Event Tools for a Successful Golf Outing Training Webinar

A successful golf outing depends on good tools for selling tickets, managing foursome groups, organizing your event, and extras like merchandise or a silent auction. Learn how adding EventSnap and AuctionSnap to your tool belt can help.

Quick Recap

The trainer demonstrated how to build a golf outing event using EventSnap for ticketing and AuctionSnap for a silent auction. She walked through the purchasing experience from the attendee’s perspective, including buying tickets and merchandise, covering processing fees, and registering guests. She then toured the administration side of EventSnap, covering event setup, ticket and sponsorship creation, promo codes, the event page builder, group maintenance for foursomes and banquet tables, and day-of check-in. Finally, she showed how AuctionSnap handles mobile bidding, live auction items, checkout, and auction timing, and reviewed pricing and how both products integrate with DonorSnap or export to Excel.

Summary

EventSnap and AuctionSnap Overview
The trainer introduced EventSnap and AuctionSnap, two standalone products from the makers of DonorSnap. EventSnap handles all ticketing for a golf outing, including individual golfers, foursomes, sponsorships, merchandise sales, and banquet registrations, while AuctionSnap runs a silent auction where guests bid from their phones. The products are priced separately and can be purchased together or individually. Both integrate with the DonorSnap CRM database, but organizations that don’t use DonorSnap can export all captured information to Excel.

The Attendee Purchasing Experience
The trainer demonstrated the event website from the user’s perspective, starting with a customizable landing page template for branding, images, and event information. The purchasing flow moves through four tabs: tickets, merchandise, cart, and registration. She showed how ticket options can include descriptions and images, how the cart itemizes purchases and supports additional donations and promo codes, and how donors can check a box to cover the credit card processing fees. Payment is handled through Stripe, which offers a competitive nonprofit rate and accepts credit cards, US bank account (ACH) payments, Google Pay, and Apple Pay.

Receipts and Guest Registration
The trainer explained that purchasers automatically receive an itemized email receipt that includes the organization’s logo, fair market value, and contact information, with the option to add custom paragraphs at the top and bottom. The registration tab captures who is actually attending the event, including golfing partners, meal choices, dietary restrictions, and t-shirt sizes using user-defined fields. If a purchaser doesn’t yet know their guests, they can skip registration and return later using the update registration button in their receipt. Each event also comes with a built-in link and QR code for marketing materials.

Setting Up Tickets, Sponsorships, and Promo Codes
On the administration side, the trainer showed how to create single tickets, foursomes, sponsorship packages, free tickets, and merchandise. Each ticket includes a name, description, image, price, and optional DonorSnap fields like donation type and accounting code. The program tracks inventory automatically, showing how many tickets have been sold and how many remain available, with grouped tickets like foursomes counting against the total golfer capacity. She also demonstrated promo codes, which can apply a percentage discount to an entire order or only to ticket purchases.

Building the Event Landing Page
The trainer described the event page builder as the most creative and time-intensive part of setup. The landing page comes with a template, and users can delete sections, change images, and customize the design to match their branding. Uploaded images are stored in a media library that carries across all future events. Organizations can even remove the entire template and upload a flyer built by their marketing department. She also covered adding user-defined registration fields and customizing confirmation emails.

Managing Transactions, Golf Groups, and Banquet Tables
The trainer showed the activity area where all transactions appear and where staff can manually add offline payments, such as a check received for a sponsorship. Group maintenance allows administrators to organize single golfers into foursomes, create and rename groups, and manage banquet tables of eight, moving people between tables as needed. Reports of the groups can be used for name tags and event setup. She also demonstrated emailing ticket purchasers directly from the system, such as reminders to complete their guest registration.

Event Day Check-In
The trainer demonstrated the check-in feature for the day of the event. Using a computer at the entrance, staff can mark guests as arrived and fill in the names of previously unregistered guests as they check in. Reports can be run at the end for a full spreadsheet of guests, groups, and attendance. She noted that purchasing the program includes free training to set up the first event, plus step-by-step knowledge base tutorials on the website.

Running a Silent Auction With AuctionSnap
The trainer walked through AuctionSnap, where guests create an account and bid from their phones. Auction items can include descriptions and images, and organizations can add teaser items to preview live auction packages, Buy It Now merchandise, and paddle raise or fund-a-need items. Bidders receive email notifications when outbid, see green and red indicators showing whether they’re winning, and can set up anonymous or automatic bidding up to a maximum amount. When bidding closes, winners receive an email and check out from their cart.

Auction Administration and Timing
The trainer covered the auction administration tools, including manually entering bids for guests without phones, recording live auction winning bids so they appear in guests’ carts, and processing in-person checkouts. She explained the auction timeline settings: the auction can open early for previewing items, bidding opens and closes at set times, and the administration period should extend a few weeks beyond the event to run reports and follow up with anyone who hasn’t paid. Helpful pop-up windows and online guides explain each setting throughout the program.

Getting Started
Each product has its own website with features, pricing, and a support knowledge base. Organizations can contact [email protected] or [email protected] to schedule a demo and discuss which products fit their events.

Related Pages

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Event Tools for Community Events Training Webinar
AuctionSnap Training Webinar