Best Month For Your Group

Picking the right month for your outing is important if you're looking to maximize attendance (and what group isn't looking to do that?)  I know it seems like a no-brainer, but if you stopped for a minute and thought about the profile of your attendees, it starts to make a little more sense. Let's look at each month...

March
Unless we're talking about late March, there isn't much to discuss. It's a blustery, confused month that doesn't know what it wants to be. Late winter? Early spring? Should I snow? Should I shine?  It's great for hard-core golfers who don't mind golfing in 45-50 degree weather.  It's been a long, hard winter for them and they're just itching to play.  Cart and green fees are cheap.  Local courses aren't in the greatest condition, though.  And they probably just aerified the course, to boot.

Hold your outing in March if:

-- You are a local, informal group with no charity attached to the event.
-- High school or college golf team looking for some competitive practice.
-- You are a Canadian-based association.

April
Now we're getting better.  The course has "healed" from the aforementioned aerification.  It's a good 10 degrees warmer and not so windy.  Could be rainy.  Allergies are afoot, so make sure your players have taken their medication.  Early April outings can be had pretty cheaply since the weather is iffy.  Again, the hard-core golfers are itching to play, so they're more willing to head out, even under cloudy skies.  If Easter weekend falls within this month - as it often does - that could be a good week for an outing.  Lots of people take off that week since it's Spring Break for the kids, so there's good availability among the players (as long as they're not going away.)  Spring break is usually the week before or after Easter, so there's two solid weeks in a short month where there's a good chance someone is off from school/work. 

Hold your outing in April if:

-- Your players are in the education field - professors, principals, teachers, board of ed.
-- You are alumni from a Catholic or christian-based high school or university.
-- You are a Catholic or christian-based school looking to raise money from parents and other friends of the school.

May & June - Goldilocks Months

I've put these two months together since they are equally as nice, though May is a bit cooler and wetter than June.  These are prime months in the golf outing business. Groups are clamoring for dates. Cart & green fees are at a premium.  These months are great for any charity or association.  There's no discrimination here.  The summer hasn't yet started and the weather is consistently warm, which means you'll get a great response from your invitees (no one is headed to the shore and no one has yet gone on vacation.)

Let's talk about Memorial Day for a moment here....since this holiday falls on a Monday and since Mondays are when most outings take place, it seems we've a great day...not true.  Most private clubs - both equity and non-equity - will be open to their members on this day. So Tuesday will be closed for outings.  This is great, because lots of people will tack on a fourth day to the weekend and will be available for your event.

It's also easier to get donations since local sponsors and corporations haven't yet exhausted their funds for such events.  I would consider these months if you're a first-time group who's got a good budget and a good mailing list.  Once you build up a solid outing history of players and sponsors, it will be easier to move your date if you ever wanted to change things up - your players and sponsors will follow you.

Hold your outing in May or June if:

-- You have a good budget
-- You are a first-time group with a solid network of attendees

Let's face it, though: These months are great for any group.

July & August
Ahh, yes: the dog days of summer.  Temperatures and humidity levels are soaring and throngs of Philadelphians have headed for the Poconos, the Jersey Shore or the safety and comfort of their air-conditioned homes.  Family vacations abound.  If everybody's gone, how do you get people to your outing? 

Hold your outing in July or August if:

-- Your group is made up of professionals in the education field.
-- Your group is made up of any organization with a seasonal pattern - and Summer is the slow season (think Corporate groups).
-- Your group is a young alumni or fraternal organization (kids can take the heat!)
-- You are a local chamber organization - small business owners don't take vacation (they're too busy running their business) but will take off a day or two for a much needed rest and a good game of golf. 

Let's talk a bit about Independence Day.  This is a tough week since lots of folks take off at least one extra day since this holiday floats around.  Clubs are much more willing to work with you on price.  Depending on the profile of your group, it could be a great week for your outing.

If you are price conscious, remember: cart and green fees have dipped a bit in price since most outings favor the cooler spring and fall months. 

September & October
Finally, the heat and humidity has subsided a bit, people are back from the shore, kids are back at school and vacations have ended.  The golf course is recoving from the blistering summer. These are very popular months. Labor Day is just like Memorial Day (see "May").

Hold your outing in September or October if:

-- Your attendees are high-rollers with flexible schedules.
-- Your attendees are 55 & better or retired.
-- You have a high-profile outing.

Similar to May and June, these are goldilocks months. Dates and prices are at a premium. 

Late October & Early November
These dates are vastly underestimated in the outing world.  The weather is cool and crisp, humidity levels are low and the course hasn't been this sweet since the spring.  Cart and green fees have dipped - and in some cases - plummeted.  True golfers love weather in the upper 50's and low 60's and these months deliver, big-time.

Hold your outing in Late October or Early November if:

-- You have a tighter budget, but still want nice weather.
-- You have a base of avid golfers.
-- You have a solid base of donors still willing to give this late in the year.
-- You have an informal group of players not necessarily associated with a charity.

Another note about starting times...

We touched on starting times earlier, but since we just discussed the seasons it bears mentioning them again within a different context.  Your date will somewhat dictate your starting time. Various factors are in play - temperature, course conditions, hours of daylight.

Case in point - you don't want to tee off at 9:00am in late October (too cold.)  You don't want to tee off at 1:00pm in August (too hot.)

In the spring, consider tee-offs around the noon hour - 11:30 to 1:30pm.  It's warmed up and the sun stays up late.

In the summer, consider tee-offs around the 9:00am hour - otherwise it's gets really hot.

In the fall, consider tee-offs between 10:00am and 11:30am. It's warmed up and you get in early enough before the sun starts to dip below the horizon.

Choosing a Menu

Believe it or not, this is important stuff here.  You want to optimize your menu to fit your group.  There are foods you definitely want to avoid.  There are things you probably haven't even considered.  Choose the right menu - you'll be a hero and you'll look like a pro!

There's so much to cover, it's tough to know where to start...perhaps we'll just go in meal order...breakfast, lunch, on-course stuff, cocktails & hors d'oeuvres, dinner...

BREAKFAST
In today's fast-paced style of life, the most important meal of the day is drifting sadly into obscurity.  Whatever you do, don't let this insidious cultural trait work its way into your outing.

No matter the month, breakfast is generally the same. Fruit selections may vary according to the seasons...but not much.

If your group is teeing off early morning - 7:30am to 9:30am: grab-and-go breakfasts work well.  Stick to whole fruits (bananas, apples, pears), breakfast sandwiches, soft pretzels, donuts, bagels, danish, yogurt, etc.  For drinks; juices, bottled water and, of course, coffee and/or tea.  Items to avoid - anything requiring a fork and/or knife to eat...anything that gets you sticky (oranges, grapefruit, cinnabons)....anything that requires you to sit down to eat.  It's early and people may not want to eat a lot.  Golfers want to grab-and-go - they'll eat it at the cart-staging area or even on-course.

If your group is teeing off mid-morning - 10:00am to 11:30am: grab-and-go breakfasts, so long as the selections are plentiful, always work well.  (See above.)  Otherwise, you probably have the time for a nice, sit-down, one-hour breakfast before tee-off.  Go for a hearty continental and add on the eggs.  If you want to go crazy, go for the full-on buffett breakfast with variety - french toast, pancakes, scrambled eggs, sliced fruit, etc. Remember, this might be the only food and beverage until dinner (except for some on-course stuff) so you'll want to make sure your players get fed.

Helpful hint....In terms of food-cost, breakfast items are the least expensive in any food and beverage operation.  If you are teetering between serving a breakfast or lunch before a late-morning or noon-time shotgun start and your budget is limited, go for the breakfast - you'll get more bang for your buck.

LUNCH
Statistically-speaking, most golfers are male.  So, it stands to reason that most outings will have more male players than female players.  That said, we need to cater lunch more toward their tastes.

Assuming you tee off somewhere around the noon hour - 12:00pm to 1:30pm - you will want to serve some type of lunch either beforehand or on the course.

There are three ways to go:

1. Boxed
2. On-Course
3. Sit-Down

Boxed lunches are relatively inexpensive (depending on what's in them) and are designed to grab-and-go.  Inside the boxed lunch is generally some type of hoagie - tuna, turkey, ham & cheese, etc., some type of whole fruit (make sure it isn't something you have to peel, unless it's a banana), a bag of pretzels or chips, and a brownie and/or cookie.  Some type of bottled drink is included to wash it all down.  Bear in mind that boxed lunches are labor-intensive and probably cost more than you think.  However, they are still relatively inexpensive as compared to a sit-down lunch.

On-Course Lunch is a very creative way to offer hot, plentiful and fulfilling food while holding your costs way down.  After your group shotguns off, lunch is set up at the turn.  Typically, it's grilled burgers, hot dogs, chicken and other similar hot-grilled food to go.  As golfers round the turn, they stop to grab some hot grub and off they go!  This typically works in conjunction with two other on-course stations with more limited options.  More on this later...

Sit down lunch buffets can vary greatly depending upon the establishment.  For outings, your best bet is sticking with the basics - grilled chicken, burgers, dogs, chips/fries, pickles, pasta/potato salads, etc. Think "picnic foods".  A deli-style buffet also works well.

If you want to step out of the box a bit, think about the season.  Is you outing around May 5th?  Try a Cinco de Mayo theme and go for quesadillas, chips & salsa and tacos for lunch.  Spring lunches should include some sliced fruit. Fall lunches might include cider.  You should also think about your group.  Is it made up of life-long Philadelphians?  A "Wa-Wa" style breakfast or Philly Block Party lunch are really cool themed food and beverage options.  (What's a "Wa-Wa" style breakfast?  What's a Philly Block Party?  Sorry, pal.  You gotta move to Philly to find out...you don't know what you're missing...

ON-COURSE
Placing a couple of on-course food and beverage stations is a nice, inexpensive way to enhance your outing.  If you need to impress your guests, this is one of the best ways to do it.

Stations
If you are going to do "stations", you need to place your goods at the following strategic locations:

-- #5 Tee
-- #14 Tee
-- Somewhere between the 9th & 10th Holes ("the turn")

Let's say you have 72 golfers, 4 at each hole.  No matter which hole each group tees off from, they are always a few holes away from a food and beverage break.  If you are doing an on-course lunch, it always goes at the turn.

On-course snacks need to be grab-and-go. Clean. Nothing messy.  Bottled waters, juices, sodas and beer (kegs are perfect.)  Soft pretzels, bags of pretzels/chips, anything packaged, whole fruit (NOT oranges or grapefruit.)  If you outing is teeing off early morning, your on-course selections may want to include packaged lemon-cake or bagels.

Food & Beverage Cart
Another way to provide snacks during play is the "bev cart".  Beverage carts typically carry canned beer and sodas, a variety of snack bags, whole fruit....you get it....

There are lots of options.  You can have the on-course stations and have a roving cart. You can have one major on-course station (at the turn) and a roving cart.  You can just do the roving cart...If you do decide to add the roving cart, you will likely pay the club to operate it.  If you have a volunteer driving the court, it's generally OK, but you will probably have to sign a waiver and still pay some minimal charge to have the club stock, re-stock and clean it.

You can handle the cart a couple of ways...you can have your attendees pay for the goods on their own or you can have your group billed on consumption.  Being "billed on consumption" means the attendant tallies up everything consumed during the day and you get the bill at the end.

Both are generally accepted.  If you have a high-falootin' outing, go for the "billed on consumption"...better for perception's sake.  If not, having your guests pay "a-la-carte" is OK.  (Although you will pay for the cart attendant - generally somewhere in the neighborhood of $125 to $150 for the day.  This charge will be added to your bill.)

On-course food and beverage is often donated. (More on this later.)  Getting volunteers to operate the stations and drive the beverage cart around is also popular.  (Again, more on this later.)

COCKTAIL HOUR
It is here where outings greatly diverge.  The larger, more established (and prestigious) outings will always have a cocktail & hors d'oeuvres hour following the outing.  The newer, less-established groups may not.

This is O.K.

There are lots of things we can do here to make it fun for everyone.

If you choose to go with cocktails and hors d'oeuvres, it means you're also going for a buffet dinner.  This is generally accompanied by a speech, awards ceremony and/or live auction.  The cocktail hour is great for outings that also run silent auctions as part of its fundraising efforts.

(It bears mentioning here that if you are even reading this section, it's likely that you have already discounted the public course possibilities...cocktail hours are for private venues.)

As with everything, the cocktail hour can vary in price, depending on what you decide to do.  We'll start with the most expensive and run through to the least...

Premium Open Bar & Stationary Hors d'oeuvres
The "premium" in "open bar" generally means top-shelf, name-brand liquor, as opposed to "well" drinks.

(Note: I never fully understood why banquet establishments actively market the words "Well Drinks" when describing the bar.  Of course, this means the drinks are made with low-end, non-name-brand alcohol.  It goes without saying that it's less expensive.  And not as good. One can imagine scraping the glass along the bottom of the "well" to reach the remaining alcohol, which is filled with sediment and other left-over chunks of stuff better left unidentified.  You get the picture....And by the way, if you ever order drinks from a bar never say you want a "Vodka Tonic", "Gin & Tonic" or some other similar term. You'll get the "well" alcohol.  If you want the good stuff, name the brand:  "Excuse, me...bartender?  Yes, I'd like a Kettel & Tonic or a "Tangueray & Tonic".  Get it?)

So on with it, then.

The "open" in "Open Bar" means the outing has agreed to pay one price per person for access to the bar. It doesn't matter how much each person drinks...the bar is....open.  This is good for groups that want to know all of their per-person costs up front so they can market the price to their players accordingly.

Entirely separate note about the hors d'oeuvres....
Let me get this out of the way so we can focus on the drinks, which, frankly, is where all the costs are...

No matter the group, no matter the place, avoid the butlered hors d'oeuvres.  It requires labor, it's expensive, and it really has no place at an outing.  Most of all, golfers are hungry. They don't want to wait for someone to pass by with stuffed mushroom.

One exception to this rule: If your dinner event is significantly larger than the outing itself, then it might be a good idea.  If you have 72 players in your outing but 220 people coming to the dinner (spouses, people who couldn't play in the tournament but still want to participate in the charity event, etc.) it's a nice touch.

Go for a nice table of stationary hors d'oeuvres and make sure it's packed with finger foods. Golfers will hit it hard.  Food choices are largely immaterial. At this time during the day, golfers will eat anything.  Standard stuff is OK: Cheese & fruit display, crudite, grilled vegetables, pigs in blankets, shrimp cocktail, etc.

Another important note: Make sure the station is double-sided.  What does this mean?  Strategically place the stationary display of food in a location where it can be accessed from both sides. Otherwise, you'll have a jam-up of hungry golfers standing in line holding empty plates.  Make sure you go over this during the event-planning stage with the facility.

Beer, Wine & Soda Bar
A good option for outings on a budget.  If your group is easy-going or made up of mostly very casual drinkers (meaning one beer or glass of wine and they're done) but you still want to put on a classy event, go for this option.  It's very nice and 1/3 the price of a full open bar.

Consumption Bar
A consumption bar looks and feels like an open bar with one big difference: you pay for exactly what is consumed.  The bartenders tally up the drinks as if people were paying for them, add them up, and give you the bill at the end of the night.  You can request a Full, Premium Bar, or Beer, Wine & Soda bar to be "billed on consumption".

This is a nice option if:

-- You know your group is not made up of big drinkers
-- You want to take advantage of the perception an open bar affords you
-- Your budget allows for incidentals after the event.

Cash Bar
Just like a consumption bar but your guests pay for the drinks themselves.  Tell them to bring cash.

In both the consumption bar and cash bar scenarios, you will have to pay for the bartenders separately.  This can range anywhere from $100 to $150 per bartender.  You'll need about one for every 60 guests.

Keg of Beer
If you immediately turned up your nose at this option or you were immediately turned on...this is a good thing...it means you know your group!  This is most assuredly the least expensive way to provide alcohol.  Kegs of Beer are best if your group:

-- Is a young, fraternal group or alumni organization
-- Is informal and laid-back
-- Is looking for an outdoor event with a BBQ

Bar Add-Ons
There are some other really neat add-on options that are relatively inexpensive and can really add a lot to your outing.  These can include: Bowls of Sangria, Bowls of Champagne Punch or Martini Bars (OK, this one is expensive.)

Combinations
I've seen some creative groups manage a combination of the above.  Typically what this means is they will have a cash bar for mixed drinks, but order a keg that's "open" for those who only want beer (or for those who forgot their wallet.)  Sometimes "Beer, Wine & Soda" will be "open" but mixed drinks are on consumption or, most often, for cash.

Managing combinations are terriffic for groups that want to keep up perceptions, but have a tighter budget.  More often, however, combinations are used when certain types of drinks are donated or "sponsored".  Those drinks are free - you pay for the rest.

...last but not least....Dinner....coming up next!

DINNER
On to the grand finale - the real reason everyone came...Let's get to the grub! Let's give out those awards! Let's raffle off some cool prizes! Let's...eat!

Golf is always nice, but don't discount dinner. It's always a crowd-pleaser, it's always a draw. Case in point:  Outings will often advertise a "Golf & Dinner" Price and a "Dinner Only" price.

The dinner always draws a bigger crowd.

While sit-down dinners are less expensive, they are also more formal.  Golf outings are more casual, free-flowing events.

Always do a buffet.

I can't make your food choices for you, but a good rule of thumb is to make sure you've got a nice spread of options:

-- One Fish, One Chicken, One Beef
-- One or Two Salad Options
-- Dessert Table (go for small, fun stuff - cookies, brownies, cannolis, etc.)
-- Choice of Veggies
-- One Starch

Piece of cake. Easy as pie.

The BBQ Dinner
If your outing is more casual and is not tied to a live or silent auction, try for a BBQ dinner.  These are less-expensive, lots of fun, and held outdoors.  Go for the BBQ if:

-- Your outing is not paired with an auction
-- Your outing is more casual
-- Your outing is taking place during the late spring, summer or early fall

Negotiating the Contract

The good old days of handshake agreements are the remnants of an honorable culture that died out many years ago in a galaxy far, far away.

Welcome to the wonderful world of contracts, lawyers, collection agencies and litigation.

OK, well...look....it's not that bad.  But if you do want to hold a golf outing, you're going to have to sign a contract with the host club/course.  The fact is, the contract - while weighted heavily toward the club - is also there to protect you and your group.

The crux of the contract is this:  You are agreeing to hold a golf outing at the club on a certain day and a certain time and spend a certain amount of money.  The club is agreeing to set aside the space for you and provide the staff, the service and the goods necessary to make it all happen.

I have a golf outing contract that is specific to Blue Bell Country Club - but it is by no means unique.  Many, many clubs and banquet facilities use the same structure and language.  So let's walk through it.  I'll run through each paragraph and explain to you what it means.

The golf outing contract is broken down into four sections:

1. Contact & Event Details
2. Banquet Provisions (for the food and beverage stuff)
3. Golf Provisions (for the golf-related stuff)
4. General Provisions (general facility mumbo-jumbo...like "no jumping on the chairs")

1. Contract & Event Details
The Who, the What, Where, the When...the Why.

It also covers things such as whether or not the group is tax exempt and what the "minimum guarantee" is for the outing.

What is the minimum guarantee?

Simply, the "minimum guarantee" is the number of people you are guaranteeing to pay for times the price per person, plus incidentals.  It's the amount you are contractually obligated to pay the club no matter what. 

Let's say that you expect 100 golfers at a price of $140 per golfer.  You have also added a consumption bar, so you'll need to pay for two bartenders at $150 each ($300 total.)  After accounting for no-shows, you feel comfortable - given the outing history and/or other factors - signing off on 84 players.  So, you take 84 players X $140 per person + $300 = $12,060.

$12,060 is your contracted amount.

If it's an overcast, drizzly, windy day and only 60 golfers show?  That's right...you're paying $12,060.  If you blow the doors off the estimate and 120 players show?  Great! That's 120 players X $140 per player + $300 = $17,100 is what you will owe the club.

Sorry. It's only works one way.

I know you're running an event for charity.
I know it's for a good cause.
That's great.

But I'm running a business for a profit.
I give people jobs.
I keep the local tax base lower.

So we're even.

This is the deal folks***.  If you do nothing else, make sure you are comfortable with the minimum number of players, rain or shine.

(***Note: It's not quite the deal.  There are ways to work with the club to minimize your exposure.  We'll get to this later.)

One other thing to note: many private clubs will require a certain dollar amount be spent in order to host your group on a Monday or to close the course for your outing on a non-Monday.  They use their own history to guage how much they can expect to make on any given day.  If your group doesn't come close to spending what the club historically makes, you probably don't have much of a shot at getting that date.

2. Banquet Provisions
This part of the contract covers the food and beverage aspect of your outing.  Most of this relates to the technical stuff and not the actual food and beverage.  You won't find paragraphs like: "The Club agrees to provide toasted bagels and cream cheese sufficient to feed 80 people."  This brings us to an important side note.

Side Note: The Banquet Event Order (BEO)
Separate, but generally included with, the contract is a document called the BEO (each letter is pronounced separately, as in B-E-O. Got it? Good.)

The BEO is likely to be the most important document you will sign relating to your outing. It describes the times, room-set ups, special banquet details, your menus, your beverages, etc.  The staff who will be running your event the day-of work exclusively off of this document.  As far as they're concerned, it's gospel.  If it's not on there, it's not happening.

Be sure to read it carefully and make sure everything on this document is the way you want it.  That's not to say you should get crazy and indicate how many inches from the wall each auction table should be - some things should be left in the hands of the experts who know their inventory and the best way to set up the room.  However, you should be certain the menus and times are correct.  If you have any donated product, make sure it's on there.  If you have special set up instructions - like sponsor banners and such - make sure it's on there.  If you deem it to be important, make sure it's in there.

This document will go through several iterations prior to your outing. Don't worry - this is normal.  Things change.  The club knows this, it's part of the business.  Don't feel badly about it - make as many changes as you like.

Special Side Note For Those Who Want to Impress:  B-E-O is a hospitality industry-specific term.  On the top of the document it's full name is written out: Banquet Event Order.  While speaking to the operations person handling your outing, make sure you call it a B-E-O.  He/she will know you mean business.

OK, so on with it, then....The Contract....

Banquet Provisions
1. A guarantee of attendance must be submitted within seven (7) days prior to the Event date. The Customer is responsible for the payment of the greater of the guaranteed attendance or the actual number of attendees. All prices are based on a final count for each entree that is offered.  Customer will pay for no less than the minimum number of guests as stated herein.  If a party is booked more than one year in advance, the Club reserves the right to increase costs based upon market price fluctuations; however such price increase will not exceed 6% annually. 

What this means:
The club needs to know the final number of players/attendees one week before the event. This gives them enough time to order the proper amount of food, schedule staff, etc.  This number is almost certain to change that final week.  No worries.  Just make sure the count doesn't jump by any more than 8%.  The second sentence relates to what we discussed earlier - you will pay either the minimum guaranteed amount or you will pay for the actual number of attendees - whichever number is greater. Remember: it only works one way. The third sentence pretty much reiterates this important point.  The last part of this paragraph says the Club is allowed to increase prices - by no more than 6% - if you book the outing more than one year out.  Since you will probably book your group within the year, this is not a problem.  If you sign a multi-year deal, you will have superior negotiating power.  I would recommend this, but only if your outing has very good history.  The point is, this 6% is negotiable, sure sure.

2. The Club reserves the right to assign another room if the expected number of attendees changes.

What this means:
This is pretty self-explanatory.  If your count changes significantly, the room you thought you would be in is now too big or is now too small.  You want this provision in there; it protects you.

3. Room rental will be based on the size of the Event. Floor plans must be agreed upon seven (7) days prior to the Event.  Changes to floor plans made within seven (7) business days prior to the Event may constitute additional labor charges.  Please discuss set-up arrangements with the Catering Representative to determine whether or not a labor charge will apply.  The Club reserves the right to charge a service fee for the set up of meeting rooms with extraordinary requirements.

What this means:
You will most likely not pay a room rental unless your group is ridiculously small and for some reason you want to be in a really big room. The floorplans become important if you are holding a live and/or silent auction prior to, after or during dinner.  Don't forget to keep the hors d'oeuvres in the middle of the room so they can be accessed from both sides.  The labor charge stipulation is built in there to protect the club from outrageous changes that require significantly more labor.  This will rarely affect you unless you make the club jump through major hoops the day-of.

4. The Club has provided the Customer with a complete set of banquet menus to assist with the final selections.  The Club's catering staff is available to discuss specific menu options with the Customer at the Customer's convenience.  The Club's Chef is also available to customize a menu specifically for the Customer's event.

What this means:
All good stuff to agree to, right?  If you have questions, we're here to help.  Glad to do it.

5. The Club reserves the right to substitute food and beverage of equal or greater quality in the event the exact items ordered are unavailable.  The Club will make every effort to serve the same food as described herein to attendees in excess of the guaranteed number.  However, if the same food is unavailable, the Club reserves the right to make substitutions and Customer agrees to pay the Club's normal retail prices for such substitute meals.

What this means:
If the Club goes to order the food you selected and discovers there's a 21st century "great potato famine", then potatoes won't be on the menu, even if you requested fries with your burgers. We'll put something equal in it's place.  If your count goes significantly above your guaranteed number and the club runs out of a particular item, we'll substitute that item with something just as good or better.  The second part of the paragraph protects the Club in extreme cases of price spikes or shortages. If the closest equivalent to fries is something that costs significantly more, then you'll have to pay for this.  Unless you're ordering wild African game for your outing, pay no mind to any of this.

6. The Customer understands and agrees that the Banquet Event Order (BEO) must be completed and approved by the Club no less than thirty (30) days prior to the event.  If the BEO is not completed and approved by this time, the Club will no longer be obligated to reserve the room and time for the benefit of the Customer.

What this means:
If you haven't figured out the major stuff 30 days out, the club assumes - and is probably right in doing so - that your event is going to bomb and be canceled.  Since the club took the space off of the market for you and agreed not to sell it to anyone else, it lost potential revenue because you didn't have your act together.  You will, of course, be obligated to pay the minimum contracted amount, regardless.  The club wants to be able to book the space to some other person or organization if they request it.  This is good for you, because you may be able to negotiate paying something less than the guaranteed amount if the club is able to re-book the space.  (This is unlikely, but you never know....)

7. The Customer agrees to the following payment terms:
Initial Deposit: $1,500 at contract signing.
Final Payment: Remaining balance one week prior to the event.
Additional Charges: Net ten (10) days after the event.
All deposits are nonrefundable except in case of cancellation of the Event by Club pursuant to Paragraph 8 of the General Provisions (force majeure).

What this means:
The club would like some sort of good-will deposit to hold the space. Very normal, very fair. Since most groups don't collect a dime until payments start rolling in, someone will probably pay out of pocket, then get reimbursed later.  If you are part of a committee, each of you should fork over a few hundred.  If you are part of an association or official organization with working capital, $1,500 should be no problem.  It goes without saying that it is non-refundable unless an "Act of God" takes place day-of.  The final balance will be due one week prior to the event. Again, this is normal.  Since the club knows that outings are different than the average banquet, something less than the final amount is generally acceptable even a few days out.  Better bring a blank check day-of.  Additional charges are items not accounted for: you will either get a bill and have 10 days to pay it, or, the preferable way to handle this is to use a credit card to pay for incidentals at the end of the day.

Golf Provisions
1. Guaranteed number of players - not less than sixty (60) days prior to the event date, Customer must submit a final guarantee count of players.  Thereafter, the number of participants may be reduced by no more than 5% of the guaranteed number of players outlined herein.  Except for this allowance, payment is due in full for the greater of the actual number of players or this Guarantee.  A minimum number of seventy-two (72) players are required in order to be eligible for a shotgun start.  The shotgun start will be honored even if the outing has fewer than seventy-two (72) players, however payment for seventy-two (72) players will be required.  In the event seventy two (72) players cannot be guaranteed, a shotgun start may not be permitted.

What this means:
Remember: the first section of the contract related to the food and beverage. This part relates to the golf.  The provisions may look similar, and even contradictory in some cases, but the golf stuff carries different requirements with different stipulations.  The nice thing about this clause is that the club recognizes that if your event suffers from some attrition, it's more likely that it will happen on the golf side of the event rather than the food and beverages side.  (It doesn't rain indoors....)  So, the club is allowing your count to drop up to 5% without penalty.  So, if you have guaranteed 72 players, a foursome can drop out and you won't be responsible for paying for them.  If you count increases to 76, though, you pay for 76.  Remember: it only works one way.

On to the "shot-gun" start....It pains me to say this, but this part of the contract borders on silly.  Part of it is reiterating the points made earlier in the paragraph and part of it appears contradictory.  In my opinion, you don't really have to pay much attention to it.  Let's say you come up short - say 56 players instead of 72 (that's 14 foursomes instead of 18.)  You'll still want to have a shotgun start so you all finish at the same time and hit the cocktail hour at the same time.  The club wants this, too.  The paragraph is saying you'll still have to pay for 72 (or 68 because you are already allowed 5% attrition) but you already knew this.  Right?  We're beating a dead gopher.

The only reason I see this paragraph being relevant is in cases where the count drops so low - like to 16 players - that tee-times really make more sense for both parties.  Also, the club will want to be able to open up the course to walk-ins (if it is a public course) or members (if it is a private course.)  The club/course no longer wants to be obligated to shut down the course exclusively for your outing if your count drops precipitously.

2. A deposit of ten percent (10%) of the estimated total gross charges will be paid at the time of confirmation.  An additional deposit of fifty percent (50%) of the estimated total will be paid no less than sixty (60) days prior to the outing.  The remaining balance must be fully pre-paid by certified check, cash or money order no less than three (3) business days in advance of the outing, except in those cases where credit has established to the satisfaction of the Club, in which case the balance is due within thirty (30) days after the outing.  All deposits are nonrefundable except in case of cancellation of the Event for inclement weather in accordance with Paragraph 5 hereof or for force majeure in accordance with Paragraph 8 of the General Provisions.

What this means:
This paragraph reiterates the payment terms found in an earlier part of the contract.  You will notice that they don't match up - this is done on purpose to keep you on your toes!  Make sure the payment terms - as they are described here - align with what appears elsewhere.  One note about the 50% deposit - clubs understand that golf outings do not generally collect their money until very close to the event.  This is negotiable.  Clubs are willing to waive this, especially if your group has good history.  As for the deposit being non-refundable, this is normal, I'm sure you understand, except for special cases (Acts of God.)

3. Although it is not required that all golf related prizes and amenities be purchased from the club Golf Shop, it is expected that the Customer will support the Golf Shop.  A minimum of $5.00 per player should be used as a guideline. No alcoholic beverage prizes of any kind will be permitted in the Club.

What this means:
The club hopes you support their Golf Shop and buy merchandise from them. Plain and simple. Since there is nothing here that obligates you, don't worry about it.  As for the alcoholic beverages, this is a biggie and non-negotiable.  The club's liquor license certainly forbids this and it won't risk losing it just for you.

You will likely see variations in this paragraph depending on the venue.  Some clubs will absolutely require you to spend some amount of money in their Golf Shop.  This either rears its ugly head in the form of a lump sum requirement ($1,000) or an amount per player ($5 or $10.)  If they require a lump sum, you can turn this around to your advantage by purchasing something high-end and raffling it off - turn it into a money-maker.  You can also use this lump sum to purchase a "gift bag" for your attendees and build it into your price per person.  If they give you a price per player, this comes in the form of a gift certificate that's given to each player upon registration. It's theirs to use (or not use) at their discretion.

Either way, it's negotiable.  Many clubs don't make a lot of money on their merchandise - hard goods (golf clubs, balls, etc.) have skinny margins. Soft goods (clothing, gloves, shoes) have better margins, but not much.

In many cases, the club's shop can get as good or better prices on goods than any of large sporting goods stores.  Many golf shops have excellent relationships with golf vendors and may be able to get a special deal on merchandise for your outing.  Work with them. Ask them to help. Tell the club you want to give them the business, but they have to beat what you can get elsewhere.  Work directly with the Head Golf Professional or the shop merchandiser. They are motivated to move product and are willing to help.

4. All outing groups agree to abide by the rules and regulations of the Club including but not limited to those stated in the CLUB'S NAME HERE Golf Outing Guide.  In order to reserve the use of the Club facilities for the date and time specified herein, this Contract, along with the required deposit, must be executed and returned to the Club within fifteen (15) days of the Contract Issue Date. Failure to meet this requirement will release the Club from all obligations under this Contract.

What this means:
The club wants the contract back ASAP.  They're giving you two weeks to get it back. That's pretty generous and fair, right?  Most outings operate under a committee, giving you plenty of time to consult with everyone and get it back to the club.  This said, if you have selected a prime date and the club has other groups on the hook, better get that contract back right away.  For non-prime dates, the club will work with you on the time frame.  If you have history with the club, they'll cut you some slack.  The thing here, though, is that the contract doesn't become valid until it's signed by both parties. You sign, then they sign, then you get a copy.  You may get the contract back to the club in a couple of days, but if a bigger piece of business comes along that's better than yours, the club may opt not to sign the agreement.  So it doesn't matter how expeditious or responsible you are, the club always has the upper hand.

This is rare, though, so don't worry too much about it.

5. In the event of inclement weather, the Club management will determine whether or not the golf course is playable.  Regardless of the playability of the course, the banquet/food and beverage portion will still be held at the same time and price based on the corresponding food and beverage contract.  Groups that are unable to attend the food and beverage portion of their event will be billed for the full amount of that portion of the Contract.  If the golf course is deemed unplayable by the Club, and the golf event cannot be rescheduled on a date within one hundred twenty (120) days of the scheduled event date, at a mutually agreeable date and time, the Customer will not be responsible for fees and charges related to golf.  In such event, any deposits (net of food and beverage fees and charges) made by the Customer shall be returned, and neither party shall have any further obligation.

What this means:
This is important.....please read it again.  If it's sunny, you play.  If it rains....you play.  If it pours and pours and pours, thunder and lightening abound, and golf-ball sized pellets of hail come down screaming from the heavens....ummmm......well, OK, then. The outing is canceled. The point?  The golf portion of your outing is canceled only in extreme conditions.  Otherwise, it's game on.  Oh, and by the way, that's only the golf stuff. The breakfast, lunch, cocktail hour and/or dinner? Still on.  It doesn't rain indoors! 

This is rough, isn't it?  It's not so bad - it's negotiable.  If the menu is such that the food can be saved without spoiling, the club will work with you - especially if the outing can be rescheduled.  If the weather forecast is very well known before the outing (think: random hurricane spiriling up the coast bringing lots of wind and rain) and it's clear the event is going to be canceled, this is even better.  This gives you plenty of time to save the food.

Rain dates? Good to plan in advance but hard to pull off.  Cross your fingers, do a sun dance, or pray to whatever God you believe in to have mercy on your outing.

6. All players are recommended to arrive at the Club at least thirty (30) minutes before the assigned tee-off time.  This will allow time for bag handling, registration, changing of shoes, etc.

What this means:
It's a reminder - make sure your attendees get to the club on time so the shotgun start goes off smoothly. 

7. Players are expected to wear traditional golf attire on the golf course.  Golf shoes and a collared shirt are required.  Jeans (including designer), t-shirts, undershirts, cut-offs, gym shorts, tennis shoes and sweat suits are not permitted.  Players not properly attired will be refused to play.  It is the event coordinator's responsibility to make all his/her guests aware of the dress code.

What this means:
Obviously this is important at any private club, but also at many of the higher-end public courses.  Much of this goes without saying, but it has to be in the contract for "we told you so" purposes.  Make sure your players are dressed like golfers.  I would recommend a single line on the invitation that reads: "Proper Golf Attire is Required". 

8. Continuous play is required.  It is golfing etiquette to replace divots, repair ball marks on greens and to rake smooth all marks made in sand traps, and to remove used tees from the teeing grounds.  Players are expected to observe proper conduct at all times.

What this means:
In a shotgun situation, all players are moving around in - for lack of a better explanation - a big circle.  If one group stops for any extended length of time, it holds up not just the group behind them, but everyone all at once.  As for the golf etiquette description, it is a reminder that all golfers should be responsible for wear and tear on the course.  There have been many circumstances in which an outing group has not been allowed back in future years because of the damage caused to the golf course.  This is especially the case at a very high-end clubs.  If your golfers tear up the course, you won't be invited back.  Worse than that, you'll get a bad rap in this tiny little industry and your group will be demoted to the minors or forced to play far away where your reputation doesn't precede you.

9. Golf Carts are rented for 18 holes; golf carts must not be driven on the tees, greens or green aprons and must not be parked wtihin thirty (30) feet of the greens.  Cart directional signs must be followed at all times; please use cart paths where provided.  Carts must be driven and parked in the rough.  Cross fairways only if necessary and at a right angle to the direction of play (90 degree rule.)  Stopping in a fairway is not permitted at any time.  Following the completion of play, carts must be returned promptly to the designated drop off area.  Please report all damaged carts to the Golf Shop.  A valid driver's license is required to operate a golf cart.  A maximum of two (2) bags per cart is allowed.  These rules will be enforced and persistent violators will be asked to leave the course.

What this means:
This rule, and others like it, are here to apprise you of how your group should conduct themselves on the golf course.   They may seem obvious, but if they are not stated clearly up-front, the club has not protected itself adequately against those who cause excessive wear and tear to the course.

10. There are water coolers available on the course.  A beverage cart is also available upon request. Players and groups are not allowed to bring their own food, beverages or coolers.  The Club reserves the right to confiscate such beverages and food that are brought in violation of this policy.

What this means:
Bringing your own food and beverage is a big no-no unless you have prior permission from the club.  Donated items are generally O.K., so long as it's mainly on-course stuff or items that are pre-packaged.  Bear in mind that no matter the case, this is never looked upon favorably by at the higher-end venues.  For sure, you will have to sign a waiver acknowledging that the club is to be held harmless if someone gets sick.   Many clubs won't even allow donated stuff - it's just too dangerous.  Health department regulations are stringent and code violations are serious business.   Imagine going to a fancy restaurant with a box of pizza under your arm.  You wouldn't think of it right?  From the club's perspective, this is the equivalent.

11. Rangers are on the course to help play run more smoothly.  If a group fails to keep its place on the course by losing more than one clear hole to the group in front, the group following shall have the right to play through and should ask to do so.  The rangers can help this process.  Rangers are also used to monitor play.  Players who blatantly or persistently violate the rules will be asked to leave the course.

What this means:
Course rangers have a tough job.  They are perceived by many to be a blessing - they keep up the pace of play, which is important to a great many golfers.  If they are your nemesis, you are either a hack who can't keep up, or a wanna-be who spends too much time setting up every shot.  Either way, you are holding up others from enjoying the game.  Let the rangers do their job and all will be well.  If you think you won't be tossed for giving the ranger a hard time - think again.  Clubs don't tolerate this behavior from its own members, let alone outing guests.

12. The Club reserves the right to charge a service fee for the set up of areas with extraordinary requirements.

What this means:
If you have enhanced your outing with specially-run contests or if you have brought items that require the club's staff to put together, set up, operate during the outing...whatever...you may be charged for it.  This clause is here to protect the club from the things you forgot to mention during the negotiations, then ask them to do after the fact.  Unless the request is unreasonable or has direct costs to the club, such fees are typically waived.  No worries.

13. The Club will provide all food and beverage for Golf Outings.  The Club reserves the right to substitute food and beverage of equal or greater quality in the event the exact items ordered are unavailable.  A twenty percent (20%) service charge will be added to all food and beverage charges.  Final menu selections must be made no less than thirty (30) days prior to the event date.

What this means:
Not sure why this clause is here, but it is.  Probably means I need to go back and make a revision. Nevertheless, we covered a lot of this already.  The important part is the service charge.  It ranges anywhere from 18% to 22%.  This is how the club pays its staff, so it's important.  Many clubs will not include this charge in its pricing, since it can appear to inflate it quite a bit.  When negotiating, be sure to understand what exactly constitutes the the final price per person.  You may think you've negotiated a price of $120 per person, then get hit with a charge of $144 per person.  Not cool, but don't think it doesn't happen - it happens all the time.  The service charge, whatever it is, cannot be negotiated.

Final menu selections should be made thirty days out - perfectly reasonable. You've probably had a year....

General Provisions
1. The Club has no obligation to hold open any room, date and/or time for the benefit of the Customer until the Event Contract is fully executed and the non-refundable deposit is paid.  Full payment terms are described in the Specific Provisions hereto.

What this means:
Very simply; money talks or banquet space walks.  If you haven't inked the deal or put down any good faith deposit monies, the club is under no obligation to hold the space for you if another group comes along.  If you have a good relationship with the club, they will give you more leeway in holding the space.  If you are a first-timer, they will be less willing to hold the space for an extended period of time, especially if you're looking at a prime date.  Other outings are sure to come knocking with money in hand.

If you are looking at an off-peak date, you certainly have more leeway.

2. Only food and beverage provided by the Club may be consumed on Club property.  No food or beverage of any kind will be permitted to be brought onto Club property by the Customer or any of the Customer's guests.  The Club reserves the right to confiscate food and beverages that are brought onto the Club property in violation of this policy.

What this means:
This looks familiar, doesn't it?  Again, you can't just show up with your grub unannounced.  Can you mosey on down to the locker room with a Wa-Wa coffee without getting the hairy-eyeball stare-down?  Sure. We all need our 24oz. French Vanilla fix.  Just don't wheel in with a cart full of breakfast sandwiches for your group. (Besides, that would be obnoxious and you're an honorable person, right?)

Every establishment has a story about food and beverage coming into the facility from the outside and someone getting sick from it.  Was it the Club's food or the breakfast sandwiches you snuck in?  If you brought in food from the outside, you can't take a position that it was the club that got you sick.

If you have donated product and you have received prior approval from the club to bring it in, you are fine (remember to sign that waiver.)

3. The Customer acknowledges and agrees that all alcoholic beverages served on Club property must be purchased from the Club and must be dispensed by Club employees only.  Club staff will not serve alcoholic beverages to persons under the age of twenty-one (21).  The Club reserves the right to refuse to serve alcoholic beverages to anyone who appears to be intoxicated.  The Club reserves the right to control alcoholic beverage as per the PA Liquor Control Board statutes and regulations.

What this means:
If you thought the club didn't like you bringing in food and drink, just wait till you roll in with your keg.  You're just asking for a bad scene.  Any establishment's liquor license is gold. It was hard to get. It was expensive. It's revocation would be devastating.  No negotiating this point, no getting around it.  No, "So and so told me I could bring it."  It won't fly.

If you have anything donated - wine and beer are popular for this - get it approved by the club first.  You will still have to turn it over to the staff once it arrives on the property. They will have to store it, open it, dispense it, monitor it and clean it up afterwards.  You will still pay a handling charge.  Some places call it a "corkage fee", especially if we're talking about wine.  This is not the club's way of sticking it to you for not buying from them - this is the club's way of protecting it's liquor license.  The fee, which typically hovers around $3 per person, is normal and non-negotiable.

4. A twenty percent (20%) service charge will be added to all food and beverage sales.  Current state and local tax will be added to all charges subject to sales tax.  Customer agrees to pay for all service charges and taxes.

What this means:
The service charge is normal - this is how the club pays its staff.  Taxes are normal - this is how the club avoids foreclosure.

The service charge is non-negotiable.  It is oftentimes not included in the price per person to keep the advertised price artificially low.  (At Blue Bell Country Club, it is included in the per person price, so no worries about getting stuck with the extra charge.)

Tax is only applicable to food and non-alcoholic drinks - there's no tax on the booze.  If you are a charity, you probably are exempt from paying taxes.  Simply provide the club with your Tax ID number and it won't show up on your bill.  PA state sales tax is 6%.

5. All displays and exhibits, if any, must conform to the applicable fire code ordinances.  All such displays and exhibits must be confined to the areas specifically described in the Event Contract.  The Club does not permit affixing anything to walls, floors, fixtures or ceilings with nails, staples, tape or any other substances unless approval is given by the Club in writing.  In the event that damage is caused by the unauthorized affixing of any items to the walls, floors, fixtures, ceilings of the Club, the cost of repair and/or replacement will be paid by the Customer.

What this means:
You can't put your stuff that blocks egress from the building in case of fire or another emergency.  You can't hang your stuff around if its going to cause any damage to club property.  Generally, banners hung to outside railings are cool. Sometimes even to the facade of the building.  Get permission first and make sure it's on the BEO (remember what this is?  Read above...)  If you broke it, you bought it. Normal and fair, right?

If you do something bad and don't want to get stuck with the bill?  Offer to sign on for another year or two on the spot.  The club will probably eat it for your continued loyalty.

6. Customer is responsible for payment for use of the Club's office supplies and/or equipment.

What this means:
Need to make a photocopy of something? Sure. Absolutely. Happy to help. Be back in a sec....Need to photocopy, bind and distribute reams of literature?  Ummm....Kinkos is just up the road.

7. Customer understands that the Clubhouse is a smokeless facility.  Smoking is strictly prohibited in all in-door areas of the Clubhouse.

What this means:
No smoking indoors. The club just extended your life by 7 to 21 minutes, free of charge!

8. The Club will not be liable for, nor considered to be in breach or default of the Event Contract on account of any delay or failure to perform as a result of any causes or conditions that are beyond its reasonable control, including but not limited to fire, flood, weather emergency, accident, explosion, casualty, labor controversy, civil disturbance, act of public enemy, act of God, any municipal, state or federal law or ordinance, any governmental regulation, ruling or order, any failure or delay in transportation, any failure of electrical or sound equipment or apparatus, or any failure, without fault, to obtain materials or services essential for the conduct of the Event.  If any force majeure event occurs, the Club will give prompt notice to the Customer.

What this means:
This is all "force majeure" stuff, a French term literally translated as "greater force".  This clause is included in contracts to remove liability for natural and unavoidable catastrophes that interrupt the expected course of events and restrict participants from fulfilling obligations.  This clause is meant to benefit both parties in a contract.

Force majeure would come into play, for example, if an asteriod of extinction-level capacity (roughly defined as one the size of Manhattan) saw fit to take up residence off the coast of New Jersey.

A similar event occured approximately 65 million years ago, permanently canceling the "Cretaceous Classic".

9. IN NO EVENT SHALL THE CLUB BE LIABLE FOR ANY SPECIAL, INDIRECT, EXEMPLARY, OR CONSEQUENTIAL DAMAGES OF ANY KIND, REGARDLESS OF ANY DEFAULT OR NEGLIGENCE OF THE CLUB.  IT IS UNDERSTOOD AND AGREED THAT IF THE CLUB FAILS IN PERFORMING ITS OBLIGATIONS UNDER THE EVENT CONTRACT FOR ANY REASON, CUSTOMER'S SOLE AND EXCLUSIVE REMEDY SHALL BE THE RECOVERY OF ACTUAL DAMAGES, IF ANY, SUSTAINED BY CUSTOMER IN OBTAINING REASONABLE SUBSTITUTE SERVICES AND ACCOMMODATIONS THAT ARE SUBSTANTIALLY SIMILAR TO THOSE DESCRIBED IN THE EVENT CONTRACT AND WITHIN THE SAME GEOGRAPHICAL SERVICE AREA SERVED BY THE CLUB.

What this means:
Yes, my "Caps Lock" button was on, purposely.  This is the only paragraph in the entire contract typed in all caps.  For those of you who may not know proper email etiquette, ALL CAPS means you are YELLING.  So, in essence, the Club is expressing the above sentiment in a manner that is LOUD and clear. That's how important it is to the Club that you understand.

So on with it, then...

The basic sentiment in the first sentence is that, no matter what the Club does wrong, you agree that....well....it did nothing wrong - on purpose or by accident.  If the coffee pot tips over and one of your guests burns their hands?

Ooops.  So sorry.

The second part of the paragraph states that if the club fails to hold up its end of the bargain in the contract, your only recourse is to solicit the club to make good by doing something else for you.  You aren't getting any money back and you aren't getting anything more than you were supposed to get in the first place.

The club forgot about the entire dinner portion of the event?  No staff, no food, no lights for your silent auction and awards ceremony?

Ooops. So sorry.  Here's a gift certificate. See you soon?

OK, look....this is just what the paragraph is saying. It does not necessarily hold any basis in reality.  My guess is that it keeps the insurance premiums lower.

The truth is, if the club has any desire to stay in business, it will work with you to make good.  It doesn't want an unhappy customer and it certainly doesn't want an unhappy customer loose in the marketplace.

To sum it up, it's not negotiable....but don't worry too much about it.

10. The Club will not be laible for any damage or loss of any merchandise or articles left in the Club prior to, during or following the Event.  The Club assumes no responsibility to provide security for any personal property of Customer or other attendees.  Any freight or shipping charges for material being shipped to the Club, such as literature, audio/visual and video equipment, books, etc., shall remain the sole responsibility of the Customer.

What this means:
The Club is protecting itself from dishonest people who "claim" they lost their new Nike Sasquatch driver at the driving range and request the Club to pay for a replacement.  You can imagine what would happen if this clause wasn't here.  As for security and managing shipped materials, the club simply doesn't employ the staff to perform these duties.

That said, you can certainly send stuff to the club a day or two before your event (on your dime.)  The club will likely do its best to keep it somewhere out of the way, but it isn't going to lock it up for you.  The Reader's Digest version?  Send literature.  Don't send awards, gift bags, or other valuables.

11. The Customer agrees to accept full responsibility, financial and otherwise, for the actions of the attendees at the Event.  Customer hereby agrees for and on behalf of Customer and Customer's affiliated and related persons and entities, jointly, and severally, to indemnify and save and hold harmless the Club from any and all loss, liability, claim, damage, cost or expense, including reasonable attorney fees and legal expenses, relating to injury or death of persons or damage to property that the Club or the residents adjacent to the Club may sustain, suffer, or incur, on account of, or arising from, or in connection with the acts or omissions of Customer or Customer's invitees, licensees, visitors and guests.

What this means:
If any person on the club's property who is there for your event  for any reason does something bad, it's on you.  Further, you agree that the club isn't responsible for the actions of people who are there for your event.  They are your responsibility.  Again, not negotiable.

12. The Club reserves the right to refuse admission or eject any person violating Club rules or local, state, or federal law, or whose conduct is deemed by the Club, in its sole discretion, to be disorderly or offensive.

What this means:
Control your people.  If you don't do it, the club will have to do it for you.  Unruly guests get the boot more often than you think, so don't be surprised when the S.W.A.T. team pulls up to haul off the offenders.

13. Should additional security service be deemed necessary by either the Club or the Customer, arrangements may be made by the Club at an additional charge to the Customer.  Additional security services provided by the Customer must be approved in writing by the Club.

What this means:
If the club feels security is necessary for your event for any reason, they will get it - on your dime.  If you feel you need security for your event; you must tell the club and they must approve it.  They probably will approve, but they will need to know up front.  This is more than common courtesy - it protects the club if something bad goes down.  Bear in mind that such occurances happen very infrequently.

14.  The Event Contract represents the entire agreement between the parties with respect to the transactions contemplated herein.  Any variation or other changes to the Event Contract must be made in writing and signed by both the Customer and an authorized representative of the Club.

What this means:
This contract is the end-all, be-all word.  Anything else (verbal, especially) is moot.  If changes are made to the contract, you both have to agree and sign on it in order for the adjustments to be valid.  Normal contractual mumbo-jumbo.

15. The Event Contract shall be interpreted according to the laws of the Commonwealth of NAME YOUR STATE HERE.  The persons executing the Event Contract on behalf of a corporate or fictional person hereby covenant and warrant they are duly authorized by such corporate or fictional person to execute and deliver the Event Contract.  Any intention to create a joint venture or partnership between the parties hereto is hereby expressly disclaimed.

What this means:
If grievances go to court, they will be judged according to the laws of a defined state - usually the state where the event takes place.  By signing the contract, you agree that you are, in fact, authorized to bind your organization to the terms therein.  The last sentence seems silly to me and will pretty much never matter to you.

We're done!  Yahoo!  On to much more exciting things.....

"Golfing" and "Greens Fees"

Seeing as though it's the week of Thanksgiving, I thought I would take a little break from the norm and throw out some simple stuff for you to "feast" on...

I just learned the other day that the two words above, which are the subject of this today's BLOG, are not real.  "Not real" doesn't mean they haven't weaved their way into the vernacular - they most certainly have or you wouldn't be crinkling your brow right now wondering what I'm talking about.  What I mean is that they are terms that sound real, used frequently and have pretty much been accepted as correct in our everyday language.

Except, they are not.

Let's start with "golfing".  "Golf" is the name of the sport. Just like "baseball" or "football" or "lacrosse".

Do you go "baseballing" or "lacrossing"?  No, you go "play baseball".

Similarly, you don't go "golfing", you go "play golf".  Apparently, games played with a ball cannot end in "ing".  Of course, hockey is played with a puck (not a ball) and you still don't go "hockeying", so I'm not sure how secure this rule is.

So "golfing" is not a real word, per se.  What makes it real is that everyone uses it, understands what you are going to do when you say it, and, most importantly, accepts it as correct.  That's what language is, right?  We make the rules.

Gramatically speaking, though, it's wrong.

It seems that sports that are verbs (and not nouns) can end in "ing".  Sports such as....

Hunting (to hunt)
Hiking (to hike)
Skiing (to ski)

Golf is a noun.  Baseball is a noun.  Toaster is a noun.  You can't go "toastering", right?

Now that I think about it, you also cannot say "to golf", as in....

"Hey, where's Bob?"
"At the club".
"To do what?"
"He went to golf."

Doesn't work.  Bob went to "play golf".

My guess is that "golfing" worked it's way into modern-day English because most people associate golf with the clubs and not necessarily the ball.

When I think about hockey again, though, I realize this could be an incorrect assumption.

Hockey is played with a stick and played with a puck, yet we still don't say "hockeying".
Hockey is pucking up my thought process.

Let's move on to "Greens Fee"....

Also incorrect.  The proper term is "Green Fee". Singular. No "s" at the end of "green".

This one is easy to express...."the green" refers to the entire course - the tee-boxes, the fairways, the putting surfaces.  So, when we say "green fee", we mean the "charge to play the course."  The whole course. All parts of it.

Most people refer to the "greens" as the putting surface - the place where you pull out your putter and try to sink the ball into the hole.  This is really a nickname.  So what probably happened is that people - knowing there are 18 "putting surfaces" or "greens" on the course - started calling the "green fee" the "greens fee".

And the rest is incorrect grammatical history.

So, if you want to sound smart, never say you are going "golfing" and never refer to the charge to play the course as the "greens fee".

Of course, no one will really notice the difference.  But you will know you are in the right if you use the terms properly.  That should be enough.

If you feel the need to correct people when they use the wrong terms, be prepared to be perceived as an obnoxious boor.

Seeing as though I just did, you can pretty much guess how I'm perceived....

HAPPY THANKSGIVING!

"Getting the Word Out"

OK, so let's sum things up....

We've selected our venue.
We've chosen our date.
We've worked out our menu.
We've reviewed the contract.

Now, presumably we've got a good 6 months to a year before the outing.  We've got to start getting our act together if we want anyone to attend!

Putting someone in charge of marketing and public relations for your tournament is key if you want to have a successful turnout.  Remember: the more people at your outing, the more money you raise.

And that's the goal - right?

Let's imagine your outing at the center of a handful of concentric circles, each representing a sphere of influence to attract and gather potential attendees.  (Since I can't do graphics here, you'll have to imagine this....)  The inner-most sphere represents the "low-hanging fruit", or those easy to reach.  Those who will attend your outing no matter what  - they're just a phone call away.  The outer-most sphere are those more difficult to reach, but accessible if you are willing to try. 

If you run a relatively new tournament, you will rely heavily on those in the inner circles and then gradually move out to the outer ones as you move past your formative years.

Inner Circle - Your Core Group - The "Low Hanging Fruit"
Let's say that your outing committee consists of 6 people.  Let's further assume that each person doesn't play golf, or if they do, will be too busy the day-of to play.

It should be the responsibility of each committee member to reach out to friends, family members, work colleagues, business associates, neighbors, etc. and personally put together a minimum of one (1) golf foursome to participate in the tournament.  Everyone knows at least one golfer - go find that person, get them to put together a foursome of people they regularly play with, and get them come out and support your cause.  If you give that one person enough time, they should be able to do this with ease.

If each person on your committee puts together just one (1) foursome , that's 24 players for your outing without sending out one invitation, writing one press release or running one ad.

Shooting for the 72 person minimum for a traditional outing, 24 players gets you 1/3 of the way there.  If your committee is larger or if each person can put together two (2) foursomes, then you will be 1/2 or 2/3 of the way there.

And all each person did was pick up the phone.  Piece of cake.

This is where you start - get the commitments up front from the people who are closest to you.  If you sat down and made a list of everyone you know, I'm sure you will find a handful of golfers on that list.  Make a personal call. Explain the situation. Get them to support you.

Friends of Friends Circle - Six Degrees of Separation & Exponential Growth
OK, so you've got the personal commitments from those closest to you.  You are on your way!

Next - work your friends to work their friends to work their friends.

Put together a very professional email invitation for your tournament.  Include the basics - time, date, place and price.  Describe your cause, describe the tournament's goals, ask for support.  Include the contact information to sign up. Don't go crazy, though. People don't like long chain emails.  Cut to the chase.

Send this email to your email contact database. Ask those people to forward the email on to their friends.  Do this many, many times.  Even your closest friends will need reminding. I can't stress this enough.  If you are diligent, you should be able to pick up a handful of foursomes this way.

We're halfway there and we haven't spent a dime!

Tournament Listings in Local Golf Publications & Newspapers
Someone on your committee should be in charge of contacting local golf magazines, newspapers and other publications that list golf outings.  Give them the basics - time, date, place, price, contact info.  These publications will list them for free.

Yep. Free. Won't cost you a thing.

Press Releases to Local Golf Pubs & Newspapers
Now we're getting ambitious.  You will actually have to write something.  Find someone in your group who can write and have them put together a press release about your outing.  Think of it as a news article - write about your cause, write about your tournament, write about why it's important.

By the far the most important thing to do is humanize the story.  If the outing is a memorial tournament that's goal is to raise money to find a cure for a particular illness, write a story about the individual.  Write about what made that person so great. Tug on the heartstrings.

You've heard about Alex's Lemonade Stand, right?  Why do you know about it?  Because it's a great story and someone took the time to write about it.

Find out to whom at these publications to send the press release.  It will get picked up.

Someone will read that article who has a similar story or who knows someone with a similar story. They'll pick up the phone and sign up for your tournament.

It works. I've seen it happen.  Don't dismiss the power of the human story.

Important Note:  If no one in your group can do this, call local PR firms and ask them to do this for free as a "donation" to your cause.  Many will be happy to do it.  More on this later...

Golf Tournament Website
There are lots of resources on the web that will allow you to create web pages for free.  MySpace.com, Yahoo.com, etc.  Some quick research will reveal that you will be able to go onto the web and tell the entire story - pictures, contact information, outing details - the works.

The only thing this will cost is your time. No money will exchange hands.  Get into the 21st century and post your outing on the web.

Bear in mind that this is not necessarily an advertising vehicle.  It's just another place where someone can go to read about your outing.  Presumably, they've heard about it somewhere else and were driven to the web for more information because it's convenient.

Incidentally, Blue Bell Country Club offers this service COMPLIMENTARY for any outing group that hosts their tournament with us.

That's right. We will personally post and maintain all of your tournament information (with pictures, if you have them) on our own website, free of charge.  We'll give you your own page, in fact.

Furthermore, we will also post tournament scores, pictures and other information AFTER your event takes place so people can go back to the website and review the day.  Everyone loves hearing stories and seeing pictures of themselves.  This will also serve to entice others to sign up again next year.

Blue Bell Country Club does this all for free.  Pretty cool, huh?

Taking Your Outing to the Next Level

An interview with Kevin Scanlon, President of Executive Diversions, Inc - a sports and event marketing firm located in Media, PA.

***************************************************************************************************************
Raising a half million dollars for a charity is all in a day's work for the folks at Executive Diversions.  It may have taken months of detailed planning, dozens of meetings and countless conference calls for that day to come, but when it finally does, the payoff is huge.

For the last 20 years, Kevin Scanlon, founder and president of Executive Diversions, Inc., has been helping organizations raise awareness - and millions of dollars - for their various charitable causes.  Maybe you recognize some of these?

The Salvation Army's Hope Fore Kids Classic at Waynesborough Country Club
The Legg Mason Classic at Blue Bell Country Club
Fox Chase Bank Eastern Cup at Waynesborough & Stonewall
Hubert J.P. Schoemaker Classic for Melmark at Waynesborough, White Manor & Stonewall
Cabrini College Golf Classic at Philadelphia Country Club

And that's just naming a few.  Have you heard of the Philadelphia St. Patrick's Day Parade?  That's right - he's had his hand in that one, too.

How it All Began

After selling his international chemical business in 1986, Kevin hit the golf course full time and settled into a comfortable early retirement.

In two months, he was bored.

So like all entrepreneurs, he took his passion and turned it into a full-time job.  He started by pulling together some Pro-Am events - for fun mostly - and grew his consulting business from there. Twenty years on, he's the clear go-to-guy for fundraising through golf. He now works exclusively with charity events in the Philadelphia area and helps them raise funds by organizing first-class golf tournaments.

Kevin conducts his business like a successful law firm with more demand than supply - he picks and chooses his clients very carefully.  "Before I take on a client, I sit in on one of their committee meetings.  I feel them out, they feel me out.  Sometimes it's a match, sometimes it isn't.  If not, no harm done.  They still walk away with ideas on how to make another $20,000 from the event."

If the stars align just so, Kevin takes the helm with the no-nonsense approach of a new CEO brought in to turn the business around. "I tell the golf committees I work with that I need them to do three things - and that I'll take care of the other 47."

So what are those three things?

Put together a Golf Committee, put together an Auction Committee and go pull in favors from the people in your business and social network."

And those other 47?

"Everything else that goes into putting on a golf tournament - from negotiating with the golf club, working the day-of, and wrapping up after the event."

Kevin insists, though, that those three other elements are critical to taking a golf outing to the next level.

"The fundraising event has nothing to do with golf.  Golf is just the vehicle to get people together.  It's about sponsors, it's about auction items, it's about personal relationships and networking."

The Golf Committee

Kevin believes that the golf committee should consist of  a minimum of 12 individuals, with at least eight of them being current members of the corporate community.  "Lawyers, financial advisors, insurance professionals, business owners - people who have large networks of personal and professional relationships."  It's these driven personalities who convince, cajole and influence others to support their cause. Their personal stake in the success of the event is critical to their motivation.  For these folks, failure is not an option.

Too many chiefs and not enough Indians?  Not with the right mix of personalities.  Establish a chair to coordinate the group and send everyone out on their missions.  "The most successful leaders know when, and how, to follow," Kevin says.

The Auction/Sponsorship Committee

Kevin won't work with a tournament without this piece of the puzzle.  "The committees can overlap, but someone has to take charge of getting the items and putting it all together."  Experienced planners know that the golf itself is almost a loss-leader.  "Maybe you'll make a little bit on the entry fees, but it's the sponsorships and auction items that really make the difference," Kevin says.  Hence, the critical nature of this aspect of the event.

For both the golf and the auction committee, make sure the group switches itself up every year or two.  The committee will need new blood in order to infuse new ideas and new relationships into the mix.  This is one of the best ways to keep the outing fresh.  "The old adage that 'If it isn't broke, don't fix it' just isn't true," says Kevin.  "Just because your old car still gets you from point A to point B, doesn't mean there isn't another there that can't do it better.  Don't be afraid to get into another car that takes you to point Z."

Approach Vendors to Support the Event

Everyone in the business world has relationships with other professionals at other companies.  So, Kevin instructs his committees to do some homework.  "Start making lists," he says.  "Lists of friendly relationships you have with others in your workplace, in your neighborhood, in your social network, in your family.  List vendors with whom you have good working relationships."   Kevin suggests going to the vendors directly and asking them to support your cause.  "You're a customer - they owe you," he insists.

As for the others in your social and business circles, ask them to tap one or two of their own contacts.  Kevin admits that the response from those who you do not have direct connections with may be softer, but they are still valuable.  "Maybe you can get nine out of your ten vendors to support you in some way," says Kevin.  "Maybe your colleague can get one or two of his vendors to help - but those are one or two additional supporters you didn't have.  Multiply those extras by nine other committee members and that's 18 additional sponsors."

Pick the Right Venue

If you are serious about your cause, don't consider a course that isn't private or high-end daily fee.  "There must be a value perception for the player," says Kevin. "Give them every reason you can to get them interested in playing."  Kevin also recommends moving your group every three to five years.  Give the group time to get comfortable with the outing at a particular venue, then switch it up to keep the event fresh.  "Wherever the group goes, make sure to work with a club that's flexible," he insists.  "Every outing has specific needs that make their event unique. Nothing is cookie-cutter.  The club's got to roll with the punches."  Get comfortable with the club's business-decision makers and get a feel for how flexible they are to new ideas.

Wherever the group ultimately decides to go, the club must have adequate banquet accommodations to host the dinner/auction/reception afterwards.  Since this is where your group will make its money, the venue must have this space available. "Accept nothing less."

Cap the Number of Golfers

Since the total number of players is not what gets you to your goal, don't worry about how many you have.  Kevin recommends 110 to  120  players unless a double-shotgun or multi-course outing is planned.  "Many outing coordinators are victims of their own success," he says. "Groups that grow to 144 and over turns the round into a six hour marathon, two hours of which are spent standing around waiting for the group ahead of you to finish the hole."  The long round turns what is supposed to be a relaxing day into one that flexes from frustrating to boring.  Capping the total number of players is ideal - similar to the philosophy held at many successful private clubs.  "Starting a waiting list creates a vague feeling of anticipation and increased desire to play in the tournament," he says. "Golf outings are like any commodity subject to free-market influences - offer a great product, create demand and sacrifice volume for increased pricing."

Sounds like the words of an experienced businessman.

Marketing & Advertising

Counterintuitive to the thought process of many outing coordinators is how much marketing and public relations can influence the player count.  Placing ads, posting outing information on the Internet, local golf periodicals, newspapers and the like does little to increase your player count.  "It's good for awareness only," insists Kevin.  "It all comes down to personal relationships - that's what drives your numbers."

Kevin believes that reaching out to local companies to sponsor foursomes is an excellent way to increase your headcount.  "Sales and Marketing Directors - those with budgets that include discretionary and entertainment spending - are excellent contacts," Kevin says.  "Having these folks sponsor a foursome is a win-win-win."  The company gets exposure by sponsoring the event, the sales director gets to entertain clients, and the outing adds four players to its count.

Separate Golf & Dinner

The golf outing is designed to bring an affluent demographic together in one place where they can enjoy themselves.  The dinner afterwards serves the same function - it gets people to the auction.  Kevin recommends setting a golf price and a dinner price.  "Not everyone plays golf," says Kevin, "but everybody eats".  Establishing a separate price to come to the dinner and auction only allows those who don't play golf to still come out and support the event.  "I've seen outings with 84 golfers and over 200 for dinner," says Kevin.

Hire PGA Pros

Hiring golf professionals to attend your event is a great way to draw in the crowds.  Many pros will make appearances for a fee, play a few rounds and mingle with the golfers.  "A celebrity presence is more than just a nice touch," says Kevin. "They do it all - create a buzz, increase attendance and establish a new level of authenticity to the event."  If it's in the budget, Kevin highly recommends reaching out to the local PGA chapter for assistance.  Of course, Kevin also has relationships of his own that he can tap into if necessary.  "There are probably 2,000 charity outings in the Philadelphia area each year," instructs Kevin. "If you treat your outing like a business - with profit motivation in mind - you've got to separate yourselves from the other outings out there."

****************************************************************************************************************

Executive Diversions only takes on a dozen or so of the highest profile events in the Philadelphia area.  "These I handle from start to finish, but I also offer basic consulting services to many others," says Kevin.

If you are interested in speaking to Kevin about your outing, feel free to reach out to him:

Kevin Scanlon, President
Executive Diversions, Inc.
kscanlon@executivediversionsinc.com
www.executivediversionsinc.com


Auctions, Auctions, Auctions

There are many reasons to host a golf outing - family reunions, building community spirit, customer appreciation - but let's face it....most organizations use them to raise funds for their favorite charity.

That said, if you are looking to raise a significant sum of money - let's say something north of a modest $5,000 - one of the best ways to do this is by hosting live and silent auctions.

So, where do we start?

If you are unfamiliar with running auctions - or even if you are familiar but  looking to increase your take - then read on, kemosabe!  Here are the keys to the auction kingdom!

Where to Get Your Auction Items

Remember Kevin Scanlon's advice - form an Auction Committee to take ownership of this very important task.  Let's say you have 8 people on this committee.  Those eight people, plus your board members (if they are worth their salt), should each be tasked with obtaining four (4) to five (5) auction items each.  If you have a board of 10-12 people....that's roughly 100 auction items!  100!!!!! If the average auction item goes for $100, then you just raised $10,000. 

This is a very do-able, conservative number. Aim even higher.

How do you get these auction items?  Well, it's tough asking people to give you things, no doubt.  You have to have a sales-oriented mentality and people you can approach to do you favors.  But it's not as hard as you think. Start with a list.

A list? Yes, a list.  Make a list of everyone you know and what they can possibly get for you.

1. Friends
2. Family
3. Work Colleagues
4. Vendors (those to whom you give business - not to be confused with "work colleagues")
5. Businesses you frequent (restaurants, hotels, local stores, etc.)

Got a few dozen names?  Great. Start making your calls.

Have an official solicitation letter handy - preferably with the charity's logo and other contact information - to send out to those who will need to file it for tax purposes.  Generally the IRS likes a paper trail.

Items on Consignment

Displaying items on consignment is a great way to enhance your auction item inventory at absolutely no cost to you.

Here's how it works...

Go find a company that offers items on consignment for live and/or silent auctions.  There are a bunch out there.  Here's two companies local to Philadelphia:

Golf Gifts Giving Back (GGGB) - www.golfgiftsgivingback.com, 1-800-210-2729
Golf Outing Productions - www.gopgolf.com, 800-713-6491

Specifically, GGGB offers Sports & Entertainment Memorabilia silent auction items. 

Here's how consignment auctions work:

Each piece has a minimum bid. The auction receives 40% of the minimum bid and 100% of everything over that minimum bid.

For the sake of example, let's say the minimum bid for a particular item is $100.  Two pieces of each item are brought to the auction. The first person who bids, wins automatically.  The consignment company gets $60, the charity gets $40.  Now the second item is put out for competitive bidding. Let's say it sells for $150.  In this case, the consignment company gets $60 and the charity gets $40 plus $50, or $90 total.

Pretty cool.

Phone: 610-566-1171
Fax: 610-565-2289

The charity doesn't pay anything at all for this service. The consignment company comes and sets everything up for free. That's right - free.  If nothing sells, then no harm done. They go home without having sold anything.  If something sells, then great!  Both the charity and the consignment company made money.  In the end, there is no risk to the charity.

It bears mentioning that your auction should not consist solely of consignment items.  It's there to enhance only.

Great Auction Items

Here are some great auction items for you to consider...

1. Themed Gift Baskets
2. Restaurant Gift Cards
3. Hotel Stays
4. Rounds of Golf
5. Trips
6. Sports Memorabilia
7. Spa Treatments and/or Massages
8. Cigars
9. Movie Tickets
10. Sports Venue Tickets
11. Art
12. Any type of service
13. Any type of high-margin product

I am a big fan of nine and ten - they are easier to get.  Massages don't really have a cost - it's the masseur's time you're asking for.  Items that sell for a lot of money but cost relatively little - like rounds of golf - are also good items to get.

Don't be afraid to think out of the box.  For example, the other day I went out to eat at Ted's Montana Grill - love the place. I go there all the time.  They had this very cool program - for every $100 worth of gift cards I bought, I got a $20 gift card for free.  Awesome!  I bought $200 worth of gift cards and got $40 in gift cards in return.  I'm certainly going to use the $200 in gift cards. I could donate the $40 as an auction item or raffle item - it didn't cost me anything.  Most chain restaurants do this.  Ask to speak to the manager and see if he/she can do even better than that.

Get the Most $$$ From Your Items

If you've got some resources behind you, I highly recommend listing the auction items on-line prior to the outing.  You will get exposure and interest early and your items will invariably sell for more.

I've said this before, but another way to increase your take...same as any other auction...get more people to your event.  Do you have only 80 golfers?  No problem - tell them to invite spouses, friends and family to the dinner/auction-only portion of the event.  Now maybe you'll have 200 people bidding on your items.

Did some items not sell?

No problem - bring them to your next auction or list them on eBay.

Raffle Items, Award Items, Silent Auction, Live Auction

Prior to your event, take a good, hard look at your take.  Decide which items you would like to use for each segment of the event.  Your silent auction should have a nice mix of low-priced and high-priced items.  Take some things for raffles and awards.  The really high-priced stuff should be auctioned off during a live auction at the end of the event.

The live auction should be done last so people will stick around.  It's the highlight of the night so you've got to use it as the finale.

Some Other Things to Consider

-- Hire a professional auctioneer or have one donate their time.
   They make the night lots of fun.
-- Accept credit cards - people will spend more and will do it impulsively.
    You also get the  money up front - which is an absolute must.
-- Get buyers' contact information - add them to your database and send
    them thank you letters.
-- Make sure you have a nice mix of low-priced and high-priced items.
-- Host the silent auction during cocktail hour - guests will mingle and spend more.