Run the association golf day as one event, not a membership project

Member pricing, guest pricing

Member and guest pricing is done with packages. List a member foursome and a guest foursome, or a member spot and a guest spot, each with its own price; a buyer picks the package that applies, and the organizer sees which was bought. Parful does not verify membership at checkout, so if the distinction has to be enforced rather than trusted, set registration to an invite list of member emails with the number of spots each may claim, which also lets a member bring guests under their own allocation.

Early-bird pricing is built into a package as dated tiers: the price steps up on the dates you set and the page shows the current tier. A registration deadline closes the page on the date you set; a cap and a waitlist size the field before that. A member who wants to pay by check is registered by the organizer and the payment recorded when it arrives.

• checkRegistration open to the public, behind a password from the newsletter, or restricted to an invite list; email blasts and scheduled reminders to everyone registered

Sponsors who are members too

Sponsor packages state what each level includes, a sponsor can bring a foursome with their package, each deal is tracked from agreed to paid with a portal for the logo, and a printable invoice comes out of the reports for the sponsor whose accounts department needs one. Donations can be turned on toward a published goal if the day funds a cause.

On the day: a desk staffed by volunteers

The check-in desk finds a player by name or scans the code on their confirmation, shows any balance owed and records cash or a check taken there. Groups and pairings come from the registrations, so the member who bought a foursome plays with the guests they named and the singles are paired by the committee. The tee sheet and cart cards print, a shotgun start assigns holes, and the run of show and volunteer roster go to the committee.

Scoring is one phone per group in the browser, with no download: a scramble with the one-ball rule for a mixed field, or stroke play, Stableford and best ball with handicaps captured at registration. Closest to the pin and long drive have their own operator codes. The live leaderboard is a public link, and the clubhouse TV board rotates the results and the sponsors, which is what the sponsors paid for.

The report the board wants

Results go to every registrant by email and the awards report lists the winners for the newsletter. The registration export is the attendance list, member and guest packages distinguished, for whoever keeps the membership records.

The Money Desk produces the numbers: registrations, sponsorships and donations reconcile by method with cash sessions, checks and deposits, the expense register sits against the budget, and the closeout report shows revenue by stream, expenses and the net for the board meeting. A sponsor still owing sits on the receivables list with an age and a promise date, and each sponsor gets a recap of what their deal delivered, which is the document that renews them next year.

• checkDuplicate the event for next year: packages, sponsor levels, rounds and display settings carry over with a suggested date one year on; registrations and money reset

A chamber classic: 100 players, member and guest pricing

Twenty-five foursomes, a scramble, sponsors from the membership and a report to the board in June. Every step is one the product runs today.

Ten weeks out

Publish the page with a member foursome and a guest foursome at different prices, an early-bird tier that ends in three weeks, four sponsor levels and a cap of 25 foursomes with a waitlist. The newsletter carries the link and the registration password; members buy as guests with an email and name their players from the emailed link.

Weeks 8 to 2

Sponsor deals move to paid and logos arrive through the portal, three members are registered by hand with checks recorded, and the budget shows the day clearing its costs.

Week 1

Build the groups so each buyer plays with the guests they named, print the tee sheet and cart cards, and hand the volunteers the contest codes.

Morning of

Check-in by scan, a balance settled in cash, a shotgun start at eight thirty, one phone per group scoring the scramble. At lunch the TV board shows the leaderboard and the sponsors.

The week after

Results by email, the registration export to the membership office, the money closed, the closeout report to the board, sponsor recaps sent, and the event duplicated for next May.

Worth knowing before the newsletter goes out

• checkParful is not a membership database or a CRM. It holds the registrations for this event; the roster of your organization stays where it is.
• checkA recurring golf association with a season of outings, handicaps and standings is a golf society on Parful Clubs, not an event.
• checkYou pay per event when you activate it, with no subscription. A one-day stroke play or scramble event runs free, with any number of players.