3.625 X 1. What kind of tournament are you running?

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2 Select and secure a date: The Tournament Coordinator at The Royal Ashburn Golf Club can help arrange a date for your event. Once a date is chosen, we will forward a copy of our contract. Please sign the contract and send it back with the required deposit to secure your date and times. When selecting a date be sure to consider your target market and when they will be available to play. Due to vacations, July and August may not be the best dates if you are targeting the corporate world, as it is a busy time of year for vacations. However, if it is a charity event, you may find it to be a great time of year as the weather is generally very good X 1 What kind of tournament are you running? Corporate vs. Charitable A fundraising or charitable tournament will take much more consideration and effort than a corporate event. In the case of a charitable event, you will want to set a budget with an end goal of raising a specified dollar amount. Participants who play in charity events expect to spend money to support the event and it is recommended you look for hole sponsorships / lunch and dinner sponsorships etc. to help offset the costs and raise money for the charity. Our Tournament Staff are experts in preparing budgets and organizing charitable events and are more than happy to meet with you, discuss your tournament and make suggestions to help you raise money for your charity. Typically a Corporate event is paid for or subsidized by the host. As you would expect, filling the event with a specific number of players is much easier, however you should still expect that at least 25% of the guests you invite will be unable to attend. You want to wow your guests from the moment they arrive to the time they leave. Once again, our Tournament Staff can help you prepare a budget and offer suggestions that will leave lasting memories long after the day ends. Form a Tournament Committee: Having a committee to help run and organize the event can be very beneficial and can take a great deal of stress off of one person. Depending on the type of event you are organizing (Size and charitable vs. corporate) will determine the size of the committee. As a starting point, it is recommended you have a President or Chair, a Treasurer and one or two other committee members to help out with sponsorship (charitable) and prizes / silent auction items. Setting your Budget Above the golf fees for the day, there are several important factors to consider when setting your budget. Food and Beverage hospitality is key to a successful event, particularly to those who may not be avid golfers. You will want to consider what parts of the day you are hosting and what part the guests will pay for. Including: Lunch Host bar or perhaps drink tickets Beverage Cart Wine with Dinner Please consult with our Tournament Staff, as we will be happy to work with you on a budget and most importantly keeping you on budget. Number of Guests: The size of your field will help determine the options available as to how your guests will tee-off/begin play. First tee start (any day of the week) - 4 to 79 Guests - Our tee times are in 8 and 9 minute intervals. (Example - 12:05pm / 12:13pm / 12:22pm etc.) At this pace, we have 7 tee times per hour or a maximum of 28 golfers each hour. Crossover Start (Mon - Thurs) - 80 to 120 Guests A crossover start allows participants to tee off both the 1st tee and the 10th tee simultaneously. This will reduce the length of time it takes to tee off the first and last groups. The tee times are still in 8 and 9 intervals, but since we are using two tees, we can tee off 14 groups per hour or a maximum of 56 golfers each hour. Shotgun Start (Mon - Fri) Guests A shotgun start allows all golfers in the tournament to start and finish play at the same time as participants will be spread throughout the 18 holes of the golf course. This is very beneficial for starting your dinner or post golf events such as speeches, prize presentation, auctions etc. A typical shotgun start begins play at 1:00pm. Please note - we also offer a morning shotgun start at 7:00am with a minimum of 80 golfers.

3 Format Once you have determined the number of golfers in the field you will need to decide upon the format of the event. Below are four of the most common formats however, our Tournament Staff can also make alternate suggestions. Scramble - A scramble is an excellent format if you have a group with varied levels of playing experience. A scramble sees all four members of the group tee off. From this point the group will decide on the best tee ball, move all of their balls to this location and continue to hit their second shots. This format is continued until the ball is holed. Texas Scramble - This is a great format for more experienced golfers. All four golfers tee off and the group decides on the best tee shot from the group. From the decided location all four players will hit their second shot but will continue to play their own ball until the ball is holed. Best Ball - A best ball format sees all players play their own ball until the ball is holed. The person with the lowest score on the hole is the Best Ball and this score is recorded for the group. Stroke Play - All members of the tournament play their own ball throughout the day. At the end of the round, our staff can tally the winners for the event. Our Tournament and Proshop staff will complete all of the scoring for your group and tally up the winners. On Course Activities One of the most important aspects to any golf tournament is to bring people together for a social day and to have fun! There are several different competitions you can offer your participants and below is a list of the most common. With the exception of the Hole in One contest it is often a good idea to offer both a men s and ladies prize for each of the competitions. Closest to the Pin - At The Royal Ashburn Golf Club, we offer 4 par 3 holes on the golf course. Closest to the pin is quite simple, the golfers hit their tee shot and the closest to the pin at the end of the day wins. Long Drive - A long drive competition is as simple as it sounds. On the designated long drive hole, the player who hits the longest tee ball will be declared the winner. Straightest Drive - The straightest drive is a good competition for the entire group, as it doesn t matter how far you hit the ball. We run a rope down the center of the designated hole and the participant closest to the rope is declared the winner. Hole in One - A hole in one competition can be held on any of our par 3 holes provided you have adequate volunteers to monitor all insured holes. The first person to get a hole in one wins a Grand prize. Typically hole in one prizes are cash ($10,000, $25,000, $50,000 etc) or for prizes such as a new vehicle, a vacation, shopping sprees etc. Let our Tournament Staff help to arrange Hole in One Prizes and the hole in one insurance for your event. Putting Contest - Another fun event for your guests. Our staff will setup a putting board and your participants will have the opportunity to test their putting skills X 3.8 Passport - If you are raising money for a charity, the sale of a passport is a great way to help raise a few extra dollars. One of the most common ways of using the passport is to include all of the extras in the tournament, such as the closest to the pin, long drive, hole in one etc. and charge a fee to participate. Often it is a good idea to include a special draw prize to all those who purchase the passport. For all on-course activities prizes are generally awarded to the winners. Please contact our Tournament Staff for alternate suggestions and any prizing you may require.

4 Registration Gifts vs. Tournament Prizing Registration Gifts have become very popular with many events offering a gift instead of prizing. Below are some of the advantages to offering a registration gift. Every participant in the event receives the same gift It allows you to give branded items to each individual as opposed to just prizes Registration gifts can be built into the budget during the early planning stages You do not need to hand out prizes after dinner prolonging the day s activities, (generally, participants leave as soon as the meal is over) as they have been at the club all day and are anxious to get home.) We can help purchase gifts Tournament Prizes Are great for on-course activities If you are running a competitive tournament (If you are not, you may still want to offer prizes to the winning team, but not to everyone playing in the event.) It is not always neccessary to award prizes to every participant; particularly if you have access to a selection of high caliber prizes. Often the possibilty of winning a valuable prize is incentive enough X 2.6 My Tournament Planner The Royal Ashburn Golf Club has been running and organizing golf events for over 45 years and are dedicated to ensuring all of the details are looked after. At the time of booking, you will be assigned a Tournament Coordinator that will work with you from the time of booking through the execution of your event. To further enhance the organization we have created an online My Tournament Planner for your use. This tool will help you manage the registration including processing payments, organizing prizing, auction items, hole sponsorships and it will also provide a number of templates for your use. With this tool running a tournament has never been easier X 2 Menu Selection To complete your day, menu selection is very important. At The Royal Ashburn, we use only the finest ingredients and we guarantee a top quality meal. Our Executive Chefs have created an outstanding menu for you to choose from, but should you wish to work with one of our Chefs, we would be more than happy to meet with you. Once the menu has been chosen, it is recommended you include it on your tournament flyer and include a note letting your guests know that any dietary restrictions will be accommodated. The Royal Ashburn Golf Club 995 Myrtle Road West, Ashburn, Ontario, Canada L0B 1A0 Tel: Fax:

5 Timeline and Execution for your Event 12 to 6 months Prior Select your date, begin your budget and form your committee. **Timeline can be shortened to fit your timeframe 6 Months Are you running this as a Corporate, Charitable or Corporate/Charitable event. If it is a Charitable event budget for the donation you would like to make. Who is your target audience and how will you contact them. (Our tournament planner can help assist you with sending s. Simply upload your contact list and use the Tournament Planner to create your flyers and send s.) Tournament inclusions (Meals should be budgeted for. Decide what will be Host and what your guests will pay for individually.) What will you charge as a tournament entry fee? Consider what will be included: Will lunch be included Dinner menu Cash vs. host bar on-course and at dinner Registration gifts Prizes etc. Now is also the time to start thinking about other ways to raise money during your event. ie. - passports, silent auction etc. Designate jobs among your committee 6 Months - 3 Months Delegating tasks Decide on the format for your event. Create Flyers Start contacting participants. Solicit and procure any sponsorship (Hole Sponsors, lunch sponsor etc.) Solicit and procure any prizes and or silent auction items Order registration gifts (The Royal Ashburn Staff can help make suggestions and source anything you require) Arrange for any special on-course activities particularly Hole-in-One prizes and insurance. (Our staff can arrange Hole in One insurance should it be required.) 3 Months - 2 Months Delegating tasks Keep in touch with prospective participants. Send an additional encouraging participants to book and most importantly, PAY to reserve their space in the event. (Use the Tournament Planner to keep track of registrants and who has paid. Payment can be processed directly through the Tournament Planner.) Continue to source and procure sponsorships, prizes and auction items. If you are having an emcee during dinner, now is the time to secure that person. 2 Months - 30 Days Delegating tasks You will start to find that this is when the event really starts coming together. At this point you should be full steam ahead in filling your event and collecting payment from the participants and all the sponsors you have arranged. (Use the Tournament Planner to help facilitate the booking of participants, sponsors, prizes and auction items.) Send an additional / flyer to your database. Start finalizing the details of the event. Who will be at your registration and how will it be run Do you require any additional volunteers on the day What, if any, will the on-course activities be Will you require any special banners or signage made

6 30 Days Prior Delegating tasks Confirmation of numbers are required Arrange to have any signage for hole sponsors and or banners made. (The Royal Ashburn can help to arrange your signage and can have anything made for you.) Start assigning participants to either their starting time or starting hole number. Assign hole numbers for the hole sponsors. Designate jobs to all committee members so they know what they are doing on the day of the event. If you are not using the Tournament Planner to automatically take payment to accept registration, use it now to send a reminder to all participants who have not yet paid and encourage them to pay. 10 Days Prior If we are arranging your hole signage and or any banner signage, use the Tournament planner to order all signage. We require a minimum of 10 days to have the signs made. 7 Days Prior A final confirmation of numbers is required for both the golf course and for food & beverage. Send a note to the host facility letting them know of any dietary restrictions. Organize any registration gifts and or handouts for each participant Finalize all jobs for those involved Make all last minute arrangements Designate all participants to their starting hole or starting time Create an itinerary as to how the day will run. Make sure all of your volunteers and helpers have a copy so they know exactly what is happening. The itinerary should be as detailed as possible and include: Arrival time for committee members and volounteers Commencement of registration Scheduled lunch Volunteers take up their assignments on course (if applicable) Tournament starting time Scheduled Dinner Scheduled emcee and/or guest speaker presentation (if applicable) Auction closing time (if applicable) 2 Days Prior Finish designating participants to their starting hole or starting time Use the Tournament Planner to order cart signs for the event. Get ready for the event Day of The Event Enjoy yourself!! The staff at The Royal Ashburn will have been working with you every step of the way and will be 100% prepared for your event. Now is the time for you to enjoy the day, greet and welcome your guests and have fun. After the Event Use the Tournament planner to send Thank Yous to all of your participants. You can also allow your guests to upload pictures to share with your group. If it was a charity event be sure to let everyone know what was raised and if possible how the money is being allocated.

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