Insider Tips to Planning a Scottsdale Golf Vacation

Every vacation market on the planet has a peak season when rates are at their highest. For Scottsdale, it is January through April; however, those wishing to experience the city's golf on a budget can take advantage of excellent values during the time periods just before and just after the high season a.k.a. shoulder seasons.

Fall Shoulder Season
October through December marks the fall shoulder season, immediately following the overseed process, when cool-weather ryegrass is planted (overseeded) on top of the warm-weather Bermudagrass.

Good news: the conditions during this time are typically very good with a new blanket of rich green ryegrass covering the golf courses. The weather is typically dry and warm (average high temp of 87 degrees Sept 16 – Nov 30) during the day and cool from evening through morning. Lodging fees and green fees have yet to climb to their peak-season levels and most hotels and golf courses are less crowded.

Bad news: The newly sprouted ryegrass is fragile, so golf carts are required to stay on the cart paths. The ground can be fairly soft and wet, leading to some soggy lies, slower green speeds and not much in the way of roll.

Spring Shoulder Season
Late April through mid June marks the spring shoulder season. The weather during this time varies, but generally it's hot (average high temp of 99 degrees May 1 – June 30) and dry during the day with a steady afternoon breeze. Although the temps can rise to 100 degrees, due to very low humidity, it feels like much less.

Bad news: The winter ryegrass begins to wither while the summer Bermuda grass begins to take hold resulting in some browning, but the overall surface is still very good. Many courses aerate during this time leaving the greens a bit bumpy and sandy. Be sure to call the club to find out when the greens last underwent this process. After roughly a week or two, the greens return to good form.

A few important things to consider when planning a golf event

Reserving the Tee Times
• Ideally golf events should be booked at least 60 to 90 days in advance of the outing. With larger events, even more lead-time may be needed to ensure more availability.
• If budget conscious, try to avoid booking golf events on weekends, holidays and high season. Golf courses are hesitant to negotiate during those times due to the fact that they usually fill up at premium rate with regular play.
• Be sure to ask about the cancelation period. Prior to that deadline, assess the number of expected players and cancel any unused tee times to avoid being charged for them. This is especially important on busy days, as the club would likely have sold those empty spots if they were canceled before the cancelation period.

Planning – it is important for your golf event coordinator to know:
• The expected size of the group – Golf events can be tailored to nearly any size group; however, some formats are better suited to groups of certain sizes. So, nail down the number of player first.
• Budget and time constraints – Golf events can be modified to meet most budgetary and time constraints. Ask the club's tournament director to suggest a plan that will meet the objectives while staying within the predetermined parameters.
• Expectations and goals – What is the purpose of the outing: team-building, competition, relationship-building, learning experience, recreation, etc?
• Golf-related events – There's more to offer than just 18 holes of golf: skills challenge, golf clinics, exhibition, putting contest etc. These activities are especially appealing to novice golfers or when constrained by time.
• Anticipated needs of the group – Catering, awards ceremony, rental equipment, meeting space, transportation, etc.
• The makeup of the group – Who will be attending? Expert golfers, novice, a mixture.
• Photography/social media – Consider hiring a photographer to take images of the event. There are many vendors that specialize in this. Ask the tournament director for their recommendations. Plus, the event images can be easily posted on social networks such as facebook for participants to enjoy for months after the event.

Other Considerations:
• Gifts, prizes and awards – These can be selected to suit any budget and often can be custom logoed to create unique mementos of the outing. If the participants are from out of town and they're going to get the actual prize at the event (e.g. golf clubs, golf bags or other like items) they may need assistance in arranging for shipping. This is especially true now that most airlines charge for extra baggage. If this presents a burden, consider giving out gift certificates. This way the winners can receive an envelope at the awards dinner and shop online once they return home.
• Food & Beverage – Most golf clubs offer a variety of food and beverage options that can be tailored to meet any type of budget or event.
• Sponsorship and signage – In many cases, the cost of the event can be offset by securing sponsorships. Put together a list of sponsorship opportunities along with the cost of each to present to vendors and/or any other groups that may be interested in exposing their brand to the participants. Most clubs generate basic collateral in-house such as pairings sheets, scoreboards, tee markers, cart signs, and welcome letters; all of which is saleable real estate.
• Tournament formats – There are dozens of different golf formats available to tournament hosts. The club's golf event coordinator will discuss which formats are most appropriate for the event based upon its size, purpose and the relative golf experience of the guests. Choose a format that encourages a reasonable pace of play.
• Contests – There are a number of contests that can be incorporated into the golf event to add an element of fun and competition such as closest to the pin, longest drive, etc.
• Tournament pairings – Submit the player pairings (who is playing in each group) 24-36 hours in advance of the event. Make sure that all names are spelled correctly. This will allow the golf staff to properly stage the golf cars and create name placards enabling the guests to easily find their golf cars prior to the start of the tournament. Plus, there is always some last-minute shuffling of players before rolling out to the golf course. To ensure that the scoreboard at the awards dinner is accurate. Ask if a staff member can go out onto the golf course during play to confirm the names in each group.
• Event registration – It's a good idea to set up a registration table. This allows the coordinator to meet and greet each guest as they arrive, hand out tee gifts and gives the staff notice of no-shows/cancelation in time to make last-minute changes to the pairings.