Golf Society Weekend Planner — How to Organise a Group Golf Trip

From choosing a venue to collecting money — how to run the annual golf trip without it becoming a second job.

Every golf society has the same problem: the same few people end up doing all the organising, finding a date takes weeks, and chasing payments drags on until the week before. This guide covers how to run it more efficiently — so you can spend more time playing and less time managing the group chat.

The recurring golf society problem

The annual trip should be simple. You've done it before. You know roughly who's coming, roughly what it costs, and roughly when you want to go. And yet finding a weekend that works for twelve people who all have work, families, and other commitments takes just as long every single year.

The solution is to start earlier and be more structured about it. Rather than a general "shall we start thinking about the trip?" message in January, send a proper date poll with three or four specific weekends and a deadline for responses.

How far ahead to book

The best golf venues — particularly links courses in Scotland and Ireland, or courses with on-site accommodation — book up fast. Summer weekends at popular venues are often full six to twelve months in advance. If you want Gleneagles, Turnberry, or a good Irish links, you need to be thinking about it the previous autumn.

For more accessible venues — a good parkland course with accommodation nearby — three to four months is usually workable. Don't leave it to eight weeks before your target date.

Choosing a venue

Links vs parkland: Links courses (coastal, open, weather-dependent) give you a proper golfing experience but are less forgiving for higher handicappers. Parkland courses are more accessible and often better value for mixed-ability groups.

Destination: Scotland is the classic golf trip destination — good value, excellent courses, and the right atmosphere. Wales (particularly the Gower Peninsula and Pembrokeshire) offers strong courses at lower cost. Ireland (both North and Republic) has world-class links and is usually more affordable than Scotland. England has excellent options without requiring a flight.

Cost ranges: A standard green fee at a good UK course is roughly £50–£100 per round. Scotland's premium courses run £100–£250+. Ireland is often £60–£150, depending on the course. Factor in 1–2 rounds per day and the accommodation costs.

Accommodation — hotel or cottage?

Golf resort hotels are convenient and often include green fees in the package, but they come at a premium. For societies with a tighter budget, a self-catering cottage or large house nearby is often a much better option.

A good-sized cottage for 8–12 people can cost £800–£1,500 for a weekend — significantly less than hotel rooms when split across the group. You cook your own dinners (or get a takeaway), someone brings a case of wine, and the evenings are often better than any hotel restaurant would have been. See our group cottage weekend guide for how to find and book the right property.

For lodge and park-style accommodation near golf courses, Hoseasons is worth searching — they have a wide range of lodges across Scotland, Wales, and England that work well for golf groups.

The format — running a fair competition

A stableford format with handicaps applied usually works best for mixed-ability societies — it keeps everyone competitive and means a 20-handicapper has a genuine chance alongside a scratch player.

Decide the format before you go and communicate it clearly. Nothing derails a golf society weekend faster than an argument about handicap allocation on the first tee.

Consider a team format for the Saturday round and individual competition on Sunday. It creates camaraderie on day one and proper competition on day two.

Costs — what to pool and what to split individually

Pool these costs: accommodation (split equally), any group meals you're catering, competition prizes or sweepstake entry.

Individual costs: green fees (unless you've negotiated a group rate, which you should), equipment hire if applicable, caddies, individual meals out.

Collecting money

Golf tee times often require a deposit, and accommodation needs one too. Collect a deposit from everyone as soon as the date is confirmed — this is the commitment moment. Balance payments four to six weeks before the trip.

Keep the accounts transparent. Share a simple breakdown of what the money is covering. People are much happier paying when they can see exactly where the money is going.

Making it a proper tradition

The golf societies that last are the ones where the organising doesn't fall entirely on one person. Rotate the organising role if possible, or at least share the admin. After each trip, agree the rough dates for next year while everyone's still together — it's much easier to get commitment when people are already in the mood.

Keep a record of venues, scores, and winners. The history of the society is part of what makes it worth going to.