Golf Tournament Hospitality Planning Checklist and Timeline

Published September 12, 2026 by the CCI Events production team.

Twelve to nine months out: footprint and money

Confirm the hospitality footprint with the course and tournament operations: village location, chalet and tent positions, sight lines to play, and spectator flow between the entry, hospitality and the course.
Set the sponsor inventory: which structures, walls, tee boxes, entries and photo moments are available, and what each sponsor is entitled to. Deliverables written down now stop scope creep later.
Fix budgets for structures, print, décor, furniture, power and lighting, and set the date by which sponsor artwork must be final.
Walk the site with the production partner. Note grades, drainage, tree lines, cart paths, utilities, load-in routes and where trucks can stage.

Brief the design: brand standards for the tournament and each sponsor, the guest experience for each hospitality tier, food and beverage service plans and capacity.
Review the first renderings of the village: gateway, arrival corridor, hospitality structures, bars and service lines, lounges, concessions and press set. Approve the look before engineering starts.
Decide on finishes that photograph and broadcast well: brick and timber structures, printed murals, greenery, lit letters. Confirm what is reusable next year.
Lock the site plan with tournament operations, the course superintendent and security.

Sign off renderings for every structure and the sponsor placements on each. Changes after this point cost time in the shop.
Confirm permits and inspections required by the municipality and the tournament: tent permits, temporary structures, electrical, food service and accessibility.
Engineer for the site: ground anchoring on grass, wind ratings, leveling on slopes and access for guests with mobility needs.
Order long-lead items: tents, flooring, furniture, chandeliers and lighting, and any custom pieces that need shop time.

Fabrication begins on structures, bars, counters, portals and dimensional letters. Ask for shop photos at milestones.
Final sponsor artwork is due. Anything late goes to the end of the print queue.
Approve scaled print proofs and material draw-downs for sponsor colors.
Confirm the production schedule with the course: load-in days, hours, quiet periods, cart-path protection and where crews park.

Structures are pre-fit at the warehouse so every panel, fastener and graphic is confirmed before it ships.
Print production wraps: sponsor boards, tee signage, wayfinding, menu boards, press backdrop and banners.
Confirm power, water and data drops for bars, kitchens and screens with the tournament's contractors.
Finalise the on-site crew plan, radio channels and the daily punch-list walk with tournament operations.

Day one to three: tents, flooring, structures and gateways. Level, anchor and weatherproof.
Day three to five: bars, counters, walls, murals and greenery; furniture, rugs and lighting; sponsor boards and partner walls.
Final two days: tee markers and tee box backs, wayfinding, menu boards, press set; a full walk-through with sponsors for photographs and sign-off.
Keep a small crew on site through the tournament for weather, wear and last-minute sponsor requests.

Strike begins the evening of the final round or the next morning, in the reverse order of install so the course is handed back clean.

Photograph every structure before it comes down for next year's proposals and sponsor reports.

Reusable pieces go back to the warehouse; graphics are cataloged for reprint or reuse; a debrief captures what to change next year.

Sponsor artwork arriving late: set the artwork deadline in the sponsorship agreement and hold to it.
Structures that look like tents: choose real finishes such as brick, timber and printed murals and approve them as renderings.
Signage too small for the fairway: size letters to viewing distance using the event signage size guide.
No plan for removal: schedule strike with the course before install starts.