Tips for Managing Golf Event Volunteers

Does your club or course have an event that requires volunteers?  Whether it’s a retail golf outing or a major tournament, chances are you will need volunteers to make sure the event runs smoothly and successfully.  Through hosting the Westfield Jr. PGA Championship, Junior Ryder Cup and many local charity events, we have developed a few tips in getting started: 

Before the Event

1. Determine what roles you’ll need, for example Scorekeepers, Marshalls, Food Service, Cart Drivers.
2. Develop committees for each volunteer category.
3. List possible sources of volunteers, for example club members, employees, high school booster clubs or charitable organizations.
4. Include the following information in volunteer sign-up: phone, e-mail, clothing sizes, parking information, meeting information, days to volunteer, positions and any associated costs.
5. Hold a training meeting:
   1. Event Information – Who is participating, sponsoring charity or company, contest format, duration of event
   2. Technical Training specific to the volunteer role. 
      • Score keepers – Make sure volunteers understand golf etiquette and the fundamental knowledge of the type of event (medal play, match play or scramble).
      • Food service - Review Health Department regulations; hair coverings, safe food handling etc.
      • Cart Drivers – Include cart operation knowledge, traffic routing and hazards, driving in the parking lot, automobile and pedestrian traffic.
      • Marshalls – On course traffic control requires an understanding of golf etiquette and local course knowledge.
   3. Safety Training
      • Course Evacuation – Severe Weather
      • First Aid – Heat Stroke, Dehydration, Skin Protection
      • Radio Communication – How to use a two way radio
      • How to handle emergency situations involving spectators, participants or others involved with the tournament
      • Safety Equipment – Hard Hats

Day of the Event

Pre-event:

1. Check-in at designated area. If volunteer does not have a uniform, it should be distributed at check-in. Make sure to provide an area to change.
2. Confirm volunteer assignments.
3. Specific instructions/updates for event i.e change in format, weather conditions etc.

 During the event:

1. Carry out task.
2. Handle questions/rulings as they come up.
3. Handle spectator, participant questions as they come up.
4. Drink plenty of water.  Be sure volunteers have access to water and time for lunch.
5. Turn any equipment, tools, accessories used for event.

 Post event:

1. If there is a dinner after the round, communicate well in advance regarding volunteer invitations.
2. Have a survey ready to go for event feedback on how to improve the event.
3. If it is an annual occurrence, at some point there needs to be a committee debriefing on all aspects of volunteer duties and responsibilities.

Volunteers can be a great source of help in any tournament/event situation; however in order for the event to be successful and provide a good participant experience,  all volunteers truly need to understand their role and duties. For more information on golf event volnunteers, click on the following links:

Selecting Volunteers...how to get started

Golf Event Marshalls

Mark Jordan is the natural resource leader at Westfield Group Country Club and has worked in various positions at Westfield for nearly 22 years. He is responsible for managing human, financial, natural and mechanical resources associated with golf course and clubhouse grounds operation at Westfield Group Country Club.

Comments

[Suzanne]

Great information for our golf course clients who host events throughout the year! Thanks for the information!