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Choosing the right golf course is one of the biggest decisions you'll make for your charity event. The venue impacts everything—attendance, cost, logistics, and, most importantly, the experience for your golfers. Here’s what to consider when scouting and negotiating with courses.
The course should align with golfer expectations and convenience according to GolfStatus. Pick a course that’s convenient for your target participants. A well-known course in a central location can boost attendance. Think about your golfers—if they’re mostly local business professionals, a suburban or city-adjacent course might work best. If your event draws players from farther away, consider proximity to hotels and major highways.
The course should match your audience’s skill level. A brutally tough layout might frustrate beginners, while an overly easy course could bore experienced players. Many charity tournaments attract casual golfers, so a friendly course with multiple tee options is ideal. Also, consider the course’s condition and reputation—no one wants to play on patchy greens.
Can the course accommodate your expected number of golfers? Narrow your list of potential golf courses based on the number of players you anticipate. If you’re planning a shotgun start, you’ll need an 18-hole course with enough carts for all teams. Check out their amenities, too—clubhouses, banquet rooms, and outdoor spaces are crucial if you're hosting a post-round meal or awards ceremony.
Some courses charge a per-golfer rate that includes green fees and carts, while others tack on additional fees for catering or banquet rooms. Be clear on what’s included and what’s extra. If the venue requires you to use in-house catering, get pricing upfront. Balance location, cost, and player experience to find the best value for your event.
Golf courses love charity events. It brings them business and positive exposure. That said, don’t be afraid to negotiate. Here’s how:
Popular courses and prime dates can book up months (or even a year) in advance. The earlier you start talking to venues, the more time you'll have to negotiate pricing.
Many courses are willing to reduce fees, waive costs, or throw in perks (like extra carts or free banquet space) for a good cause. Highlight your charity’s mission and the community goodwill the event generates.
If you’re bringing a large group, use that as a bargaining chip. Some courses offer discounts based on attendance. If your group is smaller, ask about sharing the course to avoid paying for a full closure.
Weekends, especially Saturdays, are prime golf days, meaning higher costs. If you can book on a Monday (when private courses are often closed to members) or a weekday afternoon, you might land a better rate.
Talk to multiple courses and let them know you’re weighing options. Sometimes, a little competition encourages a venue to sweeten the deal.
Once you’ve negotiated, get everything in writing—fees, deposit amounts, what’s included, cancellation policies, and payment deadlines. This protects both you and the course from last-minute surprises.
This is usually the biggest cost. Some courses bundle fees into a per-player price, while others separate them. Be sure to ask about taxes, gratuities, and whether carts are included.
If your event includes a meal, the course may require you to use their catering. Some venues set a food & beverage minimum—make sure it aligns with your budget. Ask about drink tickets, open bars, and any outside food restrictions.
Will there be a charge for using banquet rooms, patios, or tents? Some courses include these, while others charge extra. Also, check if there are fees for tables, chairs, audio equipment, or setup/cleanup services.
Will the course provide staff for check-in, drive beverage carts, or set up sponsor signs? Some include these services; others charge extra. If you’re running contests (like a hole-in-one challenge), check if the course has any setup fees or restrictions on third-party vendors.
What happens if rain cancels your event? Some courses allow rescheduling, but others have strict refund policies. Ask about backup plans, rain insurance options, and whether deposits roll over to a new date.
The right golf course sets the foundation for a successful outing. Choose a venue that fits your players, works with your budget, and simplifies planning. A supportive course that’s willing to help with logistics and offer a fair price can make all the difference. Now go find that perfect course and start locking in sponsors!