How to Plan a Golf Trip in 8 Weeks

Most golf trips do not fail on the course. They fail in the group chat, two months before anyone packs a bag.

This is the timeline we would use for a group of four to twelve. It works for a long weekend or a full week. Start eight weeks out. Earlier is better for popular courses.

Week 8: lock the group and the dates

Start with people, not places. Send one message with two or three date options. Ask for a yes or no by a set day.

• Give a hard deadline. "Reply by Friday" works better than "let me know".
• Pick the dates with the most yeses. Do not chase the last maybe for two weeks.
• Decide the group size now. It shapes everything else.

Group size matters more than most organizers think. Four players fit one tee time. Eight players make two foursomes and two even teams. Twelve players make three foursomes and two teams of six. Odd numbers make team play harder, so aim for an even count if you can.

Week 7: set a budget range

Talk money early. It saves friendships.

Ask everyone for a comfortable range per person. Lodging, green fees, food and travel. Then plan to the low end of the range. People rarely complain that a trip cost less than they expected.

Tip: decide now who pays deposits and how people pay them back. One payer and a clear deadline beat six people paying six vendors.

Our full guide on how to split golf trip costs has a simple method that works.

Week 6: pick the destination and courses

Now choose where to go. Three filters make it fast.

1. Drive or fly time. Keep it under one travel day each way.
2. Course mix. One "bucket list" round, the rest solid and playable.
3. Distance between courses. Thirty minutes is fine. Ninety minutes every morning wears people down.

Count rounds before you book. Two rounds a day sounds great on paper. By day three, it often is not. Read how many rounds to play on a golf trip before you commit.

Week 5: book tee times and lodging

Book the hard things first. Popular courses fill early on weekends.

• Book tee times back to back so foursomes finish close together.
• Leave a buffer between rounds on 36-hole days. Lunch matters.
• Pick lodging where everyone can eat together at night. That is where the trip happens.

Write every booking in one shared note. Course, date, time, confirmation number and cancellation rules.

Week 4: decide the competition

This is the fun part. Decide what you are playing for.

The simplest strong choice for eight or twelve players is a two-team cup. Each round is a session. Points add up across the trip. The last round decides it.

For four players, try two-versus-two. Switch partners each round so nobody is stuck.

Keep side games simple. Pick one or two. Skins on every hole and a closest-to-the-pin on par 3s are plenty for most groups.

Week 3: choose one scoring app

Pick one app and make it the rule. Two apps means two different leaderboards and an argument.

Check three things before you choose:

• Phones. Does everyone have an iPhone? If one person is on Android, you need an app that runs on both.
• Formats. Make sure the app scores the formats and side games you picked in week four.
• Price. Some apps are free. Some charge per trip or per event. Split any cost across the group.

Our golf trip app comparison lays out the main options. If your group is all on iPhone and you want a two-team trip tournament, MATCHUPS is built for that. It runs two equal teams of 4, 8 or 12 over one to five rounds. Hosting is free for four players and a one-time $49.99 for eight or twelve.

If you need Nassau, Wolf or Stableford, or anyone has Android, pick another app on our list. MATCHUPS does not do those.

Week 2: teams, pairings and the rules sheet

Pick teams in a way that feels fair. A draft with two captains is the most fun. Snake order keeps it balanced: A, B, B, A.

Write a one-page rules sheet and send it to everyone:

• Formats for each round
• How points or bets work
• Gimme distance
• Pace of play rules
• What happens if it rains

Short rules prevent long arguments.

Week 1: confirm and get everyone in the app

The last week is about details.

1. Confirm every tee time and booking.
2. Send the final schedule with addresses.
3. Get everyone to download the scoring app and join the event before day one.

That last step matters. Do not wait for the first tee. Somebody will need a password reset at 7:40 a.m.

On the trip

Your job as organizer is mostly done. Now keep it light.

• Post the standings at dinner each night.
• Hand out small awards at the end. MVP, best shot, worst hole.
• Take one group photo at the bucket list course.

Then start the group chat for next year before everyone gets home.

A one-page checklist

Editor's note: The Trip Sheet is made by the team behind MATCHUPS, a free golf app for iPhone and Apple Watch. Get MATCHUPS on the App Store or read more at matchupsgolf.com.

FAQ

How far in advance should you plan a golf trip?

Eight weeks is a good minimum. Popular courses on weekends can need more.

What is the best format for a golf trip?

For 8 or 12 players, a two-team cup over every round. For 4 players, rotate two-versus-two partners.

Should a golf trip use one scoring app?

Yes. One app means one leaderboard and fewer arguments.