How Hole-in-One Contests Can Elevate Fundraising Tournaments | Part Two of Two

Hole-in-One Contest Information

Part Two of Two

In Part One I shared what Hole-in-One (HIO) contest is and its basics. Here in Part Two, I’ll provide you the action items: 1) prior to the day of the tournament; and 2) the day of the tournament.

Months Prior to the Tournament:

1. From the golf course:
   1. Get the hole # and distance for the hole the course traditionally uses for a grand prize HIO contest. Also ask for the distance from the various tee markers for that hole. I would encourage you to also get a scorecard and keep for your files and future reference. It’s easier to look at the scorecard if you need to confirm or review than trying to get the contact at the course on the phone.
2. Tournament Director:
   1. Research online for companies who provide HIO coverage. You may also need to call the company. Many have  the ability for you to see what the approximate rate of insurance will be. You will need to provide the approximate number of players in the field, the course name, the hole number and the approximate distance.
   2. Be sure to ask who is the insurance company providing the coverage and what is its rating. Standard & Poor or Moody’s are the ratings services. It’s important the insurer be highly rated. You do not want someone to win and, if all details of the contract are met, the insurance company fails to pay the winner!
   3. You will also be asked for what you would like as your grand prize. Here are a few selections:
      1. Travel Trips
         1. I suggest selecting a vacation to Disney, etc. if your charity involves children. The players tend to be the parents and their friends. What family wouldn’t want to win an all expenses paid vacation? 
         2. Super Bowl Tickets or Golf Trips. These are excellent if your field is made up of somewhat serious golfers and/or sports enthusiasts.
      2. CASH! You can select the amount to be won. $10,000. $25,000, etc.
         1. One feature I like about a cash prize, it’s always the right size and color. Plus, ask if you can offer half the prize goes to the winner and the remaining half go to the charity?
      3. Car, truck, boat, motorcycle, etc.
         1. These prizes are usually provided by the dealer providing the prize.
            1. They will obtain the insurance coverage and its costs.
            2. They will provide you the contract from their insurance company.
            3. Make sure your provider knows when to deliver the vehicle to the course.
      4. Bonus prizes! These are included in the cost of the coverage!!!
         1. The HIO company should offer to provide “bonus” prizes for contests on the remaining par 3 holes. Traditionally there are four par 3s on a course. (Some have five.) The grand prize is offered on one with the bonus prizes being offered  on the others.
            1. The bonus prizes range from golf clubs, a TV, $500 gift cart, etc.
            2. Again, there is no extra charge for the bonus prizes!
            3. NOTE: There can be only one grand prize winner during the tournament. Most insurers will allow for multiple winners on the bonus holes should a player make a HIO on more than one hole or if multiple players have a HIO on that hole.
         2. Signs
            1. The provider will give you signs for on each of the holes. They can include your tournament’s logo and a sponsor logo.
            2. Have then shipped directly to your point of contact at the golf course. One less thing to manage for you.
            3. The signs are good for only the day of your tournament. They should be tossed in the trash after play ends.

Immediately After You’ve Selected the Provider and Grand Prize!

1. PROMOTE…PROMOTE…PROMOTE!!!!
   1. Be sure to list the grand prize and its value on your website, in all promotional emails, social media, brochures, etc.
   2. Just listing “Hole-in-One Contest” doesn’t excite like $25,000 Hole-in-One Contest!”
   3. If you obtain a vehicle, etc. ask the dealer to place a sign or signs in their location promoting your tournament and their involvement. And information on how the player can register to play!
   4. Ask the dealer to place in their showroom the vehicle, or something similar, to what they will be offering as the grand prize. Then encourage your players to stop by the dealership to “take an eyeball test drive” of what they could win.

2. Read the contract…and then read it again!
   1. Pay close attention to the following:
      1. Witnesses: If they are required, how many?
      2. Traditionally only needed on the grand prize hole.
      3. Recruit HIO volunteers as needed.
   2. Give your point of contact at the golf course a copy of the contract as it contains items the course is responsible for in the event of a grand prize winner.

A Week Prior to the Tournament

1. With your contact at the golf course:
   1.  The signs have been received.
   2. Confirm which signs for which prizes will get placed on which holes? (Your contract explains which prize/sign goes on which hole.) But still confirm!!!
   3. The distance from tee to green for each prize hole. Especially the grand prize hole. The course superintendent should laser the distance.
   4. Inform them you will need a cart for the witnesses to use to get to their hole. If they will not provide you a cart due to a shortage of available carts, let them know a staff member will need to take the volunteers to and from the hole. 
   5. If you will not be starting on all 18 holes, ask the course contact if the grand prize hole is among the holes included at the start.
2. Witnesses
   1. Confirm with them the date and time they are to arrive at the course.
   2. Review their responsibilities should a HIO be achieved on the grand prize hole. (You will have read this in the contract.) Volunteers feel embarrassed when a HIO is hit and they know nothing about what to do next.
   3. Get your volunteer witnesses to the green for the grand prize hole 10 to 15 minutes prior to the start. If witnesses are not at the hole at the start and the first player hits a HIO, the insurance company will NOT pay as the terms of the contract were not met.
   4. Have a plan if the volunteer needs to leave early or go use the rest room. Keep in mind the hole cannot be left unattended at any time during play.
   5. Recommend the volunteers bring something to read, sunscreen, a comfortable fold out chair. It’s a long day and often with down time.
   6. If you are not starting on all 18 holes, explain to your witnesses there could be gaps between groups.
   7. Share with your witnesses how they will know when the last group comes through. Example: If the HIO hole is #7, the last group to come through will have started on #8.

Day of the Tournament

1. Volunteers
   1. Have a volunteer ride the course to make sure the HIO signs are up, on the correct hole and at the correct distance.
   2. Have your HIO witnesses check-in with the tournament director or director of volunteers. 
   3. Show your witnesses where their cart is located or who the staff member from the course will be to take them to their hole.
   4. Be sure the witnesses are to the hole prior to the start of the tournament. Allow then extra time to get to the hole, especially if they are not familiar with the golf course.
   5. Be sure they have the phone number of  they are to contact to report a HIO, get a replacement should they need to use the restroom, or should there be an emergency.

Here’s hoping someone achieves a HIO. It sends great energy throughout the tournament and afterward. Be sure to take photos of the winner(s) to use in promoting your next tournament.

Have a great tournament and enjoy the day!

NOTE: All winnings are subject to applicable taxes.