'Tis the Season

"But wait, its not even Halloween?"

We know, but chances are you've been thinking and planning your holiday events for the last few weeks and months. These final weeks before the festivities begin are absolutely crucial. That's why we created something special for you: The Ultimate Holiday Event Planning Guide. Inside, you'll find our early gift to you—a FREE, comprehensive checklist that we hope transforms last-minute stress into an organized and efficient holiday event season.

Last, don't worry, we've checked it twice to ensure every detail is covered. 🎅

Let's get to it - Let's Grow Golf.

In this week's newsletter:​
→ 🎄🕎 The Ultimate Guide to Holiday Event Success
→ ✍️ Give Us Some Feedback
→ 🆓 Download: Grow Golf Holiday Event Checklist​

The Ultimate Guide to Holiday Event Success

As a golf course professional, hosting a memorable and well-executed holiday event at your club can be a fantastic way to engage your members, attract new guests, and end the year on a high note. However, planning and executing a large-scale holiday event comes with its fair share of challenges.

From navigating complex logistics to creating a truly festive ambiance, there are many factors to consider to ensure your event is a rousing success. In this comprehensive guide, we'll cover the essential tips and strategies to help you plan and deliver an exceptional holiday experience for your guests.

Plan Early and Plan Thoroughly

One of the most critical components of hosting a successful holiday event is starting the planning process early. Ideally, you'll want to begin the initial planning at least 6-12 months in advance. This extended timeline may seem excessive, but it will give you ample runway to:

1. Secure your preferred event date(s) and venue
2. Research and book catering, entertainment, and other vendors
3. Develop a comprehensive marketing and promotion strategy
4. Coordinate with your staff to ensure seamless execution

When it comes to holiday events, demand for vendors and venues can be extremely high. By planning early, you'll have a better chance of locking in your first-choice options before they become booked solid.

Beyond just the timing, thorough planning is essential. Create a detailed event plan that covers every aspect, from guest registration and parking to decor and waste management. Identify potential bottlenecks or pain points, and have contingency plans in place to address them. The more prepared you are, the smoother your event will run.

Understand and Accommodate Your Capacity

Before you begin promoting your holiday event, you must take an honest assessment of your club's capacity across key areas:

• Event space: How many guests can your function rooms, dining areas, and outdoor spaces comfortably accommodate?
• Parking: Do you have sufficient on-site parking, or will you need to arrange for overflow or valet parking?
• Catering: Can your kitchen and catering staff handle the increased volume of food and drink orders?
• Staff: Do you have enough servers, bartenders, greeters, and support personnel to provide excellent service?

It's easy to get carried away with ambitious attendance goals, but overestimating your capacity can lead to a poor guest experience, from long lines and crowded spaces to delayed service and overwhelmed staff.

Create a Festive, Memorable Atmosphere

One of the primary reasons guests attend holiday events is to experience the festive spirit and ambiance. As such, a significant portion of your planning should be devoted to creating a truly memorable atmosphere.

Start by determining the overall aesthetic and theme you want to convey. Will it be a formal, elegant affair, or a more casual, family-friendly celebration? This will guide your choices for decor, lighting, music, and other touches.

Pay close attention to the small details that can make a big impact. Thoughtful floral arrangements, twinkling string lights, seasonal cocktails, and a roaring fireplace can all contribute to an immersive, holiday-themed experience.

Consider incorporating interactive elements that engage your guests, such as:

• Holiday-themed photo ops or selfie stations
• Gingerbread house decorating stations
• Live music or carolers
• Kid-friendly activities like cookie decorating, ornament making, or visits from Santa

The goal is to delight and surprise your guests, giving them an event they'll fondly remember long after it's over.

Market Your Event Extensively

Effective promotion is crucial for driving strong attendance at your holiday event. Start by crafting a comprehensive marketing strategy that utilizes a variety of channels:

• Email marketing: Send frequent updates and reminders to your club's membership list.
• Social media: Leverage your social accounts to generate buzz, tease activities, create FOMO and excitement.
• Club website: Dedicate a prominent section of your site to feature event details and registration.
• Local advertising: For resorts or public courses, consider placing ads in community publications, newspapers, or radio spots.
• Member referrals: For those looking to grow their membership, ask select members to invite prospective friends and family to attend.

Additionally, be sure to provide clear, easy-to-find information about event logistics, such as date, time, location, dress code, and ticket pricing. Making the registration process seamless will further encourage prospective guests to attend.

Streamline Your Operations

Successful event execution hinges on having efficient, well-oiled operational processes in place. From guest check-in to food and beverage service, every aspect of your event should run like a well-choreographed dance.

Start by mapping out the guest journey, identifying potential bottlenecks or friction points. Where might lines or congestion occur, and how can you mitigate those issues? Consider implementing strategies like:

• Dedicated entry/exit points to control the flow of traffic
• Clearly marked signage for parking, registration, restrooms, etc.
• Automated or self-service check-in to expedite the arrival process
• Roaming servers or satellite bars to disperse crowds

Ensure you have ample staff on hand to handle all event responsibilities, from coat check and table service to clean-up and tear-down. Provide thorough training and clear communication to your team so everyone understands their roles and responsibilities.

Avoid These Common Pitfalls

Even the most experienced golf course professionals can fall victim to certain common mistakes when hosting a holiday event. Being aware of these potential pitfalls can help you sidestep them and ensure a seamless experience for your guests.

1. Underestimating Attendance: As mentioned earlier, overcommitting your venue's capacity is a recipe for disaster. Carefully analyze your historical attendance data, factor in any anticipated increases, and err on the side of caution when setting your guest limit.
2. Inadequate Parking and Transportation: Nothing ruins the holiday spirit faster than guests struggling to find a place to park. Ensure you have enough on-site spaces, and be prepared to offer valet service or shuttles from remote lots.
3. Poor Event Flow and Layout: Bottlenecks, crowding, and disorganized guest movement can quickly turn your elegant affair into a logistical nightmare. Spend time mapping out the event flow, placing signage, and strategically positioning key elements like registration, bars, and restrooms.
4. Insufficient Staffing: Understaffing is a common issue that can lead to long waits, sloppy service, and overwhelmed employees. Carefully calculate the number of servers, bartenders, greeters, and support staff you'll need, and schedule them accordingly.
5. Lack of Backup Plans: Things rarely go perfectly according to plan, especially when hosting a large-scale event. Have contingency strategies in place to address potential issues, from inclement weather and vendor cancellations to equipment malfunctions and medical emergencies.
6. Neglecting the Guest Experience: In the rush to handle the operational details, it's easy to lose sight of the true purpose of your holiday event - providing an enjoyable, memorable experience for your guests. Don't forget to inject personality, creativity, and a touch of holiday magic into every aspect of the celebration.

By being aware of these common pitfalls and taking proactive steps to avoid them, you'll be well on your way to hosting a truly exceptional holiday event that leaves a lasting impression on your guests.

Conclusion

Hosting a successful holiday event at your golf club requires meticulous planning, flawless execution, and a keen eye for detail. From securing vendors and promoting the event to streamlining operations and creating a festive ambiance, there are numerous moving parts to coordinate.

However, the payoff can be enormous - not only in terms of revenue and member engagement, but also in the goodwill and positive word-of-mouth you'll generate in your community. By following the strategies and best practices outlined in this guide, you'll be poised to deliver an unforgettable holiday experience that your guests will cherish for years to come.

So, start planning early, be proactive in your preparations, and don't be afraid to think outside the box. With the right approach, your golf club's holiday event can become a beloved annual tradition that keeps your members coming back, year after year.

✍️ Give Us Some Feedback?

Now, let's get your event streamlined...

🆓 Download: Grow Golf Holiday Event Checklist

As you get ready for your upcoming holiday event (or events!), we wanted to provide our subscribers with a FREE comprehensive checklist to help ease the stress of holiday event planning this year.
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→ What's NEXT on the Calendar?
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November

3 - Daylight Saving Time Ends

• Remind members about adjusted course hours
• Offer a "Beat the Darkness" early bird special for morning tee times
• Post the best sunrise photo from your course

11 - Veterans Day

• Highlight any veteran members or golf course staff
• Offer a special discount or free/discounted round for veterans

15 - National Philanthropy Day

• Highlight the club's charitable initiatives
• Showcase member-led fundraising efforts
• Give a percent kickback to a local charity for a night/weekend food & bev

Onward.
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That's it for Newsletter No. 5. We wish you stress-free and successful holiday event season, and hope this newsletter provide a little assistance in the lead up to your busy event schedule.

Up Next - FRIDAY - 11/1: CONTENT of the WEEK. If you see any standout golf course marketing content on your social feeds, go ahead and tag us, DM us, or shoot us a note at hello@growgolf.co

ICYMI

Miss a week? Here's a list of Grow Golf's most recent newsletters:

• Newsletter No. 4 - The Art of the Golf Course Survey​
• Newsletter No. 3 - Part 2: Creating a Winning Social Media Strategy​
• Newsletter No. 2 - Part 1: Creating a Winning Social Media Strategy​
• Newsletter No. 1 - How Branding Elevates Your Golf Course​
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Thanks for being part of Grow Golf. See you next week.

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