•Golfersaremorelikelytoparticipateif
all they have to do is solicit sponsor s, and
Young Life does all the follow-up and money
collection.
•Pastmarathonplayersareyourbest
recruiters.
•Tomakeyourfundraiserworththetimeand
effort, establish a sponsorship goal of at least
$1,000 or more per golfer.
Young Life 100-Hole Golf Marathon
q Yes, sign me up to play in this year’s Young Life Golf Marathon.
Please send me a packet of information.
q I am seriously considering playing in the Young Life Golf Marathon, please
keep me posted.
q I am unable to play in the Young Life Golf Marathon but would like to sponsor
someone for the event.
q I have some friends who would be interested in playing in the Young Life Golf
Marathon; please send me ______ information packets.
Name _______________________________________________________________________
Address _____________________________________________________________________
City __________________________________________ State ________ Zip _____________
Phone (h) ____________________________ (w) ___________________________________
Email_______________________________________________________________________
PROCESS PLAYER REGISTRATIONS — Maintaining good contact with golfers is crucial.
From the moment they sign up, to the day of the event, to follow-up, keep in mind that your
golfers are the ones generating the support — so keep them informed.
•Prepareplayerinformationpacketsinadvance.Packetsaregiventoplayerswhohave
committed to play and should include:
3 A thank-you-for-participating and instructional letter.
3 General guidelines for gathering sponsors.
3 Easy-to-use sponsorship sheets (see sample on Page 50).
3 Tax-deductible guidelines.
3 A brief information sheet about Young Life to share with potential sponsors.
3 A schedule of events and golf committee contact number.
•Onemonthtotwoweeksbeforetheevent,sendgolfersareminderabouttheday’sagenda
(see field-tested idea golfer’s party described on Page 42).
•Beginplanninggolferfollow-up(thank-youlettersand/orappreciationgifts).
Everyyear,aYoungLifeareain
Kentucky successfully recruits
nearly 100 golfers to play in
their local golf
mara thon. From
recruiting golfers, to marathon
format, to col lecting pledges, they
have developed an easy-to-follow
plan for master ing the mara thon.
HANDBOOK
PAGE 35
®
PART 3 PLANNING A GOLF MARATHON
Dear Fellow Adventurer,
Well, I suppose I am crazy. But after two years of rest since my last 100-hole golf marathon,
I am ready to partake of the insanity once again. “Why?” you ask. Like you, I’m committed to
help Young Life move forward, and that is where every dollar of your pledge will go ... to help
Young Life in the greater Sacramento area. And I like golf and challenges, so count me in!
The day is June 19 ... dawn to dusk. Think about me, pray for me, send some aspirin or
preferably fill out the card below and mail it today. I need all the encouragement I can get.
I consider you a good friend for even entertaining the idea that I might complete this slightly
insane task and encouraging me by sending a pledge. I will let you know after I complete the
100, and I’ll send you an inspirational gift if you pledge. Stay tuned for the surprise.
Yours for long drives and straight putts,
Bob Lonac
YES! Count me in!
q $.25perhole(probably$25,ourbargainrate)
q $.50perhole(slightlymoreencouragementforamere$50)
q $1.00perhole($100gift,ourmostpopularcategory)
q $2.00perhole($200makesussmileandyoureceiveabonusgift.)
q $5.00perhole($500,wedobackflipsandyoureceiveabonusgift!)
Name ___________________________________________________________________________
Address _________________________________________________________________________
City ____________________________________________ State _________ Zip ______________
Phone (h) ______________________________ (w) _____________________________________
Email___________________________________________________________________________
YES! I agree to sponsor ____________________________________ in the
Golf Marathon.
q $5.00perhole.Iknowyouwon’tmakeit!
q $2.00perhole.Thiswillbemyfavoritebill!
q $1.00perhole.I’dlovetohelpkids!
q $ .50perhole.Haveagreattime,gladit’snotme!
q $ .25perhole.Hopeyouhavealotmoresponsors!
q $_______perhole.Hadtocomeupwithmyownfiguretobalancemycheckbook!
Name _______________________________________________________________________
Address _____________________________________________________________________
City __________________________________________ State ________ Zip _____________
Phone (h) ____________________________ (w) ___________________________________
Email_________________________________________________Thank you for your support!
PAGE 36
HANDBOOK
®
PART 3 PLANNING A GOLF MARATHON
TRACK SPONSORSHIP
COMMITMENTS — Since
the administrative details of
this task are numerous and
require careful attention, here
are some helpful suggestions
for managing this area of
responsibility well:
•Maintainrecordsona
database (see suggested
database fields).
•Stresstheimportanceof
accuracy, punctuation and
spelling to the person who
enters data.
•Establishdeadlinesforgolferstoturninsponsorshipsheets.
•SenddonationstotheYoungLifeServiceCentereverytwotothreedaysviapriorityor
certified mail.
ARRANGE MEALS AND SNACKS — Fitting 100 holes of golf into one outing makes for a
very long day, so it makes sense to plan good meals, snacks and plenty of drinks throughout
the day.
•Someareasservebreakfastduringregistration;othersservebreakfastonthecart.
•Considerhavingclubkidsdeliversoftdrinkstoplayersonthecoursethroughouttheday.
•Deliverbrownbaglunches(havekidsdo
it, if possible).
•Banquetsordinnersarenotrecommended
because of variable finishing times and
tired players. If you want to have one, do
it a week later.
PUT TOGETHER GOODIE BAGS AND
PLAYER GIFTS — Refer to Page 24 for
goodie bags and player gift ideas.
Suggested database fields for
recording sponsorship commitments
Golfer’s First Name Golfer’s Last Name
Sponsor’s Title Sponsor’s First Name
Sponsor’s Last Name Sponsor’s Nickname
Address City
State Zip
AmountCommitted AmountReceived
DateReceived
Include additional fields to fit your
record-keeping needs.
HANDBOOK
PAGE 37
®
ORGANIZE FORMAT AND PRIZE GIVING — Since the object of golf marathons has less
to do with scoring and more to do with just making it to the last hole, prize giving takes on a
different meaning as well. Here are some of the ways different Young Life areas have organized
marathons for format variety and creative prize giving. You may want to refer back to Page 24
for prize ideas and suggestions for soliciting prize donations.
YoungLifeArizona
•Grandprizetogolferwhoraisesthemostmoney(tworound-tripairlinetickets).
•Longestdriveonholesoneand17.
•Closesttothepinonholesfourand13.
•Roundsoneandtwoareindividual.
•Roundthreeisatwo-manscramblewiththehighandlowscorersformingateamandthe
middle two scorers forming a team based on the first rounds.
•Roundfourisafour-manscramble.
•Roundfiveisindividual;last10holesheadforthefinish.
YoungLifeKentucky
Grand prize to top three money raisers (round of golf with celebrity at Valhalla Golf Club,
home of the 1996 PGA Golf Championships).
Marathon format — three rounds of golf
Round One
•36holes—TeamScramble
•18holesonregulationcourse.
•Nineholesontheparthreecourse(twoballs/player).
Round Two
•36holes—StraightGolf
•18holesonregulationcourse.
•Nineholesontheparthreecourse(twoballs/player).
Round Three
•29holes—AlternatingShot
•Consecutiveholesfromwhereyoustartthisround.
Prizes:
All players receive a nice trophy for completing 100 holes.
GATHER SUPPLIES FOR EVENT DAY — Advance planning and preparation of supplies will
help make your marathon run smoothly. Here are some helpful guidelines for planning what
you will need:
•Allowseveralweekstohavesponsorsignsprinted.
•Secure10-15cheaporusedballsperplayertodistributethroughouttheday(playersstart
with four balls and receive more as needed).
•Providescorecards.
•Havegolfergiftsreadyfordayofevent.
•Goodiebags(seePage24forideas).
PART 3 PLANNING A GOLF MARATHON
PAGE 38
HANDBOOK
®
SET EVENT-DAY AGENDA
•Preparecourse:
3 Place hole sponsor signs, flags.
3 Locate tees to maximize speed.
•Organizecheck-intable(remember
gifts and/or goodie bags).
•Handoutscorecards.
•Handoutgolfergiftpackages.
•Havebreakfastreadyonehourbefore
tee time.
•Havewaterandsnacksingolfcarts.
•Pre-assigngroupstospecificstarting
holes.
ORGANIZE POST-PLAY CELEBRATION
•Ithasbeenalongday,keepitvery
short and simple.
•Ifprovidingtrophies,havethem
available to players as soon as they
finish.
PLAN FOLLOW-UP STRATEGY
•Sendthank-youlettersand/orgiftsto
all golfers.
•Sendthank-youletterstoallsponsors.
PART 3 PLANNING A GOLF MARATHON
Dear
____________
,
Thanks for your generous gift for
the golf marathon. Yes, I did finish.
Enclosed you will find two photos. One
is a shot of my foursome at 7:45 p.m.,
shortly after we completed our 100
th
hole. If you look closely, the expression
on my face is not a smile, it is a
grimace. By hole 85, my right knee was
throbbing, by hole 90 my left leg felt
like mush, and my back left me at hole
95 ... thus the contortion. I have now
fully recovered and have the energy to
write this note.
The second picture is that of me
completing my back flip on hole
number three. Yes, I have learned from
many years of experience and therefore
completed this maneuver at about 6:15
a.m. So much for my pain, now it’s time
for yours. Please include your $
______
check in the enclosed envelope.
All in all, it was a great day. It
reminded me of the terrific people our
ministry attracts and of the great cause
your gift went to — reaching more kids
for Christ.
Thanks again for participating. I assure
you this will not be repeated by me in
the foreseeable future unless I find a
chiropractor to play in my foursome.
Yours warmly,
John Doe
HANDBOOK
PAGE 39
®
101-HOLE MARATHON
•Aggressivelyrecruitplayers(getpast
players as captains to recruit additional
players).
•Allgolfersreceiveaplayerinformation
packet that contains:
3 A letter with a general overview of
responsibilities (see sample A on Page
40).
3 Potential sponsors list and return
envelope (see sample B on Page 40).
3 Signature release form (see sample C on
Page 41).
3 Local Young Life fact sheet.
3 Sample of personalized letter,
commitment card and return envelope
to be sent to people named on the
potential per-hole sponsor list (see
sample D on Page 41).
•Participantsprovidealistofnamesand
addresses of 60 or more potential per-
hole sponsors (personal friends, family,
neighbors, business associates).
•Onbehalfofeachmarathonparticipant,
the Young Life golf committee creates,
produces and mails out personalized, signed
letters requesting sponsorship (with commitment cards enclosed) to all potential per-hole
sponsors.
•Enclosedcommitmentcardsarereturnedinanenvelopeaddressedtothemarathon
participant in care of the Young Life office.
•Dataprocessingchairmanorofficemanagermaintainsorganizedfilesrecordingscheduleof
lettersproduced,mailed,andamountofgiftsandcommitmentsreceived.*
•Dataprocessingchairmanorofficemanagerpreparescommitment/giftinformationforthe
Service Center in Colorado Springs for proper receipting.
•Participantsareinvitedtoagolfer’spartyoneweekbeforeevent.(SeePage42fordetails.)
•Aftertheevent,follow-upthank-youlettersaresenttoallgolfersandtheirindividual
sponsors. Using the database records, two different letters are sent to respective sponsors.
One is a thank-you letter to sponsors whose donations have been received. The other is for
sponsors who still have outstanding commitments and includes an envelope pre-addressed
to the area office for their convenience.
*A quality database program allows for mail merging letters and envelopes as well as producing up-to-date reports for
your committee. The Young Life Service Center recommends using the software package that includes Microsoft Word,
Microsoft Excel and Microsoft Access. Specific information is available by contacting the Service Center.
PART 3 PLANNING A GOLF MARATHON
PAGE 40
HANDBOOK
®
PART 3 PLANNING A GOLF MARATHON
Dear Golfing Friend,
Thank you for accepting our invitation to be a player in the Young Life 101-Hole Golf
Marathon on May 22. We are excited about this event and look forward to a fun day
together. But first, here is some important information to help make this a great success.
Enclosed you’ll find:
•Threepotentialsponsorsforms.Onthese,pleaseincludethenamesandaddresses
of 60 or more friends, relatives, business associates, customers and suppliers, church
friends, and club friends who might sponsor you in the marathon. We will prepare
letters in your name (see enclosed sample) and mail them to everyone on your list.
Please return your potential sponsors list to the Young Life office by March 17. We
will update you on what has been received in your name, and by whom.
•Acopyofthepersonalizedsolicitationlettertobesentunderyoursignaturetoyour
list of potential sponsors.
•Asignaturereleaseform(forpersonalizingyourletters).
•Asamplecommitmentcard,whichwillbereturnedinapre-addressedenvelope,
addressed to you, c/o Young Life office address.
Remember, we are ready to do all the work, but we need your lists to get started. The
goal this year is an average of $1,200 per player. This should come in without any further
contact with your friends. If not, a quick call should be enough to remind them.
Thanks again. We’re going to have a great time and raise some needed funds for one of
the best youth organizations there is.
Sincerely,
Player Packet InformatIon
POTENTIAL SPONSORS LIST
Young Life 101-Hole Golf Marathon
Date submitted for mailing______
Player’s Name__________________
young life
1
O
1
hole
golf marathon
Title First Name Last Name Dear
“Nickname”
Street City/State/Zip E-mail
1
2
3
4
5
6
7
Page ____ of _____
A
B
HANDBOOK
PAGE 41
®
PART 3 PLANNING A GOLF MARATHON
SignatureRelease
To make your letters to your potential
sponsors as personal as possible, we
would like to include your original
signature on each letter.
However, we realize that asking
you to sign each letter after
we print it would be a time-
consuming imposition. So, with your
permission, we will simulate your
signature for you.
Please sign your name below as you
would like to see it appear on your
letters to your potential sponsors
(we recommend signing your first
name only).
My full name is
_________________
____________________
.
Sign my letters like this:
Thank you,
The Young Life
Golf Committee
Mr. John Golfer
1234 Fairway Lane
Golfland, KY 12345
Dear John,
On May 22, I am playing in the Young Life 101-
Hole Golf Mara thon. Yes, I am going to risk total
exhaustion, public humilia tion and who knows what
else, to do this crazy thing — play 101 holes of golf
in one day! But the purpose is a worthwhile cause
— to help raise support for a valuable program that
reaches out to young people in our area.
This fund-raising event is for Young Life Anytown,
an organi zation that works with more than 350
local high school teenagers every week. Young Life
operates programs in east-end Louisville, urban
Louisville, Oldham County, New Albany and the
youth prison on Westport Road, plus a substantial
summer camping program at Young Life camps
throughout the United States.
I am writing to ask you to support me in this fund-
raising effort by sponsoring me on a per-hole basis.
Hopefully, if I’m crazy enough to do this, you will be
gracious enough to support and sponsor my efforts.
Your committed contribution of $ .25, $ .50, $1, $2
or more per hole would be a great support toward
helping local teenagers.
It’s simple – just complete the enclosed commitment
card (send a check now, if you’d like, or wait to see
if I can do it), and return it to me in the envelope
provided.
Thanks for caring about young people and for
sponsoring me in this event.
Your friend,
Bill Bogey
P.S. If at all possible, please send your response in
the enclosed envelope by May 10. Thanks!
C
D
PAGE 42
HANDBOOK
®
To generate enthusiasm, some Young Life areas host a pre-event party for golfers one
week before the marathon. This also provides the golf committee an opportunity to give
an overview of the day’s agenda, rules of the game and other pertinent information.
PART 3 PLANNING A GOLF MARATHON
GOLFER’S PARTY
Golf World
May 11
5:30–7:30p.m.
5:30–6:00p.m. Tryyourshotat
winning the putting
and chipping contests.
6:00p.m. Pizzaarrives
6:30p.m. Hitabucketof balls.
Try to hit one in the
can!
7:00p.m. Golf pro demonstration
Why come? Get up-to-the-minute updates on the 101-
Hole Marathon ... Chance to win some great prizes for
your chipping, putting and driving skills ... Meet other
participants ... Enjoy great pizza ... Bill McGee will be
broadcasting live — offering his commentary on your golf
skills ... and best of all, it’s FREE!
RSVP to the Young Life office by May 9.
GOLFER’S PARTY TIMELINE
•
Locate facility (three months before).
•
Solicit food and beverage donations (three months
before).
•
Arrange event specifics — agenda, contests, prizes,
guest appearances (one to two months before).
•
Invite players (one month before).
•
Send reminder letter to non-attendees
(immediately following event).
HANDBOOK
PAGE 43
®
PART 3 PLANNING A GOLF MARATHON
ADDING AN AUCTION
M
any Young Life areas include a silent auction as part of their golf
fundraisers. If done well, these can be a popular add-on event since
silent auctions:
•Generateadditionalfunds.
•Buildenthusiasmforthefundraiser.
•Offerasocialeventforspousesanddatesofgolfers.
•Fillthetransitiontimebetweengolfandthebanquetdinnerorreception.
•Makeeachyear’seventdifferentandinteresting.
Keys to a successful auction
•Solicitonlyqualitydonations.
•Offeravarietyofitems,servicesorproductswithvaluesof$50andup(somevacation
packages can be worth thousands of dollars).
•Maintainaccuraterecordsdocumenting:
3 Donor’s name and/or company.
3 Donation description.
3 Value of donation.
3 Restrictions for use (dates, limits).
•Publicizeauctionhighlightingsampleauctionitems.
•Reserveampleandconvenientspaceinbanquetfacilityfordisplayingauctionitems.
•Creativelydisplayeachitemtoenticebidders.
•Requirepaymentattheauctionifat
all possible.
•Followupthoroughlywithpersonal
thank-you letters.
Live auction
Larger and more valuable items are
auctioned off in traditional live auction
format. Auctioneer opens bidding with
minimum bid and audience responds
by raising hands or bidding card. Item
goes to the highest bidder.
Silent auction
Items are displayed with bid sheets
listing minimum bid and minimum bid
increases.
PAGE 44
HANDBOOK
®
ADDING AN AUCTION TO YOUR FESTIVITIES:
A STEP-BY-STEP GUIDE
•Committeemembers,staff,leadersandfriendsofYoungLifebrainstormpotentialcontacts
for donations (keep list each year for future reference and ideas).
•Determinewhoisresponsibleforcontactingeachpotentialdonor.
•Printauctioniteminformationsheets(seesampleonPage51)togivetopotentialdonors
(include self-addressed stamped envelope for reply).
•Makearrangementsfordonationstobepickedupordelivered(collectactualitemor
certificate for service along with anything else
that will enhance the table display such as
brochures, photographs, business cards).
•Printbidsheetsforeachitem(seesample
to the right) to be taped on table near each
item (include minimum bid and minimum bid
increases).
•Compileaprintedlistofalldonations(and
donors) for each place setting.
•Organizeauctionareabycategoryand
creatively display each item.
•Guestsareinvitedtobidonasmanyitemsas
they would like by writing their names and
bids on appropriate bid sheet.
•Guestsareencouragedtocontinuebidding
throughout the auction and dinner.
•Periodicallyannounceauctionupdatesto
encourage competitive bidding.
•Announcelastcallforbiddingafewminutes
before closing bidding period.
•Endbiddingperiodataspecificdesignatedtime
(before program, golf awards, speaker).
•Strictlyobserveendofbiddingperiodbyhavingdesignatedcommitteemembers
immediately circle winning (highest) bids.
•Prepareauctionpaymenttableswithcashboxesandwritingutensils.
•Attheconclusionofbanquetprogram,invitegueststocollecttheirwinningbidsheetsand
items and take to an auction table for payment.
•Atauctionpaymenttables,recordnameandaddressofwinningbidderandincludeamount
and form of payment (accept cash or checks only).
•Sendpersonalfollow-upthank-youletterstoeveryonewhomadeadonationtotheauction.
•Sendfollow-upletterstoallhighestbiddersthankingthemforparticipatingintheauction
(coordinate these letters with golf tournament follow-up letters).
PART 3 PLANNING A GOLF MARATHON
YOUNG LIFE AUCTION
Item Description ___________________
____________________________________
Minimum Bid _______________________
Minimum Bid Increase ______________
Bidder’s Name Bid Amount
_______________ _________________
_______________ _________________
_______________ _________________
_______________ _________________
Winning bidder _____________________
Address ____________________________
____________________________________
Phone ______________________________
Payment q Cash q Check #________
HANDBOOK
PAGE 45
®
aPPendIx I
GOLF TOURNAMENT/MARATHON PROCEDURES
Thefollowinggolfeventsareaddressedbytheseprocedures:
1. Mixed fee tournament: Participants pay a fee that 1) covers the cost of the tournament
and 2) makes a donation to Young Life.
2. Marathon: Participants secure sponsor donations.
Summaryofkeytaxconceptsandreportingissues:
•Brochuresandothereventinformationmustaccuratelytellparticipants,inadvance,what
part of their payment is deductible contribution and what part is non-deductible event
cost. (The IRS is authorized to charge a $10/participant penalty, up to $5,000 per event,
for incorrect reporting.)
•Pleasesendsplitdonation/paymentproceedstotheServiceCenter,usingthe2203—Split
Revenue Form.
•AreaeventformaccuracyisimportantsinceYoungLifereceiptsmustbeabletoshowthe
total payment, broken down by the amount of deductible donation and the non-deductible
part of the fee.
•Advertisingrevenueistaxable,soitissafesttolimitacknowledgmentofsponsorstoa
simple listing of names, addresses and phone numbers.
•Prizeswithafairmarketvalueof$600ormoremustbereportedtotheIRS.Pleaserefer
to the Field Finance Manual on how to submit the appropriate information for prizes won.
Whataboutusingaconsultant?
•Severalareashavehiredconsultants,suchasProfund,fortheirgolfevent.CalltheService
Center if you are using a consultant. There may be some IRS requirements to meet, or
information you should be aware of.
•Readcontractscarefully.Someincludefinancialobligationsforfutureevents.
Call Field Accounts Payable at the Service Center if you have questions about golf event
policy and procedures: (877) 438-9572.
Please be sure all staff, committee and volunteers working on the golf event understand these
requirements.
APPENDIX I GOLF EVENT PROCEDURES
PAGE 46
HANDBOOK
®
aPPendIx II
MIXED-FEE TOURNAMENT
A set fee per person or foursome is charged. This covers the direct benefit to the participant
and provides a significant contribution. The direct benefit includes any green fees, carts, meals
and prizes given to everyone. This part of the fee is not tax-deductible.
A.Revenues.
1. Fee Revenue. Because the fees include a contribution, the payment must be sent to the
Service Center. Send the proceeds with a 2203 — Split Revenue Form, which gives totals for
the total contribution and total non-contribution portions of the payments. The “Event Type”
section of the Split Revenue Form should read: GOT. If the deductible contribution amount
is $25 or less, the donor will not be receipted for the donation. Such donors may use their
canceled check and information about the deductible amount as proof of donation without a
receipt.
If a company or person pays for a number of participants (e.g., a foursome) and chooses the
players, the payment must be split into contribution and non-contribution portions as described
above. If Young Life chooses the players, the entire payment is deductible.
2. Sponsor Revenue. We are using this term for individuals or companies who underwrite
the tournament by making an unrestricted contribution. If the arrangement for sponsorship
gives the donor the right to play golf, have meals or other amenities, the deductible portion is
reduced by the amount of those benefits. Sponsorship proceeds must be sent to the Service
Center with the 2203 — Split Revenue Form or 2201 — 100% Donation Form, depending on
the sponsorship arrangement.
3. Mulligan Revenue. Players pay a small fee for extra shots at a hole or shots to receive a
prize. Send proceeds with a 2202 — 100% Payment Form, listing the total amount of non-
contribution revenue. The “Event Type” section of the Payment Form should read: Sale of
Mulligans. If no prize is offered to the winner, then Mulligan purchases are considered to be a
deductible contribution and should be submitted to the Service Center on the 2201 — 100%
Donation Form.
4. Advertising Revenue. The IRS has stated that advertising revenues are taxable as unrelated
business income tax (UBIT). They have not clearly established what constitutes advertising.
Several tax rulings have said that a simple listing of names (including addresses and phone
numbers) or acknowledgments of sponsorship does not constitute advertising. Mentioning
products could be understood to promote sales and be considered advertising.
•ImplicationsforSponsorshipContributions:Thesponsorshipremainsnon-taxableif
promotional materials listing names of sponsors, or small signs (listing name, address and
phone only), are posted for hole sponsors. The IRS has ruled that the business value of this
limited publicity does not constitute advertising.
APPENDIX II MIXED FEE EVENT
HANDBOOK
PAGE 47
®
•ImplicationsforAdBooks:Someareashavepreparedadbooksinconnectionwith
the golf tournament, which would generally be considered advertising revenue, and
therefore taxable by the IRS. Please contact the Young Life tax accountant at the
Service Center for approval before embarking upon a business venture.
B.Expenses
Golf tournaments are considered one of the major fund-raising events for a Young Life field
area office. In non-profit accounting, a special fund-raising event is one in which a direct
benefit is offered to the participants for a feethatincludesthedirectbenefitplusa
significantdonation.
Golf tournaments are operational activities; therefore, charge all expenses to the golf
expense account (6440).
II. MARATHON
In this event there is no set charge for participants. Each participant solicits pledgers who
give a fixed amount or an amount per hole played.
A. Revenues
1. Pledger Revenue. As long as the pledgers receive no direct benefit (right to play golf,
meals, other amenities) their gifts are 100 percent deductible.
If a marathon golfer makes a contribution to help cover his or her fund-raising
commitment, the payment must be split into contribution and non-contribution portions
(as described in Section I above) based on the cost of 18 holes of golf (not total holes
played), meals, other expenses.
If a pledge payment is more than $25, complete a 2201 — 100% Donation Form, attach
it to all the pledgers’ checks and send it to the Service Center. If the pledge payment is
$25 or less, donors will not receive receipts for the donations. The “Event Type” section
of the 100% Donation Form should read: GOMS.
2. Sponsor Revenue. Same rules as in Section I above.
3. Mulligan Revenue. Same rules as in Section I above.
4. Advertising Revenue. Same rules as in Section I above.
B. Expenses
Same procedures as in Section I above. If your golf event does not fall into these two
categories, call Field Accounts Payable at the Service Center for the correct procedures.
APPENDIX II MIXED FEE EVENT
PAGE 48
HANDBOOK
®
aPPendIx III GOLF BROCHURE SAMPLE
APPENDIX III GOLF BROCHURE SAMPLE
HANDBOOK
PAGE 49
®
APPENDIX III GOLF BROCHURE SAMPLE
2013
PAGE 50
HANDBOOK
®
aPPendIx IV
APPENDIX IV POTENTIAL SPONSORS LIST
POTENTIAL SPONSORS LIST
Young Life 101-Hole Golf Marathon
Date submitted for mailing______
Player’s Name_______________________
young life
1
O
1
hole
golf marathon
Title First Name Last Name Dear
“Nickname”
Street City/State/Zip E-mail
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
Page ____ of _____
HANDBOOK
PAGE 51
®
aPPendIx V
YOUNG LIFE ANNUAL AUCTION
ITEM INFORMATION SHEET
Please complete and return to Income Processing within two weeks of receiving the item. Mail
to: Young Life Service Center, P.O. Box 520, Colorado Springs, CO 80901-0520. For questions,
call (877) 438-9572 and ask for Income Processing.
Upon receiving the completed form, we will send the donor a non-cash contribution receipt
acknowledging the donation.
Donation by ____________________________________________
qBusiness qIndividual
Contact ________________________________________________ Phone _______________
Address _____________________________________________________________________
City/State/Zip ________________________________________________________________
Donor signature _________________________________________ Date given __________
Item name _____________________________________________ Value _______________
Check one: q Merchandise q GiftCertificate*
*Ifitemisagiftcertificate,willdonorprovidethecertificate? q Yes q No
Detailed description of item (50-120 words, be as complete and descriptive as possible):
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Restrictions or additional information ____________________________________________
____________________________________________________________________________
Check one: q gift attached q volunteer pickup (date) q donor deliver (date)
Volunteer signature ______________________________________ Phone _______________
Young Life Boulder
P.O. Box 7963
Boulder, CO 80306
(303)442-7086 • (303)494-7410
Area #CO20
APPENDIX V AUCTION INFORMATION SHEET
PAGE 52
HANDBOOK
®
aPPendIx VI
YOUNG LIFE GOLF TOURNAMENT
EVALUATION FORM
Name: ________________________________________________________________________
Please make comments/suggestions concerning the following topics:
Registration ____________________________________________________________________
Golf Event
Course ____________________________________________________________________
Contest Holes ______________________________________________________________
Food/Drinks ________________________________________________________________
Event Format _______________________________________________________________
Prizes _____________________________________________________________________
Time/Date _________________________________________________________________
Other _____________________________________________________________________
Banquet
Auction
Other
Please list names and addresses of people who might be interested in playing in next year’s golf
tournament:
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
APPENDIX VI GOLF TOURNAMENT EVALUATION FORM
