Collecting payments for a golf outing can seem daunting, but with some planning and organization, it doesn’t have to be stressful. Here are some tips on how to efficiently collect funds from your golf event participants.
Set Clear Payment Deadlines
First things first – establish firm payment deadlines and stick to them. Send out a save-the-date as soon as you have the event details finalized. On the save-the-date, include information about the event date, venue, format (scramble, stroke play, etc.), and costs to participate. At the bottom of the save-the-date, note when the official registration period opens and closes. For example:
Save the Date: Annual Golf Outing
Saturday, September 18, 2023
Oak Hills Country Club
8am Tee Times – Scramble Format
$100/player by September 1st
Then once registration opens, send out an official invite or registration form where people can submit payment. Be clear about your policies – registration is first come, first served, the deadline to register is X date, and payment must be received in full by Y date in order to secure a spot. Give yourself at least a week buffer between the registration deadline and the event date to account for any late registrations or payments.
Choose Your Preferred Payment Methods
Decide how you want to receive payments – check, cash, PayPal, Venmo, etc. Make sure whatever payment processor you use allows you to easily track who has paid. Consider setting up an event registration table or website to collect all the payments in one place. Some options include:
- Google Forms – Create a registration form where people enter their info and check a box to indicate they paid. You can attach a PayPal payment button to collect funds.
- Eventbrite – This popular event management platform allows you to create golf outing registration pages and integrate payment processing.
- Golf tournament software – There are various software programs designed specifically for managing golf event registrations and payments.
If you plan to collect checks, be prepared to diligently track and follow-up on outstanding payments in the weeks leading up to the event.
Set the Registration Price Strategically
When determining the per-player registration cost, make sure to factor in all potential expenses, then add a buffer:
- Green fees, cart fees, club rentals
- Food, beverages
- Goodie bags, prizes, awards
- Tee gifts like balls, tees
- Any other rentals like tents, audio equipment
Divide your total costs by the number of players to get a base registration price. Then consider adding $20-30 extra per player to cover any unforeseen costs that come up.
Confirm Final Numbers
About 2 weeks before the event, confirm your final headcount with the golf course and vendors. At this point, reach out to those who have not paid to give a final reminder about the deadline. If you still have open spots, consider opening registration back up to fill the field.
Once you have your final numbers, send an email to all participants with important event logistics – arrival time, agenda, format, course layout, cart pairings, food details, etc. This is a great opportunity to get people excited for the event!
Accept Late Registrations Cautiously
If space allows, you may choose to accept late registrations past the deadline. But make sure you establish clear late registration policies:
- Add a late fee like an extra $20 to encourage people to register on time.
- Have a hard cut-off date at least 1 week before the event.
- Late registrants must pay in full immediately upon registration.
- Confirm there is still space and supplies before accepting the registration.
Turning people away is no fun, but last-minute surprises can derail your diligent planning and budget. Only accept latecomers if it will not negatively impact your event.
Manage No-Shows and Refunds
Despite your best efforts, some people who commit to attend will inevitably have to back out last minute or simply no-show on event day. Decide in advance how you want to handle no-shows and refunds:
- Will no-shows still be charged the full amount?
- What is the cutoff date for refunds?
- Will there be partial refunds?
Communicate this clearly on all event literature. When possible, try to fill open spots from a waitlist to minimize lost revenue.
Accept Payments Onsite
Prepare to accept onsite payments as well, both for new registrants and existing participants who forget to pay in advance. Ensure you have:
- Cash box with change
- Receipt book
- Credit card processor
- Up-to-date registration list to record payments
Assign someone reliable to manage the onsite registration and payment table.
Keep Detailed Records
Throughout the registration process, keep impeccable records of all payments received:
- Use a spreadsheet to track registrants, payment status, amount paid, and payment method/date.
- Log checks in a register when received.
- Keep all paper registration forms and payment stubs together.
- Send payment confirmation emails and mark as paid on your records.
Thorough bookkeeping will ensure you accurately track who has paid and prevent any discrepancies.
Offer Incentives to Pay Early
Consider offering incentives or discounts for players who pay early:
- Register before X date to save $10.
- Early registrants entered into a raffle for prizes.
- First 50 players registered get a sleeve of premium golf balls.
Perks for punctual payments will motivate people to pay on time.
Follow Up on Outstanding Balances
In the final weeks leading up to the event, diligently follow up with all those who have yet to pay. Reach out via email, phone calls, or text messages. Consider sending weekly payment reminder emails if needed. Be polite yet firm when requesting payment – registrants made a commitment so you expect them to honor it. If they cannot attend after all, be accommodating but enforce your no-show policy.
Conclusion
Collecting payments for a golf event involves strategic planning, clear communication, and careful follow-through. Establish fair policies, offer flexible payment options, enforce deadlines, and track registrations closely. With organization and preparation, you can streamline the payment process and tee off knowing funds are collected and accounted for.