How to Plan a Smooth Golf Tournament (Even If You're Understaffed)

Tips and tools to keep your golf tournament on track - no stress, no extra hands required.

Whether it’s your company’s annual charity event or a client appreciation day, planning a golf tournament is no walk on the green. With dozens of moving parts, short timelines, tight budgets, and unpredictable weather, it's easy to feel overwhelmed - especially if your team is small or juggling other projects.

We’ve helped clients like CareMakers Cup and Calgary Co-op's Classic pull off successful events with smart printing, signage, and branding solutions - even under pressure. This guide walks you through what you really need, common pitfalls to avoid, and how to make the most of your print and promo budget.

Read the article and let us know if you want a more detailed excel sheet that gives you the opportunity to organize your own items in our custom excel sheet.

The MVP Package (What You Actually Need)

Full-Course Meal: The Deluxe Tournament Print & Promo Package

Custom Tents, Flags, and Sponsor Hole Signage at Each Hole

• Maximize sponsor visibility and brand your course from tee to green.

Branded Tablecloths and Podium Wrap

• Professional visuals at check-in, awards, and speaking areas.

Directional Signage

• Clearly marked parking, washrooms, registration, and event flow.

Step & Repeat Backdrop for Photos

• Create a media-worthy photo-op for guests and sponsors.

Sponsor Wall with Changeable Graphics

• Update easily for annual or recurring events while keeping costs low.

Apparel & Promo Gift Basket Giveaways

• Branded swag from sponsors or vendors makes great raffle prizes or welcome bags.

Printed Event Booklet

• Includes sponsorship ads, course details, tournament rules, and event timeline.

Post-Event Thank-You Cards

• A classy, often overlooked touch that leaves a lasting impression.

Everything can be ordered, printed, and warehoused by WX - we're ready when you are.

Internal Headaches You Know Too Well

• Approvals drag (Final designs don’t get signed off until 3 days before)
  We prebuild templated layouts and hold materials in stock.

• Team is understaffed (No one has time to chase vendors)
  We provide one point of contact plus print, promo, and install all in one.

• Last-minute changes (Someone forgot a sponsor, new logo, different size)
  Flexible printing windows and quick-change graphics

External Curveballs That Hit Hard

• Weather
  Wind and rain ruin signage. We use durable substrates and secured installations.

• Pricing
  Surprise increases from vendors. At WX you get locked-in quotes with transparent pricing.

• Production Timelines
  Shipping delays and stock issues. We print in-house and store extras locally.

Our Tournament Simplifier Strategy

• Consolidate everything: Signage, apparel, tents, handouts.

• Get a fast proofing cycle: Templated layouts that just need name/logo swaps.

• Build reusables: Branded tents, directional signage, check-in materials.

• Hold extras in inventory: Help make next year a breeze.

• Have a Dedicated coordinator: Avoid managing 5 vendors.

2 Pro Tips: Organize by Zones

1. Make sure your manufacturing timelines are clear: An extra week should be allotted no matter what. Summer seems to bring out all kinds of troubles like wildfires, postal strikes and even unforeseen tariffs can be a challenge if you are bringing something in from out of country. Special note: If ordering custom offshore promotional items a 3month timeline will help you save up to 30% and the product quality can be very customized.

2. When you are shipping or planning create zones or areas for organizing the areas one at a time so you don’t miss anything. Some ideas include:

• Registration

• Practice area

• First tee

• Contest holes

• Refreshment stations

• Awards / reception

These landing zones can also help your vendor kit everything into “zones”. No scrambling, just unboxing.

Want Help With Your Tournament?

Let’s book a call. Whether you just need signs or want the full shebang, WX is built to handle everything from concept to install.

Be sure to download our Golf Tournament Cheat Sheet to help you organize everything for your next event.

And as always, if you have any questions or you're ready to get started, toss us a quick email. We're here to help!