HOSA-MSM Golf Tournament™ Planning Guide
HOSA, Inc. ● 6021 Morriss Road, Suite 111 ● Flower Mound, TX 75028 ● 1.800.321.HOSA www.hosa.org
HOSA-MSM GOLF TOURNAMENT TM PLANNING GUIDE
Copyright © 2006
HOSA, INC. in partnership with
MSM LEGENDS, INC. All rights reserved under International and Pan-American Copyrights Conventions. No portion of this publication may be reproduced in any form without permission in writing from HOSA, Inc. and MSM Legends, Inc. except by a local chapter of the Health Occupations Students of America. Printed in the United States of America.. This publication is available from:
HOSA-National 6021 Morriss Road, Suite 111 Flower Mound, TX 75028 Tel. 972.874.0062 • Fax. 972.874.0063 1.800.321.HOSA y www.hosa.org
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CONTENTS INTRODUCTION • • • • • • • •
Letter to HOSA Chapters HOSA-MSM National Golf Tournament™ Announcing a New Fundraising Opportunity Quick View: HOSA-MSM Tournament Model HOSA-MSM Partnership Sample MSM Picks and MSM Rules and Procedures Scramble Rules HOSA, Inc. Partnership
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HOSA-MSM GOLF TOURNAMENT™ PLAN • • • • • • • • • • • • • • • • • • • • • •
Planning the Event Selecting a Golf Course and Contract Tips Hosting a Golf Tournament HOSA Chapter Sponsorship Sample Golf Tournament Contract Registering a Tournament with HOSA-National HOSA-National Registration Form Golf Tournament Revenue Builders MSM Pick Pass™ Tournament Sponsor Fees and Levels of Sponsorships Tournament Contest Revenue Sponsorship Levels and Additional Sponsorships Projected Revenue Summary 100 Player Package (Form) Silent Auction Fundraiser Silent Auction Donation Form Silent Auction Bid Sheet (Form) Silent Auction Top Bid Sheet (Form) Organizational Chart Tournament Assignments Player and Team Recruitment Techniques Player Registration Form
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HOSA-MSM GOLF TOURNAMENT RESOURCES • • •
• • •
Ten Steps to a HOSA-MSM Golf Tournament™ HOSA-National Registration Form Correspondence Templates - Golf Pro Template - Players and Team Recruitment Techniques - Player Registration Form - Sponsor Solicitation Template - Sponsorship Levels - Additional Sponsorships - Silent Auction Donor Template - Silent Auction Donation Form - Player Confirmation Template - Scramble Rules - Sponsor “Thank You” Template - Silent Auction Donation Request Letter Template - Popular Silent Auction Items - Silent Auction Donation Form - Silent Auction Bid Sheet - Silent Auction Top Bid Sheet Tournament Awards Financial Statements Form Task Lists - Tournament Co-Chairs - Tournament Director - Tournament Committee - Marketing Committee - Sales Committee
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TO: HOSA Chapters HOSA is pleased to announce a unique opportunity for HOSA chapters to become involved in a worthwhile fundraising project with immediate and long-term benefits. The HOSA-MSM Golf Tournaments TM have the potential to become a new and successful source of funds to support chapter activities and generate scholarships for HOSA members. After you read this Guide, we are hopeful you agree that sponsorship of a golf tournament provides a number of benefits to a HOSA chapter and its members. Before saying, “I don’t know anything about golf tournaments!” or “I don’t have time for this!”, we are hopeful you change your mind about sponsoring a golf tournament and a silent auction as a fundraiser for your chapter. A fundraising event, like a golf tournament should encourage partnerships, sponsorships and shared responsibilities and provide maximum visibility for HOSA. Take a few minutes to read this Guide and consider the multiple benefits to a HOSA chapter—financial, visibility, recognition and a member and chapter development. We know you will find HOSA-MSM Golf Tournaments TM an innovative and rewarding fundraiser for your HOSA chapter and a unique opportunity to gain visibility and create long-lasting partnerships within your community and the health care industry in particular. Best regards,
Sandra Parker, Chair HOSA, Inc. Board of Directors
Enjoy the benefits of conducting a HOSA-MSM Golf Tournament ! TM
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HOSA-MSM NATIONAL GOLF TOURNAMENT TM
HOSA-MSM representatives met with Arnold Palmer at the Bay Hill Club and Lodge to make plans for the National Golf Tournament to be hosted by Mr. Palmer in Orlando. HOSA also invited Mr. Palmer to attend the 2007 National Leadership Conference in Orlando.
L-R: J.D. Daniel, Chairman of the Board, MSM Legends, Inc.; Dr. Jim Koeninger, HOSA, Inc.; Arnold Palmer, Bay Hill Club and Lodge; and George Sifakis, Axela Government Relations LLC. The HOSA-MSM representatives were most impressed with Mr. Palmer’s willingness to host the HOSA-MSM National Golf Tournament™ at Bay Hill Club and Lodge in 2007.
The HOSA, Inc. Board of Directors is hopeful that no less than 100 outstanding HOSA chapters will accept the invitation to plan, organize and conduct a highly visible, successful and profitable local HOSA-MSM Golf Tournament™. The 1st place 4-member team from each local HOSA-MSM Golf Tournament us eligible to play in the HOSA-MSM National Golf Tournament™ at Bay Hill Club and Lodge in Orlando, FL. The 2nd and 3rd place 4-member teams are eligible to play in a HOSA-MSM Regional Golf Tournament™ with the top teams eligible to play in the National Golf Tournament. The dates of the Regional and National Golf Tournaments will be posted at www.hosagolf.org as dates and locations are finalized.
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PROUDLY ANNOUNCING… HOSA is proud to announce a new and exciting fundraising opportunity and visibility event for HOSA chapters. HOSA and MSM LEGENDS, INC. have formed a mutually beneficial partnership to fund scholarships for HOSA members pursuing a postsecondary education and a career in the health professions, creating maximum visibility for HOSA and increasing participation in the game of golf.
HOSA-MSM PARTNERSHIP
; HOSA chapter members will be able to
HOSA chapters are always searching for unique ideas to raise funds to support chapter activities and provide scholarships to HOSA members who need financial assistance to pursue a postsecondary education. Thanks to the HOSA-MSM PARTNERSHIP, HOSA chapters have a new and exciting opportunity—sponsoring a HOSA-MSM Golf Tournament TM.
INVEST TIME TO READ AND SHARE THIS GUIDE WITH HOSA CHAPTER OFFICERS AND MEMBERS
REASONS TO SPONSOR A HOSAMSM GOLF TOURNAMENTTM HOSA chapters should sponsor a HOSAMSM Golf Tournament TM for several reasons:
; A golf tournament is a proven fundraiser and can provide a significant financial return to a HOSA chapter.
; A single day tournament is much less of a time commitment than multiple chapter fundraisers, e.g. candy sale.
; Parents and health industry professionals can take an active role both in the management and play in a golf tournament.
; The annual tournament will increase revenue each successive year.
; HOSA will be positioned to network with the health care industry.
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
apply and refine their leadership and project management skills by planning, organizing and conducting a successful golf tournament and silent auction as a fundraiser.
Invest the time to read the HOSA-MSM Golf Tournament Planning Guide and consider the fundraising potential in your community. You may decide to sponsor more than one golf tournament per year depending on the financial goals established by your chapter. This Guide is designed to help HOSA chapters conduct a financially successful event. A HOSA-MSM Golf Tournament TM is just the event to provides extraordinary fundraising and member development opportunities. This Guide will show you how!
Remember: This Guide contains many suggestions. There are several considerations in planning and implementing a HOSA-MSM Golf TournamentTM. In the initial year, it is suggested that you follow the KIS Rule: “Keep it Simple!” Upon completion of a successful visibility and fundraising event, the HOSA, Inc. Board of Directors believes that your HOSA chapter will want to conduct an annual HOSA-MSM Golf Tournament TM.
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QUICK VIEW: HOSA-MSM TOURNAMENT MODEL HOSA Chapter decides to sponsor a HOSA-MSM Golf TournamentTM Appoint Co-Chairs: Chapter Advisor Chapter President
Secure approval to sponsor the Golf Tournament from the school district
Register the HOSA-MSM Golf TournamentTM with HOSA-National
Select Tournament Director Select Tournament Committee Chair & Members
Select Marketing Committee Chair & Members
Select Sales Committee Chair & Members
Develop Tournament Plan & Select the Host Golf Course
Develop Marketing & Media Plans & Prepare Press Releases
Develop Sales Plan & Lists of Potential Players & Sponsors
Tournament Plan: Sponsorships Team Scramble Golf Tournament Golfing Contests Silent Auction
Marketing and Media Plan Maximum visibility Maximum sponsors Maximum players Maximum energy
Sales Plan Sponsorships Players Silent Auction Items Maximum Revenue
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• • • •
• • • •
Conduct a High Visibility, Profitable, and Successful HOSA-MSM Golf TournamentTM and Silent Auction HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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MSM Legends, Inc. and HOSA, Inc.
A sample MSM Game™ (2005 Master’s Tournament) is provided on page 10 to illustrate the online MSM Game. Review the 20 pairings and place a check mark by the golfer for each pair that you believe will have the best score.
entered into a partnership to provide HOSA chapters with a unique fundraising event that will benefit local chapters, state associations and HOSANational. HOSA Chapters and/or State Associations have two unique opportunities to create revenue for their organization:
The golfer with the best score will be the golfer with the lowest number of strokes over the four days of the tournament. At a major PGA sanctioned 4-day tournament, golfers with the lowest scores for Thursday and Friday will “make the cut”.
HOSA-MSM PARTNERSHIP
1. Sponsor an Annual HOSA-MSM Golf Tournament™ and retain 100 percent of the revenue from sponsorship fees and Silent Auction bids and split the $25 player registration fee with HOSA-National to offset the cost of the HOSA Golf Tournament web site and sponsorship of the HOSA-MSM National Golf Tournament™. Surplus funds will be used to award HOSA-National Scholarships.
For example:
2. Distribute complimentary MSM Pick Passes™ for players to enjoy online Major Sunday Match-ups™ Games.
MSM Pick Players™ must be 18 years of age or older to win prizes. The complimentary MSM Pick Pass™ is provided at no cost by MSM Legends, Inc. to gain maximum visibility for HOSA.
Using the MSM Pick Pass, a player logs on the Major Sunday Match-upsTM website (www.msm.org). The goal is to pick who is believed to be the winning player from 20 selected pro golfer pairings prior to the start of the tournament. The challenge is to pick the pro golfer in each pair that will have the lowest score at the close of the fourday tournament. A prize is posted in advance of the MSM game and awarded based on the person who selects the greatest number of accurate picks from the 20 pairs. If multiple players have the same number of picks, a random drawing will identify the prize winner.
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If one golfer in the pair is a golfer that made the cut and the other golfer in the pair did not make the cut, then, the golfer making the cut is the winning player in the pairing.
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If both golfers in the pairing make the cut, then, the winner will be the golfer with the lowest number of strokes for the days played.
MSM GAME PRIZES Registration Prize. For registering online, MSM will mail a Tiger Woods Rookie Card (TWRC) to each online registered player. It is believed the TWRC will be a valuable golf collectible in future years. The TWRC will be shipped in a plastic holder to assure protection of the rookie card. Picks Prize. The prize for players may be a golf collectible, a trip to a major golf tournament and merchandise. For more information, visit the web site at www.msm.org.
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SAMPLE MSM PICKS 2005 MASTER’S TOURNAMENT # 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20.
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PLAYER Tiger Woods Phil Mickelson Chris DiMarco Retief Goosen VJ Singh Luke Donald Justin Leonard Bernhard Langer Tom Watson Jack Nicklaus Gary Player Ian Woosnam Larry Mize Nick Price Jim Furyk Davis Love III Fred Couples Raymond Floyd Sergio Garcia Fred Funk
vs vs vs vs vs vs vs vs vs vs vs vs vs vs vs vs vs vs vs vs vs
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PLAYER Mike Weir Tom Lehman David Howell Tim Herron Chad Campbell Darren Clarke Kirk Triplett Craig Stadler Fuzzy Zoeller Ben Crenshaw Charles Coody Nick Faldo John Daly Tim Purdy Ernie Els David Duval Lee Westwood Paul Casey David Toms Jesper Parnevik
NUMBER OF CORRECT PICKS: • • • • • • • • •
MAJOR SUNDAY MATCH-UP™ RULES AND PROCEDURES Go to www.msm.org on the Internet. Look for posted complimentary MSM Major Sunday Match-up Games™. Go to MSM Player Registration. Register as a MSM Player™ and receive the complimentary Tiger Woods collectible prize (as long as the supply lasts). Use the password on the MSM Picks Pass™ to play the complimentary MSM Matchup Game™. The MSM game winner will be notified by email with directions on how to receive his/her prize. Registered players will be notified by email when future MSM Match-up Games™ are posted. Return to www.msm.org periodically to play complimentary MSM Match-up Games™ and visit the E-Store to see what collectibles are available for purchase. Thank you for participating in the HOSA-MSM Golf Tournament™ and for registering as a MSM Player™.
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HOSA-MSM GOLF TOURNAMENT™ SCRAMBLE RULES Each HOSA-MSM Golf Tournament™ is expected to adhere to these Scramble Rules:
GOAL:
Each group of four players competes as a team for the LOWEST TEAM SCORE for the 18 holes.
METHOD OF PLAY:
1. Each group will select a Team captain prior to teeing off. 2. Play begins with each member of the group teeing off. 3. With the agreement of the other members of the group, the team captain decides which drive is the most desirable. 4. The other members of the group pick up their balls and proceed to the spot of the selected drive, where they will hit their second shots. 5. The best of the second shots is then chosen. The group will then hit all their putts (or third shots) from that spot. 6. This procedure continues until the ball is in the hole. 7. At the end of each hole, the score for the group is recorded on the card. 8. The maximum score allowed is double-par. After that, simply pick up the balls and move on to the next hole. 9. Place balls within one club length of the original ball 10. In placing the ball, you may not change the condition of the shot. If the ball is in a hazard or rough, all members of the team must play their shot from the hazard or rough, respectively. 11. On the putting green, give each person a shot at the first putt. Do not hole out a short putt if you missed your first putt. The first ball in must count. Mark your ball and wait. 12. If playing as a threesome, one member of the threesome may on a rotational basis, hit or putt an extra time to compensate for the fourth person. 13. Each player on the team must contribute at least two drives. 14. The 1st Place Team is eligible to participate in the HOSAMSM National Golf Tournament™. The Tournament will be held at Bay Hill Lodge and Club in Orlando, Florida in 2007. 15. 2nd and 3rd Place Teams are eligible to participate in a HOSA-MSM Regional Golf Tournament™. The dates of regional golf tournaments will be emailed to 2nd and 3rd place teams. If the 2nd and/or 3rd place teams are unable to participate in one of the HOSA-MSM Regional Golf Tournaments™, the 4th Place Team will be contacted, and the process repeated until two 4-member teams are able to participate.
OTHER RULES:
TEAM ELIGIBILITY
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HOSA, INC. HOSA, Inc., the national organization, encourages and supports the sponsorship of a HOSA-MSM Golf Tournaments TM. WEBSITE
HOSA will maintain a link on the HOSA website at www.hosa.org to connect to www.hosagolf.org. • • • • • • •
Tournament Registration Form. List of golf courses which have expressed interest in hosting a HOSAMSM Golf Tournament. TM Most golf courses are motivated to host golf tournaments to increase play on their course. Tournament support materials and suggestions for chapter use. Step-by-step instructions on how to plan a successful golf tournament. A list of sponsored HOSA-MSM Golf TournamentsTM including locations by state, city and golf course. News about successful tournaments and best practices. Tournament forms and templates.
TECHNICAL SUPPORT
A HOSA, Inc. staff member will be available to answer questions and provide support for a local golf tournament by calling: 1.866.Golf.121 or 1-866-465-3121
PROMOTIONAL MATERIALS
HOSA, Inc. will provide materials to promote the tournament and the HOSA chapter. HOSA requested Awards Unlimited to stock an assortment of trophies, banner and goody bag items.
NOTIFICATION
HOSA, Inc. will provide information about your tournament to MSM Legends, Inc., your HOSA State Advisor and potential local sponsors.
FISCAL SUPPORT
HOSA, Inc. will consult with local chapters regarding the proper accounting of revenue and expenses in producing financial statements.
RECOGNITION
HOSA will recognize chapters that conduct a HOSA-MSM Golf Tournament TM at the HOSA National Leadership Conference and the HOSA and HOSA Golf websites. Special awards will be presented to chapters who conduct exemplary golf tournaments and who generate extraordinary funds to support chapter activities and local scholarships. HOSA Website: HOSA-Golf Website:
www.hosa.org www.hosagolf.org
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HOSA-MSM TOURNAMENT PLAN PLANNING THE EVENT Selecting a Golf Course HOSA, Inc., in partnership with MSM Legends Inc., has identified golf courses across the country interested in hosting a HOSA-MSM Golf TournamentTM. Go to www.hosagolf.org for a list of golf courses. Most golf courses are willing to host a tournament as a means of increasing revenue for the course as well as encourage golfers to play their course. HOSA chapters that would like to participate in a golf tournament fundraiser but do not have a local course identified should contact the golf pro at a local golf course to host a HOSA-MSM Golf TournamentTM.
Golf Tournament Sponsorship The first decision is who and how many should be invited to sponsor the tournament. A number of options are available. The following are examples of different approaches that can be taken to sponsor the tournament. HOSA Chapter Sponsorship The HOSA chapter partners with a local golf course to sponsor a HOSA-MSM Golf TournamentTM. The chapter should recruit health care professionals, parents and local golf enthusiasts to create 4-member teams to register for the tournament. A best practice is to encourage health care facilities to sponsor a team as part of its community service commitment. For example, teams could consist of: • Pharmacists from a single store • Nurse anesthetists at a hospital • Operating Room staff at a local hospital • Chiropractors at a clinic • Veterinarians at a small animal clinic • Doctors representing a medical center HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
Friendly golfing competition should be encouraged among healthcare providers and associations to register 4-member teams for the tournament. The more teams that participate, the more revenue is generated for the HOSA chapter and the HOSA National Scholarship Fund. HOSA members in HOSA logo golf shirts should volunteer to work the tournament. It is recommended that a silent auction be offered to enhance the fundraising event. The silent auction may consist of items donated by local business sponsors. MSM Legends, Inc. is willing to provide golf collectibles for the silent auction. The tournament should also be attended by a local television news station and reported on during the evening’s local news program. The HOSA chapter earns proceeds from the tournament for scholarships and additional monies from a silent auction sponsored in conjunction with the tournament to build revenue. A value-added benefit for chapter members who worked on the tournament is the opportunity to network with local healthcare professionals and community leaders. HOSA and Health Care Facility CoSponsorship The HOSA chapter co-sponsors the golf tournament with, for example, an acute care hospital. The hospital could be very helpful in promoting and managing the tournament as well as take advantage of one or more of the sponsorship opportunities. The HOSA chapter and the hospital would share equal billing. The tournament is an event that can strengthen the HOSA-Health Care Industry Partnership.
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Parent “Booster” Partnership Some HOSA chapters may be restricted in their fundraising activities because of school district rules. School bands and sports teams form booster clubs to raise funds to benefit their sons or daughters’ activities. A HOSA chapter can organize a booster club to sponsor a HOSA-MSM Golf TournamentTM. The first step is identifying one or more “golfing parents” to accept responsibility for planning and conducting the HOSA-MSM Golf TournamentTM on behalf of the HOSA chapter. The HOSA chapter benefits from the funds raised by the HOSA Booster Club sponsorship of the golf tournament. HOSA members benefit by having the opportunity to serve as volunteers of the golf tournament.
Contract Tips The contract with a golf course is important to ensure a successful tournament. A sample contract is provided on pages 16-17 to illustrate the expectations of the golf course in hosting a golf tournament. Below are some tips to consider before signing your contract: • • • • • • •
What services does the course provide? What services are not provided that are essential to a successful tournament? What kind of deposit is required to confirm a date for the tournament? Is there a player guarantee? What are the food and beverage charges? Is there a cancellation policy? Is there an inclement weather policy?
Other Tournament Sponsorship Options
tournament provides a unique opportunity for HOSA to stand side-by-side with the health care community and other local leaders, and to work in concert toward achieving a common goal. Chapters can use the golf tournament to help the community understand the value of HOSA and to promote long-lasting support for HOSA as the pipeline for future health professionals. Sometimes a chapter may decide to invite a group or organization to co-sponsor the tournament. Tournament sponsors could include: • • • • • • • • •
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Corporations particularly in the health care industry Other HOSA chapters in the region A local or state chapter of the American Medical Association AHEC The American Red Cross The local rescue squad Special Olympics The Make-A-Wish Foundation © Another school-based student organization, like Student Council or DECA A local community college or 4-year college
Once you determine who will sponsor the tournament and where it will be held, the next step involves the building of the HOSA Chapter Tournament Staff.
Remember that partnerships provide opportunities for networking. The benefits of the tournament go far beyond the funding of chapter activities and scholarships. The HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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SAMPLE GOLF TOURNAMENT CONTRACT Group Name: Contact Name: Office Address: Cell Number: Food and Beverage: E-mail address: Second Contact:
Date of Event: Time of Outing: Number Of Players: Price Per Player: (See Addendum “A” for details) Deposit Due: Deposit & Contract Due Date: Balance Due Date:
This Contract is made and entered into on (“Customer”). and
between
Golf Club (hereinafter “Course”)
PAYMENT AND DEPOSIT: A $ (25%) non-refundable deposit in the form of a valid credit card or check must be received upon execution of this Contract. The final payment due under the Contract must be paid prior to or by the commencement date of the Tournament or as agreed by the Course. If the final payment is not paid by the date of the tournament, Customer agrees that the final payment may be charged to the credit card on file and agrees not to dispute such charge. The deposit and the final payment may be made by check, money order or credit cards. Any check that is returned for non-sufficient funds (NSF) shall be assessed a $50.00 fee and be subject to collection. GUARANTEED GOLFERS: Customer is booking for a maximum _____ golfers. This number will be estimated 30 days from the event, confirmed and guaranteed 14 days from the event. The confirmed number or actual number, whichever is greater, will be the total number of tournament rounds for which payment will be required. If Customer’s tournament is less than 128 players, Tour 18 reserves the right to fill the vacant spots with public play and/or another tournament. If Customer’s event goes above the stated number, it must be on a space available basis. Payment will be required for any tee times above the guaranteed number prior to or by the commencement of the Tournament. FOOD & BEVERAGE: An estimated food and beverage guaranteed of $ (plus gratuity) will be spent per player. Please include non-golfers and volunteers when submitting final food and beverage guarantees. All food and beverage consumed during the Tournament must be purchased through the Course. Excess food and beverage cannot be taken from the Course premises. SPECIAL TERMS AND CONDITIONS: See Addendum “A”. LOCAL RULES AND REGULATIONS. Customer will be provided a copy of the Course’s Local Rules and Regulations and will be responsible for ensuring compliance with the Local Rules and Regulations by all participants in the Tournament. CANCELLATION: If the Customer cancels the Tournament in its entirety, the Course shall have suffered damages equivalent to the lost profits that the Course would have made from the food and beverage, incidental purchases, etc. in connection with the Tournament. The parties acknowledge that it is difficult to quantify such damages and instead have agreed that the Course can assess a fee against the Customer as liquidated damages and not as a penalty (such damage amount agreed to be expressed as a percentage of food and beverage revenue, incidental purchases, etc. lost by the Course as a result of the said cancellation, as reasonably determined by the Course). Should the Customer decide, for any reason, to cancel the Tournament, the Customer agrees to pay the following damages: If written cancellation is received: More than 181 days prior to scheduled event 180-121 days prior to scheduled event 120-30 days prior to scheduled event Less than 30 days prior to scheduled event
Percentage of the Tournament cost due the Course: Booking deposit will be held as payment 60% 80% 100%
WEATHER: In the event that the golf course is closed on the date of the Tournament because of unsafe or unplayable conditions, the Customer may receive a refund of all monies within fourteen (14) business days or reschedule the Tournament for a date that is agreeable to both parties. In the event that the course remains open for play (rain or shine) no refunds will be issued. Completion of nine (9) holes will constitute a completed Tournament. If nine (9) holes are not completed, the completion of the Tournament will be rescheduled for a date that is agreeable to both parties. The decision to allow play or close the course rests solely with the Course.
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FORCE MAJEURE: The failure of the Course and Customer to comply with the terms and conditions hereof because of an act of God, strike, labor troubles, war, fire, riot, hurricane, terrorism, earthquake, act of public enemies, actions of governmental authorities (federal, state or local), unavailability of power, transportation, materials, or for any other reason beyond reasonable control of the Course shall be deemed excused, discharged and released of performance to the extent such performance is so limited or prevented without liability of any kind. REPRESENTATIONS: Each party represents and warrants that (i) it has full power, authority and legal right to execute, deliver and perform this Contract, (ii) the execution, delivery and performance has been duly authorized by all necessary corporate action, and (iii) the execution, delivery and performance of this Contract will not cause it to be in breach or default of any contract to which it is a party. INSURANCE: Customer agrees to maintain throughout the term of this Contract sufficient liability insurance. Such insurance shall be underwritten by insurers satisfactory to the Course and shall be written for limits of not less than $1,000,000 for each occurrence combined, for bodily injury, including death and property damage. Customer shall furnish the Course upon the execution of this Contract with a certificate of insurance stating thereon the limits of liability, the period of coverage and the parties insured. Coverage provided for Customer shall be primary, and any insurance maintained by the Course shall be in excess and not contributing with any insurance provided by Customer. INDEMNIFICATION Customer agrees that Course shall not be liable to Customer, its officers, directors, agents, servants and employees, for any and all claims, actions, proceedings, damages, costs, expenses, losses and liabilities, including, but not limited to, reasonable attorney's fees both at trial and on appeal, in whole or in part directly or indirectly arising out of, (i) the negligent acts or omissions of any participant in the golf outing, or that of anyone employed by the Customer for whose acts it may be liable, or (ii) a breach of any covenant, representation or warranty contained herein. Customer shall at all times indemnify and hold Course harmless from or on account of injury to persons or any loss of or damage to property caused by any casualty or accident whatsoever arising out of the Tournament. ENTIRE AGREEMENT. This Contract shall incorporate and supersede any and all prior understandings between the parties. Each of the foregoing representations, warranties and covenants shall be true at all times during the term hereof. Each of such representations, warranties, and covenants shall be deemed to be material and to have been relied upon by the Course notwithstanding any investigation made by the Course. RIGHTS OF ASSIGNMENT. This Contract shall not be assignable by Customer without the prior written approval of the Course, in its sole discretion. Any such assignment without the Course’s prior written approval shall be void. DEFAULT: In the event either shall breach any provision of this Contract, the non-breaching party may, at its option and without notice or demand, declare this Contract to be in default and terminate this Contract and pursue all remedies available under this Contract or as provided by law. In the event either party initiates legal action to enforce the terms of this Contract, the prevailing party shall be entitled to recover its attorney’s fees. GOVERNING LAW: This Contract shall be governed and construed in accordance with the law of the State of Texas. DRESS CODE: Collared shirts, soft spikes and no denim ADDENDUM “A” THIS GOLF PACKAGE INCLUDES: Green Fee, Cart Fee, Unlimited Range Balls, Registration Tables For
Check-In, Unlimited Use Of The Practice Facility, Individual Scorecards, Staging Of Golf Carts, Bad Drop Fee, Personalized Cart Signs, Professional Scoreboards, Scoring After The Event, Proximity Markers For Special Competitions, Chicken Fajita Buffet And After Event Banquet Space GROUP WILL PROVIDE A COPY OF TAX EXEMPT CERTIFICATE TO OR, TAX WILL BE ADDED
PRIOR TO TOURNAMENT DATE
By: _________________________________ Authorized Representative (Customer)
Tournament Sales Manager (Course)
Date: ___________________
Date:
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REGISTERING A TOURNAMENT WITH HOSA-NATIONAL HOSA-National is pleased to offer HOSAMSM Golf Tournaments™ as a unique fundraising event for HOSA chapters. By registering your HOSA-MSM Golf Tournament™ at www.hosagolf.org, the 2nd and 3rd place winning teams are eligible to advance to the Regional HOSA-MSM Golf
Financial Management Best Practices A critical tournament tool is the budget. It is vitally important that a realistic budget be prepared to assure a profitable golf tournament. A golf tournament achieves profitability when revenue exceeds expenses. A successful golf tournament is one that achieves its financial goals.
Tournaments™. The 1st place winning team qualifies to be invited to the National HOSAMSM Golf Tournament™ at Bay Hill Lodge and Club, the home course of golfing legend Arnold Palmer. The first step in qualifying for the National HOSA-MSM Golf Tournament™ is to register the local tournament at www.hosagolf.org. A hard copy of the Tournament Registration Form is presented on the next page (page 18).
Expenses Expenses must be controlled for the HOSA chapter to achieve its financial goal. Expenses include but may not be limited to: •
Golf Course - Labor Charges—Clean-up - Leaderboard (optional) - Refreshments (optional) - Luncheon (optional) - Other
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Marketing Committee - Printing (1-page flyer and window signs) - Telephone - Postage - Advertising - Transportation - Public Service Announcements
Revenue Options A golf tournament offers several options for generating revenue, including: •
Player Registration Fee (includes a complimentary MSM Pick Pass™)
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Revenue Generating Sponsorships: - Tournament Sponsors (multiple) - Hole Sponsors (18) - Closest to the Pin - Longest Drive - Hole-in-One (optional)
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Sales Committee - Prizes for Sales Force - Film and Printing—Photos - Mulligan Passes
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Silent Auction
•
•
Mulligans—to be sold at the registration table on the day of the tournament
•
Team Photos
Tournament Committee - Printing—Program Book - Ribbons—Sponsorships - Trophies—Teams - Trophies—Closest to the Pin - Trophies—Longest Drive - Trophies—Hole-in-One - Plaques--Sponsors - Goody Bags
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HOSA-MSM GOLF TOURNAMENTTM HOSA-NATIONAL REGISTRATION FORM Tournament Location: Mailing Address:
Tournament Date: Telephone:
City, State, Zip
Fax:
Golf Course Contact:
E-mail Address:
School:
Charter No.
Mailing Address:
Telephone:
City, State, Zip
Fax:
Chapter Advisor:
E-mail Address:
Co-Chair (Advisor)
E-mail Address:
Co-Chair (Student)
E-mail Address:
Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor: Contact Name: *Attach list of additional sponsors # 1.
E-mail Address: Telephone:
Critical Tournament Registration Information
2.
Projected number of tournament players? A HOSA-MSM Pick PassTM will be provided each registered player. Expected start date?
3.
Projected revenue target?
(This column for HOSA Chapter Response)
(This column for HOSA-MSM Only)
Complete and submit this form to register your event as an official HOSA-MSM Golf TournamentTM whereby permission will be granted to use licensed materials provided by HOSA-MSM and to receive event support from HOSA-National. E-mail or fax the completed form to the HOSA-National Headquarters at least two weeks prior to the tournament date. You will be notified when the tournament is officially approved. E-mail Address
[email protected] Fax: 972.874.0063
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GOLF TOURNAMENT REVENUE BUILDERS A golf tournament offers multiple revenuegenerating opportunities to achieve your financial goals. Detailed below are the options available for generating adequate revenue.
Player Registration Fees The registration fee for each player is proposed to be $25. For each player, HOSA-National will receive 50 percent of the $25 registration fee for the HOSA National Scholarship Fund with 50 percent retained by the local HOSA chapter. Chapters that charge a higher registration fee will send HOSA-National only $12.50 per player to share the overhead expense of the HOSA.Golf web site and conducting the HOSA-MSM National Golf Tournament at Bay Hill Lodge and Club. The tournament goal is to attract the maximum number of players to participate in a “Scramble” style tournament. Assuming the tournament is scheduled for 8:00 am to 1:00 pm, a shotgun start will accommodate 72 players (or 18 teams of four per team). If you intend to attract more than 72 players, visit with the golf course pro to determine how best to handle a larger number of players. If 72 players are recruited, the $25 registration fee would generate the following revenue: 72 players @ $25 each = $1,800 HOSA-National would receive $900 HOSA chapter retains $900
Greens Fees Unless the host golf course agrees to donate a percentage of the greens fees to HOSA, greens fees are not a revenue source for the tournament. In negotiating with the golf course, the HOSA Tournament Director and the Golf Pro should discuss HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
how best to handle the collection of the greens fees and the $25 registration fee (donation) to HOSA if players wish to use a credit card. Emphasize the importance of using cash for the donation/registration fee and the Silent Auction.
MSM Pick Pass™—The Value Add for Playing in a HOSA-MSM Golf Tournament™ Each tournament player will be issued a complimentary MSM Pick Pass™. The MSM Pick Pass™ will have a unique number printed on the backside of the card to play the Major Sunday Match-up. It is very important that players connect to the Internet after receiving the complimentary MSM Pick Pass™. Players should go to www.msm.org and register for the next Major Sunday Match-up. For registering online, HOSA-MSM Legends will mail a Tiger Woods Rookie Card to the player. It is believed the TWRC will be a valuable golf collectible in future years. The TWRC will be shipped in a plastic holder to assure protection of the rookie card.
Tournament Sponsor Fees A major source of revenue for the local HOSA chapter is charging a fee for recognition as a Tournament Sponsor in the Tournament Program, press releases, media interviews, banners, promotional flyers, etc. It is recommended that levels of sponsorship be offered to companies, organizations and individuals who recognize the value.
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Levels of Sponsorship •
Platinum Sponsorship Fee: $2,500
•
Diamond Sponsorship Fee: $1,500
•
Gold Sponsorship Fee: $1,000
•
Silver Sponsorship Fee: $500
Platinum Sponsorship Benefits The benefits include: • Ability to distribute promotional material at the Tournament registration desk (or in the Goody Bags). • Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony. • Listing of sponsor’s name in the Tournament Program. • Ten (10) Tournament registration fee waivers. (Sponsors players are expected to pay greens fees.) • Ten (10) complimentary MSM Pick Passes™.
Diamond Sponsorship Benefits
•
Six (6) complimentary MSM Pick Passes™.
Gold Sponsorship Benefits The benefits include: • Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony. • Listing of sponsor’s name in the Tournament Program. • Four (4) Tournament registration fee waivers. (Sponsors players are expected to pay greens fees.) • Four (4) complimentary MSM Pick Passes™. Silver Sponsorship Benefits The benefits include: • Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony. • Listing of sponsor’s name in the Tournament Program. • Two (2) Tournament registration fee waivers. (Players expected to pay greens fees.) • Two (2) complimentary MSM Pick Passes™.
The benefits include: • Ability to distribute promotional material at the Tournament registration desk (or in the Goody Bags). • Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony. • Listing of sponsor’s name in the Tournament Program. • Six (6) Tournament registration fee waivers. (Sponsors players are expected to pay greens fees.) HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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TOURNAMENT CONTEST REVENUE
Goody Bag Sponsors
Hole Sponsor
At the registration table, players should receive a “goody bag” which includes a variety of items donated by Goody Bag Sponsors. The goody bag can contain any number of items, including:
Hole Sponsorships can be sold for each of the eighteen (18) holes on the golf course. The name of the Hole Sponsor should be displayed on a sign at the tee box of the sponsored hole. This is a good way for sponsors to have their name seen by those playing in the tournament. Sponsor Fee: $150
Longest Drive Contest Sponsor This contest recognizes the player with the longest drive on a 5-par hole. The winning player will be recognized during the Awards Ceremony. Sponsor Fee: $200
Closest to the Hole Contest Sponsor This contest recognizes the player that is closest to the hole on a 3-par hole. The winning player will be recognized during the Awards Ceremony. Sponsor Fee: $200
Most Accurate Drive Contest Sponsor This contest recognizes the player that has the most accurate drive on a 5-par hole. The winning player will be recognized during the Awards Ceremony. Sponsor Fee: $200
Putting Contest Sponsor This contest recognizes the player that wins the putting contest on the practice green prior to or immediately following the tournament.
• • • • • • • • • •
Golf Shirt with tournament logo Golf Balls – Box of three logo balls Golf Tees with tournament logo Golf Towel with tournament logo Ball Marker with tournament logo Sponsor flyers and coupons Snacks – Energy bar, pretzels, etc. Bottle of Water – Iced at the 1st and 10th holes Suntan Lotion HOSA promo information
Contact Awards Unlimited at 1.800.950.3553 for a price quote for goody bag items you would like to offer your players. The HOSA chapter should place an order with Awards Unlimited for the sponsored Goody Bag items and invoice each sponsor for the invoice cost plus a handling fee of 25 percent. For example: If the Goody Bag Item were $150, the sponsorship fee would be $187.50 ($150 plus $37.50).
Mulligan A mulligan is a golf shot not tallied against the score after a poor shot especially from the tee. At registration, players are given the opportunity to purchase a maximum of two mulligans for use at any time during the tournament. Limit: 3 mulligans per player One Mulligan: $10 Two Mulligans: $15 Three Mulligans: $20
Sponsor Fee: $500 HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT™ SPONSORSHIP LEVELS Platinum Sponsorship Benefits
*Fee: $2,500
•
Ability to distribute promotional material at the Tournament registration desk (or in the Goody Bags). • Placement of sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Ten (10) tournament registration fee waivers. (Players are expected to pay greens fees.) • Ten (10) complimentary MSM Pick Passes™. • Ability to insert promotional material into the Goody Bags.
Diamond Sponsorship Benefits
*Fee: $1,500
•
Ability to distribute promotional material at the Tournament registration desk (or in the Goody Bags). • Placement of sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Six (6) tournament registration fee waivers. (Players are expected to pay greens fees.) • Six (6) complimentary MSM Pick Passes™. • Ability to insert promotional material into the Goody Bags.
Gold Sponsorship Benefits
*Fee: $1,000
• Placement of sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Four (4) tournament registration fee waivers. (Players are expected to pay greens fees.) • Four (4) complimentary MSM Pick Passes™.
Silver Sponsorship Benefits
*Fee: $500
• Placement of sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Two (2) tournament free registration fee waiver. (Players expected to pay greens fees.) • Two (2) complimentary MSM Pick Passes™.
* Fee amounts are recommended not required
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT™ ADDITIONAL SPONSORSHIPS Hole Sponsor
*Fee: $150
Hole Sponsorships are sold for each of the eighteen (18) holes on the golf course. The name of the Hole Sponsor is displayed on a sign at the tee box of the sponsored hole. This is a good way for sponsors to have their name seen by people playing in the golf tournament.
Longest Drive Contest Sponsor
*Fee: $200
This contest recognizes the player with the longest drive on a 5-par hole. The winning player will be recognized during the Awards Ceremony.
Closest to the Hole Contest Sponsor
*Fee: $200
This contest recognizes the player that is closest to the hole on a 3-par hole. The winning player will be recognized during the Awards Ceremony.
Most Accurate Drive Contest Sponsor
*Fee: $200
This contest recognizes the player that has the most accurate drive on a 5-par hole. The winning player will be recognized during the Awards Ceremony.
Putting Contest Sponsor
*Fee: $500
This contest recognizes the player that wins the putting contest on the practice green prior to or immediately following the tournament.
Goody Bag Sponsors
*Fee: TBD
At the registration table, players receive a “goody bag” which includes a variety of items which are donated by Goody Bag Sponsors. The sponsor should pay a fee that is large enough to include the items in the Goody Bag plus an additional amount for the HOSA chapter. The goody bag can contain items like: • Golf Shirt with tournament logo • Golf Balls – Box of three logo balls • Golf Tees with tournament logo • Golf Towel with tournament logo • Ball Marker with tournament logo
• • •
Sponsor flyers and coupons Snacks – Energy bar, pretzels, etc. Bottle of Water – Iced at the 1st and 10th holes
* Fee amounts are recommended not required
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HOSA-MSM GOLF TOURNAMENT™ *PROJECTED REVENUE SUMMARY Revenue Sources
#
1.
Tournament Registration Fee
2.
Tournament Co-Sponsorships - Platinum Co-Sponsors - Diamond Co-Sponsors - Gold Co-Sponsors - Silver Co-Sponsors Hole Sponsors Tournament Contest Sponsors - Longest Drive Contest - Closest to the Hole Contest - Most Accurate Drive Contest Mulligans - Single Mulligans - Double Mulligans Goody Bag Sponsors - Golf Shirt (1 per player) - Golf Balls (3 per player) - Golf Tees and Ball Marker (1 pack per player) - Bag Tag (1 per player) - Golf Towel (1 per player) - Snack Food (2 per player) - Bottle of Water (2 per player) - Goody Bag (1 per player)
#
3. 4.
5.
6.
Extension
100
Recommended Fees $25 Minus: HOSA Donation Total
1 3 4 5 18
$2,500 $1,500 $1,000 $500 $150
$2,500 $4,500 $4,000 $2,500 $2,700
1 1
$200 $200
$200 $200
1
$200
$200
24 15
$10 $15
$240 $225
$2,500 $1,250 $1,250
Total $ 1,250
$ 13,500
$ 2,700 $ 600
$ 465
$ 1,000 100 100 100
$15 $10 $5
$1,500 $1,000 $500
100 $10 100 $15 100 $5 100 $5 100 $15 Sub-Total Goody Bag Sponsors Minus: Goody Bag Cost Total Good Bag Revenue
$1,000 $1,500 $500 $500 $1,500 $8,000 $7,000 $1,000
7. 8. 9.
Donations (Individuals) $ 5,000 Golf Course Fee: 10% Percentage (must be negotiated) $ 500 Photographs (Team and Individual Photos by Official Tournament Photographer; $ 250 negotiate a 10% royalty) TOTAL REVENUE $ 25,265 TOTAL COST $ 5,000 EXCESS REVENUE $ 20,265 *The revenue projection can be achieved by HOSA chapters that commit themselves to a successful fundraising event and are willing to expend the time and effort in implementing the best practices described in this Guide.
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT™ 100 Player Package #
ITEM DESCRIPTION
NUMBER PER TOURNAMENT (On Average) 100
1.
Name Badges
2.
3.
Badge Ribbons - Tournament Co-Chair - Tournament Director - Tournament Sponsors - Tournament Partners - Tournament Staff - VIP Sponsors Banner
2 1 20 5 40 5 1
4,
HOSA-MSM Golf Tournament Banner
1
5.
100
7.
Personalized Combo Tee Pack—Tees, Ball Markers and Divot Tool Personalized Logo Golf Balls Box of Three Personalized Bag Tag
8.
Personalized Goody Bag
100
9.
Tournament Trophies - Tournament (1st, 2nd, 3rd) (4 of each) - Putting Contest (1st) - Longest Drive (1st) - Most Accurate Drive (1st) st - Closest to the Hole (1 ) Sponsor Plaques - Platinum - Diamond - Gold - Silver Contest Sponsor Plaques - Longest Drive - Most Accurate Drive - Closest to the Hole - Putting Goody Bag Sponsor Plaque Hole Sign Holder: Frame – 20” x 28” 4 mil corrugated plastic (10” x 30”)
6.
10.
11.
12. 13.
COST PER ITEM
TOTAL
100
100
1st, 2nd, 3rd 1st 1st 1st 1st 5 5 5 5 1 1 1 1 1 20
TOTAL Awards Unlimited is the official supplier for the HOSA-MSM Golf Tournaments™. 1.800.950.3553 A quote will be submitted by Awards Unlimited on request.
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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Announcing…. A Unique Fundraising Opportunity for HOSA
Why a Golf Tournament? • Financial Return • Maximum Visibility • Recognition
HOSA Delegation Confers with Arnold Palmer at Bay Hill A HOSA delegation, led by HOSA Executive Director, Dr. Jim Koeninger, were impressed that golfing legend Arnold Palmer was willing to host the HOSA-MSM Invitational Golf Tournament at Bay Hill Club and Lodge in 2007. The winning teams from the golf tournaments conducted by local HOSA chapters will be invited to Bay Hill Club and Lodge to compete in the Invitational National Tournament.
• Partner with the Health Care Industry • Scholarships
“Tee Off for HOSA!”
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT™ SILENT AUCTION FUNDRAISER Additional Revenue Source A silent auction is an effective tool to raise additional revenue in conjunction with the HOSAMSM Golf Tournament™.
Basic Process Individuals, companies, businesses, and/or organizations donate items for the Silent Auction. The items can be services or cash (with which items can be purchased) that will be put on display the day of the tournament. The auction would be "open for business" as the tournament players and observers arrive at the golf course. Silent Auction participants write their bids on bid sheets provided next to each item. At the end of the tournament, items are awarded to the highest bidder.
Implementation Steps Step 1:
Decide to conduct a silent auction on the day of the HOSA-MSM Golf Tournament™. Sounds simplistic, but it really isn't. Unless the entire subunit leadership agrees with the decision to hold an auction, the necessary commitment for success is not there.
Step 2:
Assign responsibilities. • • •
Step 3:
The Tournament Director provides overall leadership for the tournament including the silent auction. The Tournament Committee has responsibility for conducting the silent auction. The Tournament Sales Committee is responsible for securing silent auction items.
Seek silent auction items. •
Identify the types of items that would be of interest to those participating in or observing the golf tournament. Potential items: - Golf equipment, including: driver, putter, irons, golf bag, etc. - Golf supplies, including: golf balls, golf shoes, etc. - Golf apparel, including: windbreaker, sweater, rain suit, etc. - Golfing weekend at local or regional resort - Golf memorabilia (MSM Legends, Inc. can provide items for Auction) - Golf course photos - Professional golf instruction - Golf for two with free golf cart rental - Airline tickets - Dinners at upscale restaurants - Spa services: facial treatments, massage, etc. - Hang gliding lessons - Customized web site
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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•
Step 4.
The Tournament Sales Committee contacts potential donors. - Explain the purposes of the silent auction and the golf tournament. - Share the types of persons that will participate in the silent auction and golf tournament. - Discuss the types of items the donor can offer for the silent auction. - Complete a Silent Auction Donation Form (page 31). - Provide donors with a tax-deductible donation receipt. - Confirm when and how the donated item can be picked up.
Publicize the silent auction and the donated items. • • • •
Step 5.
Artwork General admission tickets: movies, theme parks, concerts, museum, etc. Jewelry (necklaces, watches, etc.) Gift certificates 3-month membership in a private athletic club Dental services—teeth cleaning, etc. Gift basket Camera Apple iPod Balloon Ride 3-month YMCA membership Aerial photography—home or business U.S. flag flown over the Capital Three hours of legal services New Horizons Training Introductory flight lesson Financial, retirement and estate planning analysis Toys (particularly if they are hard to find toys)
Promote the silent auction as a value-add of the HOSA-MSM Golf Tournament™. Publicity should “fire up” the participants and observers at the tournament. Press releases should promote the silent auction and list donors who have completed the Silent Auction Donation Form. (page 31) Send formal thank you letters to the donors—include a photograph of the HOSA chapter and/or a photograph from the tournament.
Identify the location of the silent auction. • • •
The room should be of a sufficient size to allow for easy movement around the room to view the items—determine the availability of the silent auction room in conversations with the golf course. Place tables around the peripheral of the room. Locate the tournament registration table outside or inside the room to encourage players and observers to view and bid on the silent auction items before the tournament begins.
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Step 6.
Prepare items for bidding. • •
• • • Step 7.
Establish, publicize and post bidding rules. •
•
• • • Step 8.
Establish a beginning bid for high-priced items or items that may have no established value. For example, a dinner at the home of a well-known person in the community would require the Tournament Committee to establish a beginning bid. Establish a minimum increase in a bid for each item. For example, an expensive item should require a bid at least $10 more than the previous bidder. A less expensive item should require a bid at least $5 more than the previous bidder. The increase in a bid must be in whole dollars. Bids are invalidated if they are not greater than the previous bid. Bids cannot be changed or marked out unless initialed by the bidder. Bids are not accepted after the close of the silent auction.
Conclude the silent auction. • •
Step 9.
Check all donated items to make certain they are in good working order, clean, complete and attractively displayed. Prepare multiple bid sheets for each silent auction item. - Number each bid sheet and staple the sheets together for each item. - List the item at the top of the bid sheet in large letters with a brief description. - Provide the name of the donor on the bid sheet. - Use the bid sheet template on page 33. Request bidders to place their name (or a “code name”) on the bid sheet with the actual bid. Provide a supply of pens at each table for bidders. Do not use pencils. Display actual items or informational materials so they are noticeable and not overlooked by potential bidders.
The auction must be concluded at the posted time All bidding is stopped once the auction is concluded. Auction monitors should pick up bid sheets at the posted time.
Prepare a Top Bidder List prior to the Awards Ceremony. • • • • • • •
A Top Bidder List (with all auction items listed) is prepared prior to the start of the auction. A template is provided on page 34. The Tournament Committee Chair (or designee) should list the name of the highest bidder beside each item with the amount of the bid. Confirm that the last bid is the highest bid on the bid sheet since the highest bidder receives the item. Post the Top Bidder List with the names of the bidders and their bid. Set a time for the items to be picked up by the highest bidder and to pay for the items. Schedule an adequate number of volunteers to collect payment from the highest bidders. Have sufficient cash on hand to make change.
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• •
Step 10.
Allow bidders to pay with credit cards if arrangements can be made with the golf course to collect payments and write a check for credit card charges (less the credit card company fee) If items are unclaimed, contact the highest bidder to determine if they want the item. If the highest bidder does not want the item, then, contact the second highest bidder. The item could also be stored for the next silent auction.
Conduct an auction that is fun, exciting and engaging. • • • •
Create a fun environment with thematic decorations Assign someone to stand outside the room and encourage players and observers to view and bid on the auction items Provide live or recorded music in the room Place refreshments in the auction room
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HOSA-MSM GOLF TOURNAMENT™ SILENT AUCTION DONATION FORM I will donate the following item(s): #
ITEM
DETAILED DESCRIPTION OF ITEM—BE SPECIFIC (Include times, dates and restrictions on use)
VALUE
1.
2.
3.
Donor name to be listed on silent auction bid sheet:
____________________________
Donor [signature of person with legal authority to donate item(s)]: _______________________ Donor Address [for thank you note]: _______________________________________________ Donor City: ___________________________________ State: _______ Zip: ______________ Donor Phone: ___________________________ E-mail: ________________________ ______
WE GRATEFULLY ACKNOWLEDGE YOUR DONATION! Please complete and return this form and return no later than _________________. ________________________ HOSA Chapter Address _____________________________ City __________________ State ____ Zip _____ Telephone ___________________________ FAX: __________________________________ __ Please contact me by telephone to arrange a pick up of the donated item(s). __ I will have the items delivered to your HOSA chapter address by ______________________. __ Additional request: __________________________________________________________
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HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT™ SILENT AUCTION BID SHEET ITEM:
____________________________________________
DONOR:
____________________________________________
RETAIL VALUE:
$
MINIMUM BID:
$
Minimum Incremental Bid Increase:
NAME
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
$
BID
33
HOSA-MSM GOLF TOURNAMENT SILENT AUCTION TOP BID SHEET ITEM
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
NAME
BID
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HOSA-MSM GOLF TOURNAMENT ORGANIZATIONAL CHART Tournament Co-Chair: HOSA Advisor
Tournament Co-Chair: HOSA Member
Tournament Director
Marketing Committee Chair & Members
Sales Committee Chair & Members
•
•
• • • •
•
•
Prepare press releases Promote golf tournament to community Promote MSM Pick Passes Distribute invitations to tournament Prepare promotional materials - One page flyer - Window signs Develop a media plan - Newspaper - Television - Radio Secure photos for promo
•
• •
•
Secure sponsors - Tournament Sponsors - 18 Hole Sponsors - Closest to Pin - Longest Drive - Hole-in-One - Goody Bags Establish sales quotas for HOSA members and partners in recruiting Players Seek donors Seek items for the Silent Auction Sell mulligans at check-in
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
Tournament Committee Chair & Members •
• • • • •
• • •
Select the golf course and negotiate a contract Develop a Tournament Plan Organize and conduct the Silent Auction Prepare Goody Bags
Plan refreshments Recruit and organize tournament volunteers Secure tournament trophies and prizes Secure photographer Plan and conduct Awards Ceremony
35
TOURNAMENT ASSIGNMENTS The HOSA-MSM Golf Tournament™ provides opportunities for the HOSA advisor, chapter officers and HOSA members to work collaboratively on a major revenue-producing event. The following assignments are recommended:
Tournament Co-Chairs The HOSA Advisor and the HOSA Chapter President should serve as Tournament CoChairs. Their responsibilities include: • Develop measurable tournament goals • Develop an overall plan for the tournament • Identify a list of potential sponsors and partners to be invited to participate in the tournament • Secure commitment from the HOSA chapter to plan, organize and deliver a successful fundraising event. • Provide oversight of the fundraising event and resolve any problems that are incurred
Tournament Director The Tournament Director manages all the details of the tournament. The Tournament Director can be any volunteer who understands HOSA and is willing and capable to manage the golf tournament. The Tournament Director responsibilities include: • Negotiate a favorable contract with the golf course selected to host the tournament • Submit a budget to the Tournament CoChairs for review and approval • Conduct an initial meeting with the tournament committee chairs and members to review committee assignments, event timeline and goals to be achieved HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
•
•
Conduct periodic meetings with the tournament committees to evaluate their progress in achieving committee and event goals Approve and/or order trophies, plaques, supplies and printing within the budget established for the tournament
Tournament Committee The Tournament Committee responsibilities include: • Identify and screen golf courses capable of hosting a successful tournament • Implement the tournament plan • Organize and conduct the Silent Auction • Prepare Goody Bags • Provide refreshments • Recruit and organize tournament volunteers (HOSA members and local partners) • Prepare an order for trophies and plaques from Awards Unlimited • Secure one or more photographers • Plan and conduct the Awards Ceremony
Marketing Committee The Marketing Committee responsibilities include: • Prepare press releases • Promote the HOSA-MSM Golf Tournament™ • Promote the value of MSM Pick Passes • Distribute invitations to participate in the tournament • Prepare promotional materials - One page flyer - Window signs • Develop a media plan - Newspaper - Television - Radio • Secure photos for promo .
36
Sales Committee The Sales Committee responsibilities include: •
Secure sponsors - Tournament Co-Sponsors - Hole Sponsors (one per hole) - Closest to Pin Sponsor - Longest Drive Sponsor - Most Accurate Drive Sponsor - Putting Contest Sponsor - Goody Bags
•
Establish sales quotas for HOSA members and partners to recruit players
•
Seek donors and items for the Silent Auction
•
Sell mulligans at check-in
HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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PLAYERS AND TEAM RECRUITMENT TECHNIQUES 1.
Post one-page promotional sheets at local golf courses with contact information.
2.
Request a mailing list from local golf courses to promote the HOSA-MSM Charity Golf Tournament. (There are commercial mailing lists that can be purchased for golfers living in a geographic region.)
3.
Contact the local newspaper and provide a press release to promote the HOSA-MSM Charity Golf Tournament. Visit with a reporter to discuss other ways the newspaper can be of value in promoting the tournament. This same discussion should be held with television and radio stations in your region. Remember: media is required to print and/or broadcast public service announcements for non-profit organizations.
4.
Identify the health care companies to be approached to sponsor the tournament, contests and/or individuals/teams. •
• •
If there are two acute care hospitals in the region, there is an opportunity for competitive motivation. Encourage each facility to sponsor one or more 4-player teams to determine which hospital can field the best team. The same approach could be used with other health care facilities, including long-term health care facilities, etc. Contact health care associations in the region and encourage them to provide 4player teams. Contact medical groups and encourage them to sponsor 4-player teams.
5.
Identify civic organizations to be approached to sponsor the tournament, contests and/or individuals/teams.
6.
Identify churches and encourage them to sponsor the tournament, contests, and/or individuals/teams.
7.
Ask each major media group to sponsor a 4-member team with the suggestion that the tournament is a good opportunity to show other media companies who has the best team.
8.
Contact companies in selected industries and encourage them to sponsor 4-member teams representing their industry and/or companies within an industry. Competition among industries or companies within an industry is a powerful motivator.
9.
Encourage golf pros at the various clubs to form 4-member teams to compete with teams from other clubs.
10.
Ask HOSA chapter members to visit with their parents, friends, neighbors, and relatives to promote individuals and/or 4-member teams to participate in the tournament.
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HOSA-MSM GOLF TOURNAMENT™ PLAYER REGISTRATION FORM Team Name _______________________________ TEAM PLAYER
Representing _________________ TEE SHIRT SIZE
NAME AND CONTACT INFORMATION
REGISTRATION FEE @ $25
MSM PICK PASSES
(Circle Size)
1.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
2.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
3.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
4.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
I agree to: • Adhere to the HOSA-MSM Golf Tournament™ rules using a 4-member team scramble format. • Donate the $25 registration fee per player as a non-refundable deposit. • Arrive at the golf course no later than 30 minutes prior to the shotgun start at 8:00 am.
S M
TOTAL
L XL 2XL 3XL
Total MSM Pick Passes
$ _______
_______
Request: Please assign __ additional players to this 4-member team. HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT TOOLS & RESOURCES
TM
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Imagine playing golf at Arnold Palmer’s Bay Hill Club and Resort! The 1st place team at the HOSA-MSM Charity Golf Tournament is eligible to participate in the HOSA-MSM National Golf Tournament to be played at Bay Hill Club and Resort. HOSA-MSM Charity Golf Tournament Month _, 200_ Hosted by the __________ Golf Course Registration Fee:
$25 Players are responsible for greens fee.
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Steps to a HOSA-MSM Golf TournamentTM 1.
Decide to host a HOSA-MSM Golf TournamentTM and register the tournament with HOSA-National at www.hosagolf.org. Agree to conduct a golf tournament to raise funds for the HOSA chapter, gain visibility for HOSA and create scholarship opportunities for HOSA members.
2.
Organize the HOSA Chapter to take the greatest advantage of the HOSA Advisor, members and Friends of HOSA.
3.
Select sponsors and staff to implement the golf tournament • • •
4.
Select sponsors for the golf tournament Secure sponsorship commitments from companies and health care partners Appoint HOSA members and partner representatives to key leadership roles.
Select a golf course and set the date Confer with the school, partners, potential sponsors and set the date.
5.
Seek school administration approval of the golf tournament Seek permission from the school to conduct a golf tournament.
6.
Develop a golf tournament plan • •
7.
Hold your first organizational meeting to appoint committees and develop a budget. Put all the details of the event in writing to include a task listing—and, who is responsible and deadlines for completion of each task.
Prepare and distribute a press release to announce the HOSA-MSM Charity Golf TournamentTM This is the big announcement about the tournament. Distribute to media (newspapers, radio, and television) and community-based organizations to attract sponsors and players. Emphasize that a portion of the funds raised will be used for scholarships at the local and national levels.
8. 9. 10.
Recruit players and teams with special emphasis on the health care industry. Conduct a fun and memorable HOSA-MSM Golf TournamentTM Evaluate the extent to which the HOSA-MSM Golf TournamentTM goals were accomplished and plan the next tournament.
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HOSA-MSM GOLF TOURNAMENTTM HOSA-NATIONAL REGISTRATION FORM Tournament Location: Mailing Address:
Tournament Date: Telephone:
City, State, Zip
Fax:
Golf Course Contact:
E-mail Address:
School:
Charter No.
Mailing Address:
Telephone:
City, State, Zip
Fax:
Chapter Advisor:
E-mail Address:
Co-Chair (Advisor)
E-mail Address:
Co-Chair (Student)
E-mail Address:
Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor:
E-mail Address: Telephone:
Contact Name: Sponsor: Contact Name: *Attach list of additional sponsors # 1.
E-mail Address: Telephone:
Critical Tournament Registration Information
2.
Projected number of tournament players? A HOSA-MSM Pick PassTM will be provided each registered player. Expected start date?
3.
Projected revenue target?
(This column for HOSA Chapter Response)
(This column for HOSA-MSM Only)
Complete and submit this form to register your event as an official HOSA-MSM Golf TournamentTM whereby permission will be granted to use licensed materials provided by HOSA-MSM and to receive event support from HOSA-National. E-mail or fax the completed form to the HOSA-National Headquarters at least two weeks prior to the tournament date. You will be notified when the tournament is officially approved. E-mail Address
[email protected] Fax: 972.874.0063
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CORRESPONDENCE TEMPLATES Templates are available for use by HOSA chapters. It is expected that the templates will be used to tailor a letter based on the local Tournament Plan. Templates are timesavers to tailor letters for the following: • • • • • • •
Golf Pro Player Recruitment Tournament Registration Form Sponsor Solicitation Silent Auction Donor Participant Confirmation Letter Sponsor Confirmation and Thank You Letter
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GOLF PRO TEMPLATE Date Golf Pro ___________ Golf Course Address City, State and Zip Dear ______________, _____________HOSA Chapter is looking for a location for our HOSA-MSM Golf TournamentTM to be conducted on ______, ______ __, 200_. Our charity golf tournament is geared towards raising funds for the __________ HOSA Chapter. The tournament will begin at 8:00 AM with a shotgun start, and conclude with an awards ceremony. Your help would be instrumental in making this event successful this year, and in the future, and can only be accomplished with the generosity of you and your company. By making a donation to this event you will not only be contributing directly to the dollar amount that we are able to raise for our chapter, but will also be entitled to a unique opportunity to participate first hand in the event. By donating, you will be eligible to: ·
Receive special recognition at the tournament through signage, goody bag inserts, and introductions at the awards luncheon. Send company representatives to promote your organization, products, or services by distributing information, mingling with golfers, etc.
Your company can participate at various giving levels, with attractive benefits at each level. Corporations may sponsor specific holes on the course or sponsor specific events such as ‘Closest to the Hole’ and ‘Longest Drive’ contests. You will have the opportunity to sponsor a complete service such as the luncheon, golf balls or golf shirts, as well as being included in event publications. If you have any questions please feel free to contact me. Thank you in advance for your interest and support. We look forward to seeing you on _______________.
Sincerely,
Name Tournament Co-Chair
Name Tournament Co-Chair
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HOSA-MSM CHARITY TM GOLF TOURNAMENT ________________ Golf Course Day, Month __, 200_ The 1st Place Team qualifies for the HOSA-MSM National Golf Tournament TM to be held at Arnold Palmer’s Bay Hill Club and Lodge. The 2nd & 3rd Place Teams will be eligible to participate in a HOSA-MSM Regional Golf Tournament TM.
HOSA-MSM Registration Fee--$25 plus Greens Fee
• 4-Member Team Scramble Format • Trophies for 1st, 2nd and 3rd Place Teams • Trophies for special golfing contests: • Longest Drive • Most Accurate Drive • Closest to the Pin
• Trophies for Putting Contest • Silent Auction HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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PLAYERS AND TEAM RECRUITMENT TECHNIQUES 2.
Post one-page promotional sheets at local golf courses with contact information.
2.
Request a mailing list from local golf courses to promote the HOSA-MSM Charity Golf Tournament. (There are commercial mailing lists that can be purchased for golfers living in a geographic region.)
3.
Contact the local newspaper and provide a press release to promote the HOSA-MSM Charity Golf Tournament. Visit with a reporter to discuss other ways the newspaper can be of value in promoting the tournament. This same discussion should be held with television and radio stations in your region. Remember: media is required to print and/or broadcast public service announcements for non-profit organizations.
4.
Identify the health care companies to be approached to sponsor the tournament, contests and/or individuals/teams. •
• •
If there are two acute care hospitals in the region, there is an opportunity for competitive motivation. Encourage each facility to sponsor one or more 4-player teams to determine which hospital can field the best team. The same approach could be used with other health care facilities, including long-term health care facilities, etc. Contact health care associations in the region and encourage them to provide 4player teams. Contact medical groups and encourage them to sponsor 4-player teams.
5.
Identify civic organizations to be approached to sponsor the tournament, contests and/or individuals/teams.
6.
Identify churches and encourage them to sponsor the tournament, contests, and/or individuals/teams.
7.
Ask each major media group to sponsor a 4-member team with the suggestion that the tournament is a good opportunity to show other media companies who has the best team.
8.
Contact companies in selected industries and encourage them to sponsor 4-member teams representing their industry and/or companies within an industry. Competition among industries or companies within an industry is a powerful motivator.
9.
Encourage golf pros at the various clubs to form 4-member teams to compete with teams from other clubs.
10.
Ask HOSA chapter members to visit with their parents, friends, neighbors, and relatives to promote individuals and/or 4-member teams to participate in the tournament.
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HOSA-MSM GOLF TOURNAMENT™ PLAYER REGISTRATION FORM Team Name _______________________________ NAME AND CONTACT INFORMATION
TEAM PLAYER
Representing _________________ TEE SHIRT SIZE
REGISTRATION FEE @ $25
MSM PICK PASSES
(Circle Size)
1.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
2.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
3.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
4.
S M L XL 2XL 3XL
Name Telephone Email Street Address City State Zip
I agree to: • Adhere to the HOSA-MSM Golf Tournament™ rules using a 4-member team scramble format. • Pay the $25 registration fee per player as a nonrefundable deposit. • Arrive at the golf course no later than 30 minutes prior to the shotgun start at 8:00 am. •
S M
TOTAL
L XL 2XL 3XL
Total MSM Pick Passes
$ _______
$ ______
REQUEST: Please assign __ additional players to this 4-member team. HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT™ SPONSOR SOLICITATION TEMPLATE Date Potential Sponsor Name Address City, State and Zip Dear ________________, The _________HOSA Chapter is pleased to announce our First Annual Charity Golf Tournament to be held at the _________Golf Course on ____________, ___________ _____, 2006. The purpose of our Tournament is to help HOSA establish a scholarship fund to help our Health Science students pursue a postsecondary education and to gain maximum benefit from membership in HOSA. A portion of the funds will be to underwrite professional development opportunities, like the HOSA State and National Leadership Conferences, to help HOSA members prepare themselves for the health professions. The Tournament will begin with an 8:00 AM shotgun start, and conclude with an awards ceremony. Your involvement in the Tournament is crucial to conducting a successful event. We believe our Tournament will be a huge success by attracting sponsors who recognize the importance of recruiting, attracting and retaining young people in the health professions. By serving as a sponsor for the Tournament or one of the golf contests, you will be a donor and entitled to a unique opportunity to participate in the Tournament and the Silent Auction. As a donor, you will be eligible to: -
Receive special recognition in the Tournament Program, the Sponsors banner, goody bag inserts and introductions at the Awards Ceremony.
-
Send representatives to promote your organization, products or services by distributing information, mingling with golfers, etc.
Tournament Sponsors can participate at four levels, with attractive benefits at each level. We need at least one sponsor for each of the eighteen holes on the golf course. You may also sponsor contests such as Closest to the Hole, Longest Drive, Most Accurate Drive, and Putting Contest. You will have the opportunity to sponsor a complete service such as the luncheon, golf balls or golf shirts, as well as being included in event publications. Enclosed is a list of the sponsorships with a detailed explanation. Please review the Sponsorship Form and make checks payable to HOSA, therefore, donations are fully taxdeductible.
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We are very willing to discuss how you may gain the greatest advantage as a Tournament Sponsor. A member of the Sales Committee will be in contact in the next few days to discuss the various sponsorships available. Thank you in advance for your interest and generous support. We look forward to seeing you on _______________. Sincerely,
Name Tournament Co-Chair
Name Tournament Co-Chair
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HOSA-MSM GOLF TOURNAMENT™ SPONSORSHIP LEVELS Platinum Sponsorship Benefits
Fee: $2,500
•
Ability to distribute promotional material at the Tournament registration desk (or in the Goody Bags). • Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Ten (10) tournament registration fee waivers. (Players are expected to pay greens fees.) • Ten (10) complimentary MSM Pick PassesTM. • Ability to insert promotional material into the Goody Bags.
Diamond Sponsorship Benefits
Fee: $1,500
•
Ability to distribute promotional material at the Tournament registration desk (or in the Goody Bags). • Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Six (6) tournament registration fee waivers. (Players are expected to pay greens fees.) • Six (6) complimentary MSM Pick PassesTM. • Ability to insert promotional material into the Goody Bags.
Gold Sponsorship Benefits
Fee: $1,000
•
Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Four (4) tournament registration fee waivers. (Players are expected to pay greens fees.) • Four (4) complimentary MSM Pick PassesTM.
Silver Sponsorship Benefits
Fee: $500
•
Placement of the sponsor’s name on the Sponsor Banner displayed near the registration table. • , Special recognition at the Awards Ceremony immediately following the Tournament. • Listing of sponsor’s name in the Tournament Program. • Two (2) tournament registration fee waiver. (Players expected to pay greens fees.) • Two (2) complimentary MSM Pick PassesTM.
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HOSA-MSM GOLF TOURNAMENT ADDITIONAL SPONSORSHIPS Hole Sponsor
Fee: $150
Hole Sponsorships are sold for each of the eighteen (18) holes on the golf course. The name of the Hole Sponsor is displayed on a sign at the tee box of the sponsored hole. This is a good way for sponsors to have their name seen by people playing in the golf tournament.
Longest Drive Contest Sponsor
Fee: $200
This contest recognizes the player with the longest drive on a 5-par hole. The winning player will be recognized during the Awards Ceremony.
Closest to the Hole Contest Sponsor
Fee: $200
This contest recognizes the player that is closest to the hole on a 3-par hole. The winning player will be recognized during the Awards Ceremony.
Most Accurate Drive Contest Sponsor
Fee: $200
This contest recognizes the player that has the most accurate drive on a 5-par hole. The winning player will be recognized during the Awards Ceremony.
Putting Contest Sponsor
Fee: $500
This contest recognizes the player that wins the putting contest on the practice green prior to or immediately following the tournament.
Goody Bag Sponsors
Fee: TBD
At the registration table, players receive a “goody bag” which includes a variety of items which are donated by Goody Bag Sponsors. The goody bag can contain items like: • • • • •
Golf Shirt with tournament logo Golf Balls – Box of three logo balls Golf Tees with tournament logo Golf Towel with tournament logo Ball Marker with tournament logo
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Sponsor flyers and coupons Snacks – Energy bar, pretzels, etc. Bottle of Water – Iced at the 1st and 10th holes
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HOSA-MSM GOLF TOURNAMENT™ SILENT AUCTION DONOR TEMPLATE Date Donor Name Address City, State and Zip Dear _____________,: We invite you to take part in the 1st Annual HOSA-MSM Golf TournamentTM by donating an item for the Silent Auction to be held as part of the tournament. The Silent Auction will be held on _________ at the ______________ golf course. The items you donate will directly benefit the HOSA chapter at ______________ High School. HOSA is a 501(c)(3) tax-exempt student organization committed to building a pipeline of recruiting, attracting and retaining qualified young people interested in pursing a career in the health professions. Our HOSA chapter will use the proceeds raised through the Tournament and the Silent Auction to establish a college scholarship program for HOSA members who need financial assistance to continue their preparation for a health career. In addition, we will use a portion of the funds to allow our members to participate in HOSA State and National Leadership Conferences to represent our community and state in skills-based competitive events, national officer election, health industry delivered professional development workshops and much more. If you donate an item for the Silent Auction, we will provide a receipt for your donation which is tax deductible to the extent allowed by law. All donors and donations will be listed in the tournament program. A member of the Tournament Committee will call you in the next few days to determine your interest in participating in the HOSA-MSM Charitable Golf TournamentTM and the Silent Auction. We thank you in advance for your support. Sincerely,
Name Tournament Co-Chair
Name Tournament Co-Chair
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HOSA-MSM GOLF TOURNAMENTTM SILENT AUCTION DONATION FORM I will donate the following item(s): #
ITEM
DETAILED DESCRIPTION OF ITEM—BE SPECIFIC (Include times, dates and restrictions on use)
VALUE
1.
2.
3.
Donor name to be listed on silent auction bid sheet:
____________________________
Donor [signature of person with legal authority to donate item(s)]: _______________________ Donor Address [for thank you note]: _______________________________________________ Donor City: ___________________________________ State: _______ Zip: ______________ Donor Phone: ___________________________ E-mail: ________________________ ______
WE GRATEFULLY ACKNOWLEDGE YOUR DONATION! Please complete and return this form and return no later than _________________. ________________________ HOSA Chapter Address _____________________________ City __________________ State ____ Zip _____ Telephone ___________________________ FAX: __________________________________ __ Please contact me by telephone to arrange a pick up of the donated item(s). __ I will have the items delivered to your HOSA chapter address by ______________________. __ Additional request: __________________________________________________________
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HOSA-MSM GOLF TOURNAMENT™ PLAYER CONFIRMATION TEMPLATE A sample letter to those registered to play in the charity golf tournament.
Date Dear Golf Tournament Participant: We are excited that you have registered to play in the 1st Annual HOSA-MSM Charitable Golf Tournament™. The __________ Golf Course will present a challenging course to test your skills as a member of a 4-member Team. On the back side of this letter, you will find the Scramble rules that we will use. The _________ Golf Course is located at _________________. [If there is anything unique about the golf course, you could put that information here.] The dress code allows shorts or slacks and collared shirts. Each player must have a set of golf clubs. Registration will begin at _____ on [date] just outside the Pro Shop. The shotgun start for the tournament begins promptly at 8:00 am. Please arrive no later than 7:30 am to assure an on-time start. Your participation and support is vital to our HOSA chapter since the funds from the tournament will be used to provide scholarships and to finance an assortment of professional development activities in which our chapter members will represent our high school including the HOSA State and National Leadership Conferences. If you have any questions on the day of the event, please call the ________ Golf Course at ___________ or the Tournament Director at __________. We look forward to you and your team taking part in the 1st Annual HOSA-MSM Charitable Golf Tournament. Sincerely,
Name Name Tournament Co-Chair
Name Tournament Co-Chair
Enclosure: Scramble Rules
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HOSA-MSM GOLF TOURNAMENT™ SCRAMBLE RULES Each HOSA-MSM Golf Tournament™ is expected to adhere to the following Scramble Rules:
GOAL:
Each group of four players competes as a team for the LOWEST TEAM SCORE for the 18 holes.
METHOD OF PLAY:
1. Each group will select a Team captain prior to teeing off. 2. Play begins with each member of the group teeing off. 3. With the agreement of the other members of the group, the team captain decides which drive is the most desirable. 4. The other members of the group pick up their balls and proceed to the spot of the selected drive, where they will hit their second shots. 5. The best of the second shots is then chosen. The group will then hit all their putts (or third shots) from that spot. 6. This procedure continues until the ball is in the hole. 7. At the end of each hole, the score for the group is recorded on the card. 8. The maximum score allowed is double-par. After that, simply pick up the balls and move on to the next hole. 9. Place balls within one club length of the original ball 10. In placing the ball, you may not change the condition of the shot. If the ball is in a hazard or rough, all members of the team must play their shot from the hazard or rough, respectively. 11. On the putting green, give each person a shot at the first putt. Do not hole out a short putt if you have missed your first putt. The first ball in must count. Mark your ball and wait. 12. If playing as a threesome, one member of the threesome may on a rotational basis, hit or putt an extra time to compensate for the fourth person. 13. Each player on the team must contribute at least two drives. 14. The 1st Place Team is eligible to participate in the HOSA-MSM National Golf Tournament™. The Tournament will be held at Bay Hill Lodge and Club in Orlando, Florida. 15. 2nd and 3rd Place Teams are eligible to participate in a HOSA-MSM Regional Golf Tournament™. The dates of regional golf tournaments will be emailed to 2nd and 3rd place teams. If the 2nd and/or 3rd place teams are unable to participate in one of the HOSAMSM Regional Golf Tournaments™, the 4th Place Team will be contacted, etc. until two 4-member teams are able to participate.
OTHER RULES:
TEAM ELIGIBILITY
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HOSA-MSM GOLF TOURNAMENT™ SPONSOR “THANK YOU!” TEMPLATE A sample letter to send to the sponsors who provide support and donations to ensure a successful HOSA-MSM Charity Golf Tournament™.
Date Sponsor Name Address City, State, Zip Dear [Sponsor’s Name]: On behalf of the ________ HOSA chapter, we would personally like to thank you for your donation given towards the HOSA-MSM Charity Golf Tournament™ on [date]. The tournament was a tremendous success! Your donation to our event provided an invaluable contribution to the tournament’s ultimate success, and we sincerely appreciate your support and commitment to our efforts. Our HOSA chapter will use the proceeds raised to ____________________. As you are aware, HOSA is a 501(c)(3) national student organization dedicated to providing a pipeline of over 80,000 young people interested in furthering his/her education in the health care field. Please let us know if you need additional information for your donation. We look forward to including you in next year’s event and will be in contact as soon as a date is finalized. Sincerely,
Name Tournament Co-Chair
Name Tournament Co-Chair
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HOSA-MSM GOLF TOURNAMENT SILENT AUCTION DONATION REQUEST LETTER Dear _______________: You are invited to participate in a very special event. Our HOSA Chapter will hold a Silent Auction in conjunction with the HOSA-MSM Golf Tournament on ______, _____ ___, 2006. The Silent Auction will benefit young people in pursuit of a career in the health professions. The proceeds from the Silent Auction will be used to offer scholarships to deserving young people and we need your help to make our Silent Auction a success. HOSA, known as Health Occupations Students of America, is a not-for-profit organization that serves young people in high school and in postsecondary institutions who are enrolled in Health Science Technology Education programs. The projected health care shortages have gained considerable attention the past few years and they continue to threaten the quality of health care in our community and state. HOSA, a 501(c)(3) tax-exempt organization is supported by tax deductible contributions made by individuals, companies, associations and organizations. Here’s how you can help: 1. Please consider contributing an item to our Silent Auction. A selection of popular items that have generated funds in other auctions are listed on the reverse side of this sheet. Enclosed is a donation form for you to complete and fax to _____________. 2. Mark you calendar now and plan to attend the auction on _________. _______ ___, 2006 at the _____________ Golf Course. The auction will be held in conjunction with the HOSA-MSM Charitable Golf Tournament. You will receive more information, as the tournament grows closer. We encourage you to bring a friend or colleague and checkbook. We are able to take cash or checks for payment if you were to bid on any items. Thank you in advance for your support of this very important charity event. A member of the Tournament Committee will contact you by phone within the next few days to follow up this request to see if you have any questions. We truly believe that by recruiting, attracting and retaining qualified young people for the health professions, we can make a difference in overcoming the workforce shortage facing our community, state and nation. Sincerely, Name Tournament Chair Enclosures: Popular Silent Auction Items and Silent Auction Donation Form HOSA-MSM GOLF TOURNAMENT™ PLANNING GUIDE
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HOSA-MSM GOLF TOURNAMENT POPULAR SILENT AUCTION ITEMS • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •
Golf equipment, including: driver, putter, irons, golf bag, etc. Golf supplies, including: golf balls, golf shoes, etc. Golf apparel, including: windbreaker, sweater, rain suit, etc. Golfing weekend at local or regional resort Golf memorabilia (signed photos of Arnold Palmer, Jack Nicklaus, etc.) Golf course photos (Pebble Beach, Pinehurst, etc.) Professional golf instruction (2-3 hours of instruction) Golf for two with free golf cart rental Airline tickets Dinners at upscale restaurants Spa services: facial treatments, massage, etc. Hang gliding lessons Customized web site Artwork Books Medical equipment (microscope, stethoscope, etc.) General admission tickets: movies, theme parks, concerts, museum, etc. Jewelry (necklace, wrist watch, bracelet, etc.) Gift certificates 3-month membership in a private athletic club Dental services—teeth cleaning, whitening procedure, etc. Gift basket Digital camera Balloon Ride 3-month YMCA membership Aerial photography—home or business U.S. flag flown over the Capital Three hours of legal services Training courses Introductory flight lesson Financial, retirement and estate planning analysis Toys (particularly if they are hard to find toys) Antiques Electronic equipment—I-Pod, Cell Phone, etc. Other services that are of value to consumers Dinner with a celebrity or VIP
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HOSA-MSM GOLF TOURNAMENT SILENT AUCTION DONATION FORM I will donate the following item(s): #
ITEM
DETAILED DESCRIPTION OF ITEM—BE SPECIFIC (Include times, dates and restrictions on use)
VALUE
1.
2.
3.
Donor name to be listed on silent auction bid sheet:
____________________________
Donor [signature of person with legal authority to donate item(s)]: _______________________ Donor Address [for thank you note]: _______________________________________________ Donor City: ___________________________________ State: _______ Zip: ______________ Donor Phone: ___________________________ E-mail: ________________________ ______
WE GRATEFULLY ACKNOWLEDGE YOUR DONATION! Please complete and return this form and return no later than _________________. ________________________ HOSA Chapter Address _____________________________ City __________________ State ____ Zip _____ Telephone ___________________________ FAX: __________________________________ __ Please contact me by telephone to arrange a pick up of the donated item(s). __ I will have the items delivered to your HOSA chapter address by ______________________. __ Additional request: __________________________________________________________
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HOSA-MSM GOLF TOURNAMENT SILENT AUCTION BID SHEET ITEM:
____________________________________________
DONOR:
____________________________________________
RETAIL VALUE:
$
MINIMUM BID:
$
Minimum Incremental Bid Increase:
NAME
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BID
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HOSA-MSM GOLF TOURNAMENT SILENT AUCTION TOP BID SHEET ITEM
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NAME
BID
69
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HOSA-MSM GOLF TOURNAMENT TOURNAMENT AWARDS PLAYER COMPETITIONS •
1st, 2nd and 3rd Place Team Awards
•
Longest Drive Award
•
Most Accurate Drive Award
•
Closest to the Pin Award
•
Putting Award
NATIONAL GOLF TOURNAMENT The 1st Place Team is eligible to participate in the HOSA-MSM National Golf Tournament™
REGIONAL GOLF TOURNAMENT 2nd and 3rd Place Teams are eligible to participate in a HOSA-MSM Regional Golf Tournament™
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FINANCIAL STATEMENTS INCOME STATEMENT ESTIMATED
ACTUAL
DETAILS
ESTIMATED
ACTUAL
Total Income Individual Players
Sponsorships
Sales Revenue
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EXPENSE STATEMENT ESTIMATED
ACTUAL
ESTIMATED
ACTUAL
Total Expenses Food and Beverage
Facility Course fees Labor, security 2-Way radios Sponsor Board Other Sub-Total
Food Drinks Volunteers Gratuities Other Sub-Total
Decorations
Program
Lighting, candles, balloons Signs (instructional) Paper supplies, cameras Other Sub-Total
Speakers/microphone Transportation, hotel Other Other Sub-Total
Publicity
Prizes
Photocopying/printing Postage Press releases TV
Ribbons/plaques/trophies Sponsors gifts Pro shop certificates Gift certificates Goody bags
Other
Other Sub-Total
Sub-Total
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EXPENSE STATEMENT (continued)
ESTIMATED
ACTUAL
ESTIMATED
Miscellaneous
Clothing and Signage
Hole-in-one insurance Telephone/fax Taxes, event permits (if applicable) Credit card fees Other
Golf balls (logo) Tee Shirts
ACTUAL
Signage Banners Other Sub-Total
Sub-Total
Estimated
Actual
Total Income Total Expenses
TOTAL PROFIT (or loss)
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TOURNAMENT CO-CHAIRS TASK LIST The HOSA Advisor and the HOSA Chapter President serve as the Tournament Co-Chairs. The Tournament Co-Chairs oversee the entire tournament process—planning, organizing, conducting and evaluating the event. The Tournament Co-Chairs are ultimately responsible for staffing assignments, committee work, tournament schedule, decisions and the results. The Co-Chairs should interact regularly with the Tournament Director, Tournament Committees, golf course representative, volunteers, sponsors, and vendors.
120 days prior to the Tournament •
Review the Planning Guide for a HOSA-MSM Golf Tournament™.
•
The Chapter Advisor meets with the HOSA Chapter President and the Chapter Officer Team to discuss the viability of conducting a HOSA-MSM Golf Tournament™ as the single fundraiser for the school year. (Chapters in large metropolitan areas may decide to conduct multiple golf tournaments in concert with other chapters in the region and split the assignments and revenue.)
•
Propose and seek consensus on realistic, challenging and measurable tournament objectives—number of players, number of sponsors, amount of sponsorship fees, chapter involvement and overall financial results.
•
Develop an overall Tournament Plan to share with the membership.
•
Identify a list of potential sponsors and partners to be invited to participate in the tournament.
•
Secure commitment from the HOSA chapter to plan, organize and deliver a successful fundraising event.
•
Review the major leadership roles and ask members to: - Apply for the Tournament Director position (if they are interested in this role) - Apply for a Committee Chair—Tournament, Marketing or Sales (if interested in this role) - Indicate their first, second and third choice for membership on a Tournament Committee—Tournament, Marketing or Sales
•
Assign the following leadership roles: - Tournament Director - Tournament Committee Chair - Marketing Committee Chair - Sales Committee Chair
•
Log on to www.hosagolf.org and register the Tournament with HOSA-National.
•
File the appropriate request for approval by the school and/or school district.
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90 days prior to the Tournament •
Participate in meetings with the Tournament Director and committee chairs to develop a detailed Tournament Plan.
•
Develop and/or approve the initial press release announcing the Tournament.
•
Serve as ad hoc members of Tournament committees and attend committee meetings as needed.
60 days prior to the Tournament •
Participate in meetings with the Tournament Director and committee chairs to evaluate progress in implementing the Tournament Plan.
•
Identify “problems” and propose solutions to overcome them.
30 days prior to the Tournament •
Participate in meetings with the Tournament Director and committee chairs to evaluate progress in implementing the Tournament Plan.
•
Identify “problems” and propose solutions to overcome them.
•
Assure that all invoices are approved and paid in a timely manner.
7 days prior to the Tournament •
Conduct a walk through at the golf course to make certain all arrangements have been made and will be implemented on Tournament Day.
Tournament Day •
Arrive at least two hours prior to the start of the Tournament to make certain all arrangements are in order, registration tables are positioned properly, tables for the Silent Auction are positioned properly, materials and supplies are available, etc.
•
Support all Tournament activities.
•
Express appreciation to all players, sponsors, partners, golf course representatives, and chapter members for conducting a successful Tournament.
After the Tournament •
Review and approve the final accounting of the Tournament.
•
Assure all funds are dispersed fairly and legally.
•
Submit a written follow-up report to HOSA-National.
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TOURNAMENT DIRECTOR TASK LIST The Tournament Director manages the day-to-day details of planning, organizing, implementing and evaluating the Tournament. The Committee Chairs report to the Tournament Director who reports to the Tournament Co-Chairs.
90 days prior to the Tournament •
Meet with and communicate regularly with the Tournament Co-Chairs.
•
Negotiate a favorable contract with the golf course that will host the Tournament.
•
Discuss and finalize the Tournament Sponsorship Fees.
•
Adopt the HOSA-MSM Golf Tournament™ Rules.
•
Submit a budget to the Tournament Co-Chairs for review and approval.
•
Conduct an initial meeting with the Tournament Committee chairs and members to review committee assignments, event timeline and goals to be achieved.
60 days prior to the Tournament •
Participate in meetings with the Tournament Co-Chairs to evaluate progress in implementing the Tournament Plan.
•
Conduct periodic meetings with the Tournament Committees to evaluate their progress in completing Committee tasks and achieving Tournament goals.
•
Approve and/or order trophies, plaques, supplies and printing required to achieve a successful Tournament. HOSA-National recommends the Tournament trophies, plaques, tee shirts, or any other recognition items be purchased through Awards Unlimited, the official supplier of HOSA and MSM Legends, Inc. 1. 800.950.3553.
•
Manage expenses and stay within the approved Tournament budget.
30 days prior to the Tournament •
Participate in meetings with the Tournament Co-Chairs to evaluate progress in implementing the Tournament Plan.
•
Conduct periodic meetings with the Tournament Committees to evaluate their progress in completing Committee tasks and achieving Tournament goals.
•
Manage expenses and stay within the approved Tournament budget.
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•
Prepare the script for the Awards Ceremony.
•
Inventory the trophies, plaques, tee shirts, Goody Bag supplies, office type supplies, Auction supplies, etc. Determine if the inventory is sufficient to conduct a successful Tournament.
7 days prior to the Tournament •
Participate in a walk through at the golf course to make certain all arrangements have been made and will be implemented on Tournament Day.
•
Finalize the script for the Awards Ceremony.
Tournament Day •
Arrive at least two hours prior to the start of the Tournament to make certain all arrangements are in order, registration tables are positioned properly, tables for the Silent Auction are positioned properly, materials and supplies are available, etc.
•
Support all Tournament activities.
•
Express appreciation to all players, sponsors, partners, golf course representatives, and chapter members for conducting a successful Tournament.
After the Tournament •
Submit an accounting of the Tournament revenue and expenses.
•
Assure all funds are dispersed fairly and legally.
•
Submit a written follow-up report to the Tournament Co-Chairs.
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TOURNAMENT COMMITTEE TASK LIST The Tournament Committee is responsible for the day-to-day implementation of a Tournament Plan.
90 days prior to the Tournament •
Participate in an initial meeting with the Tournament Co-Chairs and Director to review the Tournament Plan
•
Identify and screen golf courses capable of hosting a successful Tournament. - Produce a list of public and private golf courses using the Yellow Pages - Review the online list of golf courses identified by HOSA-National at www.hosagolf.org - Contact golf courses in the immediate area and discuss their requirements for hosting a local golf tournament for a non-profit organization - Prepare a list of 2-3 golf courses and submit those to the Tournament Director and Tournament Co-Chairs for review
•
Review and launch the implementation of the Tournament Plan
•
Profile what was must be considered to conduct a successful Silent Auction
•
Profile what must be considered in producing Goody Bags that will encourage players to participate in the Tournament
•
Profile what must be considered in securing the trophies, plaques, supplies and printing required to conduct a successful Tournament. HOSA-National recommends the Tournament trophies, plaques, tee shirts, or any other recognition items be purchased through Awards Unlimited, the official supplier of HOSA and MSM Legends, Inc. Larry King, Co-Owner Awards Unlimited Telephone: 1.800.950.3553
60 days prior to the Tournament •
Participate in meetings with the Tournament Director to review the progress in implementing the Tournament Plan.
•
Participate in meetings with the Sales Committee to review the progress in securing donated items for the Silent Auction and Goody Bags.
•
Identify and interview photographers to donate their time to take photos at the Tournament. (The photographer could be recognized as a Tournament Sponsor.)
•
Select the official Tournament Photographer and negotiate a pro bono or economical agreement.
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30 days prior to the Tournament •
Participate in meetings with the Tournament Director to review the progress in implementing the Tournament Plan.
•
Participate in meetings with the Sales Committee to review the progress in securing donated items for the Silent Auction and Goody Bags.
•
Determine the refreshments that will be provided on Tournament Day to the players, sponsors and vendors.
•
Inventory the trophies, plaques, tee shirts, Goody Bag supplies, office type supplies, Auction supplies, etc. Determine if the inventory is sufficient to conduct a successful Tournament.
•
Recruit and organize Tournament volunteers (HOSA members, sponsors and partners).
•
Design and practice the Putting Contest.
7 days prior to the Tournament •
Participate in a walk through at the golf course to make certain all arrangements have been made and will be implemented on Tournament Day.
•
Contribute information to the Tournament Director for the Awards Ceremony script
•
Assemble Goody Bags
•
Prepare Silent Auction items: - Check all donated items to make certain they are in good working order, clean, complete and attractively displayed. - Prepare multiple bid sheets for each silent auction item. - Number each bid sheet and staple the sheets together for each item - List the item at the top of the bid sheet in large letters with a brief description - Provide the name of the donor on the bid sheet - Use the bid sheet template on page 32. - Request bidders to place their name (or a “code name”) on the bid sheet with the actual bid. - Provide a supply of pens at each table for bidders. Do not use pencils. - Determine how to display actual items or informational materials so they are noticeable and not overlooked by potential bidders.
•
Make arrangements with the golf course (or Sponsor) for refreshments.
Day of the Tournament •
Arrive at least two hours prior to the start of the Tournament to make certain all arrangements are in order, registration tables are positioned properly, tables for the Silent Auction are positioned properly, materials and supplies are available, etc.
•
Support all Tournament activities.
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•
Display the Tournament trophies, plaques and other recognition items for players to see when they register or place bids for items in the Silent Auction.
•
Conduct the Silent Auction as outlined on pages 27-30.
•
Set up the registration table(s) early morning or the evening prior to the Tournament Day.
•
Place Goody Bags at the registration table for distribution.
•
Confirm that refreshments are available for players, volunteers and staff.
•
Make certain each Tournament activity has sufficient volunteers (HOSA members and local partners).
•
Conduct the Putting Contest throughout the Tournament Day and notify the Tournament Directory as to the Putting Contest winner.
•
Ask HOSA chapter members to assist with clean-up before departing the golf course.
•
Express appreciation to all players, sponsors, partners, golf course representatives, and chapter members for conducting a successful Tournament.
After the Tournament •
Submit an accounting of the Tournament revenue and expenses.
•
Assure all funds are dispersed fairly and legally.
•
Submit a written follow-up report to the Tournament Director.
•
Distribute thank you notes to Tournament Sponsors, Staff, HOSA members and other volunteers.
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MARKETING COMMITTEE TASK LIST The Marketing Committee plays an important role in publicizing and promoting and generating interest in the Tournament. The Marketing Committee takes its direction from the Tournament Director. Committee members should include HOSA members and volunteers.
90 days prior to the Tournament •
Participate in an initial meeting with the Tournament Co-Chairs and Director to review the Tournament Plan.
•
Review and launch the implementation of the marketing tasks in the Tournament Plan.
•
Prepare a Marketing and Media Plan to publicize and promote the Tournament to potential players, sponsors, partners and volunteers.
•
Profile what was must be considered to market the HOSA-MSM Golf Tournament™.
•
Prepare and distribute the initial press release to announce the HOSA-MSM Golf Tournament™.
•
Secure photos for promotional brochures
•
Prepare and distribute promotional materials to publicize the Tournament, i.e., window signs in major locations, one-page information sheets at golf courses, etc.
•
Identify local organizations and request time to promote the HOSA-MSM Golf Tournament™ players as a donation to the Scholarship Fund for HOSA Members, i.e., Rotary Clubs, Kiwanis Clubs, Lions Clubs, Masonic organizations, and other fraternal and communitybased organizations.
•
Contact health care facilities and encourage them to sponsor 4-member teams from their facility and challenge other health care facilities to take part in the HOSA-MSM Golf Tournament™ and receive a complimentary MSM Picks Pass™.
60 days prior to the Tournament •
Participate in meetings with the Tournament Director to review the progress in implementing the Tournament Plan.
•
Participate in meetings with the Sales Committee to review the progress in securing sponsors, players, partners and volunteers.
•
Request time at local organizational meetings to promote the HOSA-MSM Golf Tournament™ as a donation to the Scholarship Fund for HOSA Members.
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•
Contact health care facilities and encourage them to sponsor 4-member teams from their facility and challenge other health care facilities to take part in the HOSA-MSM Golf Tournament™ and receive a complimentary MSM Picks Pass™.
•
Monitor the success in securing: - Tournament Sponsors - Contest Sponsors - Goody Bag Sponsors - Players (and 4-member Teams) - Volunteers (chapter, parents, local leaders, etc.)
•
Develop strategies to enhance the recruitment of sponsors, players, and/or volunteers.
•
Identify signage requirements for the Tournament, including: - Sponsors Banner (use a local sign company to produce a large banner) - HOSA-MSM Golf Tournament Banner (available from Awards Unlimited) - Hole Sponsor Signs (18) - Longest Drive Contest Sponsor Sign (1) - Most Accurate Drive Sponsor Sign (1) - Closest to the Hole Sponsor Sign (1) - Putting Contest Sponsor (1) - HOSA-MSM Tournament Registration Desk (1 inside; 1 outside) - HOSA-MSM Silent Auction (1) Check with the host golf course to determine if they have tournament sign stands that can be used. Determine the size signs that can be placed in the sign stands for ordering purposes.
30 days prior to the Tournament •
Participate in meetings with the Tournament Director to review the progress in implementing the Tournament Plan.
•
Participate in meetings with the Sales Committee to review the progress in securing sponsors, players, partners and volunteers.
•
Request time at local organizational meetings to promote the HOSA-MSM Golf Tournament™ as a donation to the Scholarship Fund for HOSA Members.
•
Contact health care facilities and encourage them to sponsor 4-member teams from their facility and challenge other health care facilities to take part in the HOSA-MSM Golf Tournament™ and/or purchase MSM Picks Passes™.
•
Secure the following signage: - Sponsors Banner (use a local sign company to produce a large banner) - HOSA-MSM Golf Tournament Banner (available from Awards Unlimited) - Hole Sponsor Signs (18) - Longest Drive Contest Sponsor Sign (1) - Most Accurate Drive Sponsor Sign (1) - Closest to the Hole Sponsor Sign (1) - Putting Contest Sponsor (1)
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7 days prior to the Tournament •
Participate in a walk through at the golf course to make certain all arrangements have been made and will be implemented on Tournament Day.
•
Contribute information to the Tournament Director for the Awards Ceremony script.
•
Monitor the success in securing: - Tournament Sponsors - Contest Sponsors - Goody Bag Sponsors - Players (and 4-member Teams) - Volunteers (chapter, parents, local leaders, etc.)
•
Develop strategies to enhance the recruitment of sponsors, players, and/or volunteers.
•
Inventory the signs and determine how best to distribute the signs on the Tournament Day (the golf course will assist in placing signs around the course).
Day of the Tournament •
Arrive at least two hours prior to the start of the Tournament to make certain all arrangements are in order, registration tables are positioned properly, tables for the Silent Auction are positioned properly, materials and supplies are available, etc.
•
Support all Tournament activities.
•
Assist with the display of Tournament trophies, plaques and other recognition items for players to see when they register or place bids for items in the Silent Auction.
•
Assist with the set up of registration table(s) early morning or the evening prior to the Tournament Day.
•
Assist with the distribution of Goody Bags at the registration table as needed.
•
Assist with distributing refreshments to players, volunteers and staff.
•
Assist with clean-up before departing the golf course.
•
Express appreciation to all players, sponsors, partners, golf course representatives, and chapter members for conducting a successful Tournament.
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After the Tournament •
Submit an accounting of the Tournament revenue and expenses related to the Marketing Committee.
•
Assure all funds are dispersed fairly and legally.
•
Submit a written follow-up report to the Tournament Director.
•
Assist with writing thank you notes to Tournament Sponsors, Staff, HOSA members and other volunteers.
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SALES COMMITTEE TASK LIST The Sales Committee is primarily responsible for generating adequate revenue for the Tournament. The Sales Committee takes its direction from the Tournament Director. Committee members should include HOSA members and volunteers.
90 days prior to the Tournament •
Participate in an initial meeting with the Tournament Co-Chairs and Director to review the Tournament Plan.
•
Review and launch the implementation of the sales force tasks in the Tournament Plan.
•
Prepare a Sales Plan to sign players, sponsors, partners and volunteers.
•
Review promotional materials that can be used to publicize the Tournament, i.e., window signs in major locations, one-page information sheets at golf courses, etc.
•
Assist the Marketing Committee in identifying local organizations and requesting time to promote the HOSA-MSM Golf Tournament™ and the value of MSM Picks Passes™, i.e., Rotary Clubs, Kiwanis Clubs, Lions Clubs, Masonic organizations, and other fraternal and community-based organizations.
•
Assist the Marketing Committee in contacting health care facilities and encourage them to be Tournament Sponsors and sponsor 4-member teams from their facility and challenge other health care facilities to take part in the HOSA-MSM Charitable Golf Tournament™ and/or Silent Auction.
60 days prior to the Tournament •
Participate in meetings with the Tournament Director to review the progress in implementing the Tournament Plan.
•
Participate in meetings with the Marketing Committee to review the progress in securing sponsors, players, partners and volunteers.
•
Assist the Marketing Committee in identifying local organizations and requesting time to promote the HOSA-MSM Charitable Golf Tournament™ to the Scholarship Fund for HOSA Members, i.e., Rotary Clubs, Kiwanis Clubs, Lions Clubs, Masonic organizations, and other fraternal and community-based organizations.
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•
Assist the Marketing Committee in contacting health care facilities and encourage them to be Tournament Sponsors and sponsor 4-member teams from their facility and challenge other health care facilities to take part in the HOSA-MSM Charitable Golf Tournament™ and/or the Silent Auction.
•
Prepare a poster that lists sponsors, players and volunteers who are committed to participating in the HOSA-MSM Charitable Golf Tournament™ as: - Tournament Sponsors - Contest Sponsors - Goody Bag Sponsors - Players (and 4-member Teams) - Volunteers (chapter, parents, local leaders, etc.)
•
Prepare a poster that lists the number of HOSA-MSM Players™ that are recruited by each HOSA member. Set a quota for each member and recognize high performers. HOSA, Inc. and MSM Legends, Inc. will provide special awards for the Top Three HOSA Members who recruit HOSA-MSM Players™.
•
Develop and implement strategies to enhance the recruitment and “sale” of sponsors, players and volunteers.
30 days prior to the Tournament •
Participate in meetings with the Tournament Director to review the progress in implementing the Tournament Plan.
•
Assist the Marketing Committee in identifying local organizations and requesting time to promote the HOSA-MSM Charitable Golf Tournament™ to generate funds for scholarships for HOSA Members, i.e., Rotary Clubs, Kiwanis Clubs, Lions Clubs, Masonic organizations, and other fraternal and community-based organizations.
•
Assist the Marketing Committee in contacting health care facilities and encourage them to be Tournament Sponsors and sponsor 4-member teams from their facility and challenge other health care facilities to take part in the HOSA-MSM Charitable Golf Tournament™.
•
Contact health care facilities and encourage them to sponsor 4-member teams from their facility and challenge other health care facilities to take part in the HOSA-MSM Charitable Golf Tournament™.
•
Secure the following signage: - Sponsors Banner (use a local sign company to produce a large banner) - HOSA-MSM Golf Tournament Banner (available from Awards Unlimited) - Hole Sponsor Signs (18) - Longest Drive Contest Sponsor Sign (1) - Most Accurate Drive Sponsor Sign (1) - Closest to the Hole Sponsor Sign (1) - Putting Contest Sponsor (1)
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7 days prior to the Tournament •
Participate in a walk through at the golf course to make certain all arrangements have been made and will be implemented on Tournament Day.
•
Contribute information to the Tournament Director for the Awards Ceremony script.
•
Monitor the success in securing: - Tournament Sponsors - Contest Sponsors - Goody Bag Sponsors - Players (and 4-member Teams) - Volunteers (chapter, parents, local leaders, etc.)
•
Continuously update the poster that lists the number of players that are recruited by each HOSA member.
•
Develop last-week strategies to enhance the recruitment of players and/or volunteers.
Day of the Tournament •
Arrive at least two hours prior to the start of the Tournament to make certain all arrangements are in order, registration tables are positioned properly, tables for the Silent Auction are positioned properly, materials and supplies are available, etc.
•
Support all Tournament activities.
•
Assist with the display of Tournament trophies, plaques and other recognition items for players to see when they register or place bids for items in the Silent Auction.
•
Assist with the set up of registration table(s) early morning or the evening prior to the Tournament Day.
•
Assist with the distribution of Goody Bags at the registration table as needed.
•
Assist with distributing refreshments to players, volunteers and staff.
•
Assist with clean-up before departing the golf course.
•
Express appreciation to all players, sponsors, partners, golf course representatives and chapter members for conducting a successful Tournament.
After the Tournament •
Submit an accounting of the Tournament revenue and expenses related to the Sales Committee.
•
Assure all funds are dispersed fairly and legally.
•
Submit a written follow-up report to the Tournament Director.
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10 Steps to a Successful HOSA-MSM Golf Tournament 1.Decide to host a tournament 2.Organize 3.Select sponsors 4.Select a golf course 5.Secure approval 6.Develop a tournament plan 7.Distribute a press release and promo 8.Recruit players 9.Conduct a fun and memorable tournament 10. Plan the next tournament
Trophies for: - 1st, 2nd & 3rd place teams - Longest Drive - Most Accurate Drive - Closest to the Pin - Putting Contest
“Tee Off for HOSA!”
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