5 Tips for Negotiating with a Golf Course When Planning a Tournament

By Don Offill | Texas Regional Tournament Sales Director

So you are in charge of securing a golf course for a golf tournament, and now you want to get proposals from the short list of courses you created. If you are looking for a tournament planner or golf course in your area, this article offers some suggestions that might benefit your negotiations as you narrow down your golf course choices.

1. Be Clear About Your Needs.

   In your initial conversation, tell the course exactly what your needs are for the tournament. Oftentimes, when people call to inquire at a golf course, they only ask, “How much does it cost to play there?” If you do that, you will get an answer; but had the course known the full extent of your plans, they might offer a more competitive price.

2. Talk Details Before Price.

   Give the course an estimate of the number of players you anticipate. Ask about different options regarding food and beverages, and specify your needs. Tell them what prizes and/or merchandise interest you. Give the course the opportunity to quote you on merchandise packages, and compare that against quotes from outside sources. Let the course know this before ever requesting a price. If your date is flexible, explore the possibilities of different pricing on various dates. By giving the golf course a total picture of your needs and the potential dollars you will spend, you gain a better bargaining position and can get the best deal for your tournament.

3. Compromise on Catering.

   A charity golf tournament often has a relationship with a restaurant or caterer that wants to participate in the tournament. The restaurant or caterer will donate the cost of the food—a big savings for the charity, but you need to discuss this with the course. Some golf courses don't allow outside catering. Others will grant your request outright, and others will charge a fee (sometimes referred to as a “corkage fee”) for donated food. A good way to bargain on this point is to propose that, for instance, you outsource the donated meal for dinner, but do lunch through the course. This way the golf course gets some food and beverage revenue, and the tournament can still take advantage of the donated offer from the outside source. You even might be able to avoid the corkage fee, and your tournament gets the added value of a second meal.

4. Be Flexible on Your Event Date.

   Having some flexibility regarding your event date will be your strongest bargaining chip, especially in regards to cost. Even if your tournament must take place during one of the peak months, you still have some bargaining room within that timeframe. Inquire about the difference in pricing depending upon the day and start time. If you have no flexibility, you have lost your negotiating advantage.

   Weekday tournaments can get better pricing than weekends, but what if you have to play on a weekend? Saturday mornings are the most difficult days to negotiate. Some courses won’t even hold a tournament on Saturday mornings, and most courses have zero flexibility on their Saturday morning rate. Ask about Saturday afternoons or Sundays—sometimes you can get a better deal.

5. Choose the Weekday, Not the Weekend.

   Being open to a weekday golf tournament gives you more negotiating power. Mondays through Thursdays are generally priced lowest, especially Mondays and Tuesdays. Fridays are usually the highest priced day during the week. Early morning start times can sometimes get lower rates than afternoon starts, it all depends.

When negotiating with a golf course about your upcoming tournament, the best advice I can give is to be up front and clear with the course about what you want to do, and always expect the course to do the same. Remember to ask a lot of questions. A good tournament organizer will gladly respond to any and all inquiries you might have. Keep these suggestions in mind, and you'll be well on your way to getting the best deal for your tournament.