If you’ve played any golf at Grayhawk Golf Club over the past couple years, chances are very good you’ve run into Tournament Director, Tracy Hail. He’s been a permanent fixture at the club running group golf events of all shapes and sizes, and during that time he’s learned a thing or two about maximizing the day so that everyone has a great time and the event’s tournament coordinator looks like a hero. As you can see by the photo on the right, Tracy does it all. Heck, he’ll even climb a ladder to hang your tournament banner. Based on his experiences at Grayhawk, here are Tracy’s Top 10 Tips for hosting a successful golf event.
#10 – Know Your Numbers
You only need 12 players for a “tournament.” This opens up opportunities to combine golf with birthday celebrations, bachelor parties, family gatherings, corporate outings and client schmoozing. Also, keep a good headcount of players so you can return unneeded space to the club’s tee sheet, or add more if necessary.
#9 – Go Big
January through March marks the sublime high season in Scottsdale, when coincidentally the weather really stinks everywhere else. Although you’ll pay a premium during that time, it’s well worth it – especially when nothing but the best will do.
#8 – Champagne on a Beer Budget
Grayhawk is a high-end public club with two renowned golf courses, spectacular clubhouse facilities and elevated service standards that combine to deliver one of the best golf experiences in Scottsdale. But, if you come down with a case of sticker shock, there are many ways to save.
Save by scheduling the event during one of the shoulder seasons. In fall/winter, that means October through the holidays, and in the spring/early summer timeframe, it’s April through May. Or, if your gang can take our dry desert heat, do it in the summer when we practically give it away.
#6 – Get a Game Going
Once you’ve got your dates and number of players nailed down, it’s time to plan the fun stuff. A compelling format of play and on-course competitions like closest to the pin and longest drive are important to keep everyone in the game. Tracy is a pro at recommending the best format of play for the abilities and goals of the group.
#5 – Pick Cool Prizes
Prizes and gifts certainly create memories for a lifetime. There are tee gifts for every player; prizes for the team and on-course competitions; and don’t forget about the raffle prizes. Tracy is able to line up anything from equipment to gift cards in the golf shop so participants can pick out their own swag.
#4 – Pick Your Poison
Tracy works closely with the Food & Beverage team to make sure nobody goes home hungry or thirsty. The beverage cart crew is on the go all day serving drinks and snacks while looping the golf course. Although they’ll make a good impression either way, it’s always a nice touch to pick up the tab for your guests. In general, F & B options are highly customizable from breakfast buffet to grill stations, awards banquets to box lunches.
#3 – Go Digital
Digital media is a cost-effective way to promote and capture your event. Tracy can provide golf course information and images to use in your announcement email blasts and social media to recruit players. And, consider hiring a photographer/videographer to capture the event to share with participants as well as future promotion.
#2 – Lean on Tracy
Does all of this sound a bit overwhelming? That’s where Tracy truly earns his pay by basically doing everything for you. He has an intimate handle on all the moving parts gained through years of experience. It only makes sense to put his expertise to work for you and your guests.
#1 – Have Fun
That’s the whole point, right? Whether it’s a buddy trip, sales incentive, fundraiser, family gathering, grudge match, client appreciation or corporate event, an enjoyable time spent on the golf course is a common thread for all. Tracy and crew offer turnkey solutions to handle all the details so you can relax and have fun.
If Tracy’s Top 10 Tips got your juices flowing, give him a call at 480-502-2075, or send him an email at golf@grayhawkgolf.com.
