There is a special kind of magic that happens when a bowling club comes together for a big event. I’ve been involved in organising and playing in charity days and club finals for over 30 years, and the atmosphere is always electric! It’s about more than just the competition; it’s about community, fundraising for a good cause, and creating lasting memories.
Organising one of these events can feel like a huge task, but I promise you, it is one of the most rewarding things you can do for your club. Seeing the greens packed with smiling faces and handing over a chunky cheque to a local charity is a feeling like no other. It just requires a bit of planning, a great team, and a good checklist!
Whether you’re planning a fun-filled charity day or a prestigious club championship, this guide will walk you through everything you need to know to make your event a roaring success.
Getting Started: Planning and Preparation
The secret to a smooth event is all in the planning. A little bit of work upfront saves a world of panic on the day!
Define Your Goals and Format
First, decide what you want to achieve. Is the main goal to raise as much money as possible for charity, or is it to host the most competitive club tournament of the year? Your goal will influence your format.
- Charity Fun Day: Formats like "Spider" (everyone aims for a central jack) or mixed triples with fun rules work brilliantly. The focus is on participation and enjoyment.
- Club Competitions: These usually follow standard formats like singles, pairs, or fours, adhering to official rules.
- Open Tournaments: These are great for raising your club's profile. You can invite teams from other clubs to compete for a prize.
A good starting point is to form a small organising committee of 3-5 enthusiastic people. Many hands make light work!
Creating a Budget and Finding Sponsors
Every event has costs. Create a simple budget outlining your expected expenses (prizes, food, green fees) and income (entry fees, raffle, sponsorship).
Don't be afraid to approach local businesses for sponsorship! Many are happy to support community events. You could offer:
- Sponsorship of a rink for a small fee.
- Their company logo on your promotional materials.
- A prize donation for your raffle.
Permissions, Insurance, and Booking
This is the essential paperwork part!
- Club Permission: Get the green light from your club's main committee. Book the date and the number of rinks you'll need well in advance.
- Insurance: Check your club's public liability insurance. If you're raising money for a charity, ensure you have any required permits for raffles or collections.
- Equipment: Make sure the club has enough mats, jacks, and other essential bowls equipment for the number of players you expect.
Building Your Team and Spreading the Word
You can't do it all yourself! A good team and strong promotion are the keys to getting people through the gate.
Recruiting Volunteers and Assigning Roles
Your club is full of people with hidden talents! Put out a call for volunteers and assign clear roles:
- Event Coordinator: The overall project manager.
- Treasurer: Handles the budget, entry fees, and sponsorship money.
- Promotions Manager: Gets the word out.
- Volunteer Coordinator: Organises helpers for on-the-day tasks.
- Catering Lead: Manages the food and drink.
Marketing and Promotion
You need to create a buzz! Start promoting your event at least 6-8 weeks in advance.
- Posters: Design a bright, eye-catching poster with all the key details (date, time, cost, how to enter) and put it up in the clubhouse and local community noticeboards.
- Email & Social Media: Send out regular updates to your club's email list and post on its social media pages. Use photos from past events to show how much fun it is!
- Local Press: Contact your local newspaper or radio station. They are often keen to cover community and charity events.
Managing Registrations and Payments
Make it as easy as possible for people to sign up.
- Registration Sheet: Put a clear sign-up sheet on the club noticeboard.
- Online Options: Consider using a simple online form for registrations.
- Payments: Collect entry fees in advance where possible. This helps with your budget and reduces no-shows on the day.
The Big Day: Running Your Event
The day has arrived! Your goal now is to make sure everything runs like clockwork and everyone has a fantastic time.
Your On-the-Day Schedule
A clear schedule is your best friend. Pin it up for everyone to see.
- 09:00: Volunteer briefing.
- 09:30: Player registration opens, tea and coffee served.
- 10:15: Welcome and player briefing (explain the rules and format).
- 10:30: First session of games begins.
- 12:30: Lunch break.
- 13:30: Second session of games begins.
- 15:30: Final games.
- 16:30: Prize giving, raffle draw, and thank yous.
Managing the Games
- Draw Sheet: Prepare the draw for the day's matches in advance.
- Scorecards: Have scorecards ready for each team on each rink.
- Central Scoreboard: A large, visible scoreboard is essential so everyone can track the progress of the tournament.
Catering, Raffles, and Fundraising
This is where a charity event really makes its money!
- Catering: Keep it simple! Soup and sandwiches, a BBQ, or a selection of cakes and scones always go down well.
- The Raffle: This is a huge fundraiser. Sell tickets throughout the day and make sure you have a great selection of prizes on display to tempt people!
- Other Games: Fun mini-games like "Spider" or "Guess the number of sweets in the jar" are easy ways to raise extra cash.
Wrapping Up: The Finishing Touches
How you finish the event is just as important as how you start it.
Prizes and Thank Yous
- Prizes: You don't need extravagant prizes. Small trophies, bottles of wine, or vouchers for bowls accessories are always appreciated. Make sure you have prizes for runners-up too.
- The Thank You Speech: This is crucial! Publicly thank your organising committee, all the volunteers, the sponsors, the players for coming, and anyone who helped make the day a success.
Post-Event Follow-Up
Your work isn't quite done when the last person leaves.
- Financial Report: The treasurer should finalise the accounts, calculating the total amount raised.
- Announce the Result: Share the success! Announce the total amount raised for charity on social media, via email, and on the club noticeboard. It makes everyone who contributed feel proud.
- Thank Your Sponsors: Send a personal letter or email to your sponsors, telling them how much was raised and thanking them for their part in it. This builds great relationships for next year!
Organising a bowls event is a brilliant way to bring your club together and support a worthy cause. It’s hard work, yes, but the buzz, the camaraderie, and the sense of shared achievement make it all worthwhile. Good luck, and have a fantastic event!