Events401: Events 201 - what makes a successful event

SHERRYLL SOBIE, WRITING FOR INGITE MAGAZINE CALLED AND ASKED FOR AN INTERVIEW. THE TOPIC – WHAT MAKES A SUCCESSFUL TOURNAMENT, AND WHY DO PARTICIPANTS RETURN?

It was a fun interview, with way too many details for Sherryll, however, helped me identify all the reasons guests thank us for a great event, and sign up year after year. The comment we hear the most – "it was so much fun, with so much to eat and drink, the best organized golf tournament we have ever been to. We will be back next year!"

Here is a sample of the Logotex Golf tournament last year.

A dream day for a golf tournament planner. Pouring rain, we mean a deluge, at 6 am. Tournament organizer sends out an email to every golfer, supplier and volunteer – reminding that the tournament goes forward, rain or shine, and we expect to see everyone at the course at the proper time. Laughingly we guarantee sunshine.. and, of course, the rain slows to a mist around 9:30 am, with sun peeping out at 10:30 am. and a perfect day on the golf course begins.

Thanks to Karen Hamilton of tinybites.ca for photos, and blogging live from the tournament. Photos by Karen Hamilton.

11AM - REGISTRATION AND WARM-UP

The registration booths are stocked with plenty of food and beverages, including Ethical Bean Coffee, Domo Tea, Avalon Dairy, Red Robin, and Colin and Alex’s always so delicious, Made with Love Delectable Edibles. For those who need a stronger pick-me-up, [yellow tail] bubbles and Caesars by Blazes Beans and Mott's Clamato are also floating around.

Keep it interesting - Early bird registrants have time to enjoy snacks, a mini-tradeshow, network, and warm up or with a few balls at the putting green or driving range.

Call to the power carts with teams spread across the 18 holes for a shotgun start. A well organized drawsheet will have all golfers spread out over the 18 holes, evenly spaced foursomes, and a five hour round well on its way from the very first tee shot.

Hole 1

A fun activity – Chip in the Umbrella – a great sponsor opportunity for Logotex and a fun contest.

Contests are designed to entertain people at the hole, tee box ambassadors are trained to keep the tournament moving. While one golfer tees off, the others in the foursome try their hand at the contest.

Hole 2

Ice cream samples care of Marble Slab Creamery were being devoured as the sun warmed the golfers up? plus, who doesn’t like ice cream… Bonus part – the sponsor booked several birthday parties, thereby seeing a great return on their investment

Hole 3

A great par 3, with a Closest to the Pin contest plus house-made grilled sausages, available in hot dog format with a boatload of caramelized onions, care of Sebastian & Co Fine Organic Meats.

Hole 4

Sun screen and samples sponsored by Dermal Laser Centre – a nice relaxing tee box

Hole 5

Party on a tee box. Earls Restaurants showcased their new menu - delicious chicken and prawn tacos, complete with beverage samples - Guinness, strawberry margaritas, and more.

Hole 6

Photos - always great memories and excellent sponsor opportunities

Winning competitions- all about the fun… this contest – the Longest Marshmallow Drive- yes, that is a marshmallow at the bottom of the stake.

Hole 7

Golfers love to bet. Hate to be nickled and dimed at every hole, but love the occasional activity where they can bet to win contests. this is a favourite activity at our charity events. Have an amateur golfer hit a tee shot. Each guest has the opportunity to bet any amount of money. They bet they can hit a better shot than the amateur on the hole. If they do, they win double their money back. If they don’t, the money is donated to the charity.

Tournament planners, you can be guaranteed that this game will not cost the charity money. As an example, a fourteen handicapper invited guests to bet any amount - $10 to $100. The charity made over $2000 at this tournament.

We recommend that a small gift is given to every bettor. In this case, high end golf towels from golf resorts around the world were given out. The towels were sponsored. Or, use this hole to give the golfers the golf balls you would have given in the tee gift or loot bag.

We had a hole in one prize at the hole as well : $10,000! Hole in One contest sponsored by Shaw Sabey. (we try to have a hole in one prize at every Par 3 - keeps it interesting)

Hole 8

Sautéed mushroom tartlets topped with chive cream were on the menu at this hole sponsored by BC Junior Chefs. People love the treats at each hole – snacking their way around the golf course takes nothing away from the food and beverage purchased from the golf course. Only adds to the day, and to the memories had at the golf course. Often a marketing bonus the golf course receives without any costs to them.

Hole 9
Fabulous wine tasting hole – all meeting Liquor Board regulations, and a pleasant treat at the tee box. Bonus for the golfers – a taste of a new product. Bonus for the winery – quality time with the people sampling the products, an opportunity to hand out a business card, network, and create a sales opportunity. We always include the contact information for the sponsors in the print program, as well as on the website.

Hole 10

Another Contest hole - Most Accurate Drive contest; a team photo, and your personalized swing photo Capture Action; plus freshly shucked oysters care of Rodney's Oyster House.

Hole 11

Another $10,000 Hole in One contest sponsored by Pro-Claim Restorations as well as a Closest to the Pin contest sponsored by the BC Wine Institute. Samples of BC VQA wines plus great photo ops

Hole 12

A taste of something sweet. The BC Junior Chefs at this hole delivered ginger snaps topped with pineapple and whipped cream..

Hole 13

Men's Longest Drive contest sponsored by Wolf Blass Wines.

Hole 14

Chef Ryan Stone of Bocuse d'Or was present at Hole 14 to deliver oyster shots with potato vodka and yummy looking salmon tataki.

Hole 15
Yes, real live llamas from Mount Lehman Llamas - what better way to showcase the Wines of Chile. And, how much fun is it to meet llamas on a golf course? People loved seeing these beautiful llamas. The owners, from Mount Lehman Llamas were there all day, teaching people how to pet them, and a bit about them.

On the tee box – fabulous snacks from Sebastian & Co. Fine Organic Meats, with a sample of the signature wines of Chile

Hole 16

Another Closest to the Pin contest and more snacks and beverages. Hills Foods served up kangaroo with cloudberry compote. [yellow tail] had merlot and pinot grigio on hand to complement this lean meat.

Hole 17

Vancouver Trolley Co. sponsored a competition on their putting green

The Vancouver Trolley Co. also sponsored complimentary rides to and from the golf course. While having two ounce beverage samples on every hole will not comprise responsible beverage service, we always insure transportation is available to anyone who chooses.

The Cannery Seafood Restaurant treated players to seared ahi tuna on a bed of potato salad nicoise. people went back to Hole 17 a few times!

Hole 18

This was your chance to give your clubs a rinse, pick up some Worldhost stress balls, and grab a line of Scotiabank 50/50 tickets (who will match up to $2000 to benefit the Shriners of BC). We recommend you identify those who have purchased tickets. We hand out flashing buttons – saves volunteers asking the same guests over and over if they have purchased tickets

Hole "19": puttering about

Tip – always start a team on the putting competition. this actually creates a 19th hole. We make it a regular part of the golf tournament. Helps close the gap between teams starting on Hole 18 and Hole 1. We also consider it the position of honour - and our presenting sponsor and putting competition sponsor is always invited to start at this hole.

5PM - RECEPTION AND SILENT AUCTION

The silent auction is on display for dinner guests, and golfers. While an auction always adds fun at an event, it often results in great values for the buyers. We recommend starting the auction online, or, in some cases, holding an online auction. Gives people more time to shop, and to raise more money for the charity. Example, check out this online auction. http://www.bccarecruisers.com/ – click on auction.

Of course, more fresh oysters, (it is the West Coast after all) served with a fabulous sparkling wine – amazing how golfers and guests can snack their way around the golf course, and still be hungry.

7:45PM - DINNER TIME

Dinner - enjoyed by one and all. We always try to do something different. In this case, several stations, with wine pairings. People can enjoy the flavours of the food. Dining station by station, relaxing with friends.

Station #1

• Pork Tenderloin (from Sebastian & Co. Fine Organic Meats) with Wild Mushrooms in Puff Pastry in Red Wine Sauce – Carved by Chef.

• Roasted Breast of Chicken with a Black Olive Ratatouille and Sweet Red Pepper Sauce

• Oven Fired Striploin of Bison with a Stone Fruit Compote and Saskatoon Berry Wine Sauce

• Braised Beef Short Ribs in a Pink Peppercorn & Truffle Demi Glaze

Station #2

• Fresh Oysters – Donated & Shucked by Joe Fortes

• Baked Wild Salmon Filet – Mini Garlic Prawn Skewer – Lobster Cream Canadian Caviar

• Seafood Platter – Spot Prawns, Scallops, Halibut Fillet, Gravlox, Marinated Mussels & Baby Shrimp

Station #3

• Local Baby Lettuce – Dill, Lemon and Goat Cheese Dressing with Red Wine Poached Pear

• Platter of Rocket Salad, Asparagus, Black Olives and Walnuts Tossed in a Cracked Black Pepper Truffle Oil

• Salad of Couscous, Diced Red Peppers, Onion, Green Peas and Ground Minted Lamb

• Yukon Golf Potato Salad, Grainy Mushroom Mayo, Chives and Diced Prosciutto

• Veggies & Dip

Station #4

• Sliced Fresh Fruit Platter – French Pastries – Assorted Cheese Platter (donated by Avalon Dairy)

• Fresh Fruit Flan & Passion Fruit Cheesecake

8PM - PRIZES, GAMES, AND MORE

Throughout meal time, host a variety of raffles, live auctions, interactive games, and keynote speakers. Always keep it interesting, quick, and end on time. no matter what! We hear over and over, "thank you so much for getting us home at a decent time". We recommend attempting to finish all golf tournaments by 9 pm.

On the way out the door, we often hand out a thank you gift – one that the golfer takes home to spouse or family. What do you think would please your spouse more – coming home after a golf tournament with another shirt or box of golf balls, or a bouquet of flowers, bottle of wine, box of chocolates? Or, one of our favourites – a gift basket with fresh bread, local cheese, coffee, fresh fruit – showcasing the region…