The Ultimate Buddy Golf Trip Checklist (20 Things to Do Before You Go)

Buddy golf trips have a way of becoming legendary — or logistical disasters. The difference usually comes down to preparation. After helping organize dozens of men's and women's group golf trips from Chicago, here is the complete 20-point checklist to make yours legendary.

Planning Phase (6–9 Months Out)

1. Agree on a destination before a date. More buddy trips die because the group tries to find dates before knowing where they are going. Agree on a shortlist first, then find dates that work for the destination.

2. Establish a budget range early. Have the awkward conversation about per-person spend before booking anything. A comfortable group dynamic requires nobody feels overcommitted financially.

3. Set a headcount deadline. Pick a date by which all participants must commit. Every week after this deadline causes cascading booking problems — room types, tee sheet configurations, and pricing tiers all change based on group size.

4. Book through a specialist. Group golf trips have enough moving parts that DIY planning frequently misses key items. A travel specialist costs you nothing extra and typically gets better rates, confirmed tee times, and group amenities.

5. Secure tee times immediately after headcount. At premium destinations — St Andrews, Pebble Beach, Sandals Golf & Country Club — tee times for groups book out months in advance.

Logistics Phase (3–5 Months Out)

6. Coordinate flights as a group. Try to get the group on the same flights or at minimum coordinating arrivals within a 2-hour window to simplify hotel check-in and transportation.

7. Collect deposits on a set schedule. Monthly payment installments work better than a lump sum at the end. People underestimate what they have spent and become anxious about the final invoice.

8. Confirm passport validity for international trips. US passports need 6 months of validity past the return date for most destinations. Remind every traveler to check 3+ months before departure.

9. Decide on club shipping vs. airline travel. Services like Ship Sticks or FedEx Golf often save money and eliminate bag carousel anxiety. Compare costs early.

10. Assign a point-of-contact at each hotel and course. Know who to call if something goes wrong — get direct contact names at the resort group sales desk.

Format & Competition Phase (4–8 Weeks Out)

11. Design your tournament format. Scramble for casual groups, two-man best ball for competitive ones. A multi-day Ryder Cup format is endlessly fun for larger groups over multiple rounds.

12. Set pairings in advance. Announcing pairings at breakfast the morning of each round creates unnecessary chaos. Set them in advance and share before travel.

13. Plan the side bets and games. Closest-to-pin, skins, snake, longest drive. These keep every player engaged on every hole regardless of team match score.

14. Organize prizes before you leave home. Bringing prizes from Chicago is cheaper and more thoughtful than scrambling at the pro shop. Personalized ball markers, custom headcovers, or local golf store gift cards all work well.

Pre-Departure Phase (1–2 Weeks Out)

15. Send a complete trip document to the group. One document with: flight details, hotel address, check-in info, course names, tee times, ground transportation plan, emergency contacts, and local recommendations.

16. Confirm club rentals if applicable. If any traveler is renting clubs at the destination, confirm availability and club brand with the course or resort.

17. Download offline maps. Cell service can be unreliable in international destinations and remote resort areas. Google Maps allows you to download areas for offline use.

18. Notify your bank and credit cards of travel dates. A frozen card on the first day of a trip is an avoidable emergency.

The Final Two

19. Arrive with reasonable expectations. The weather may not cooperate. The course may play differently than expected. The best buddy trips are about the people, not the scorecard.

20. Start planning the next one before this one ends. The last round's post-round dinner is the ideal time to pick next year's destination. Trip momentum is real — capture it.

Let Us Handle the Checklist For You

Everything on this list is something Sun & Fun Travels manages for our group golf trip clients. Call Pete at 815-409-2705 or visit our Golf Trips page to get started.