Volunteer Resources
Welcome Volunteers!
Welcome volunteers! Below you will find relevant materials to help you spread the word to potential donors, and for the day of the tournament itself. Much of this can be copied and pasted, to make it quick and easy to share.
Donation Request Letter - Provide this to any potential donors or organizations you are contacting for monetary donations, raffle prizes or silent auction prizes.
Hole Sponsorship Letter - Provide this to any potential donors who might be interested in sponsoring a hole at the tournament.
Official Flyer - Download and share this official flyer for the event.
Official Title Guidelines
Puttin’ PHore Poots
Puttin’ (no ‘g’, two ‘t’s, make sure to add the apostrophe so it doesn’t look like “Putin”)
PHore (PH is always uppercase for ‘Pulmonary Hypertension’, ‘PHore’ like ‘Fore!’ in golf)
Poots (aka Chelsea Warnberg. Poots is her childhood nickname.)
Official Description
Puttin’ PHore Poots is a Golf Tournament and Fundraiser in Bloomington MN, to raise money and awareness for the lung disease Pulmonary Hypertension. Organized by the Warnberg family, the event was inspired by our daughter, sister and friend Chelsea’s diagnosis in 2011.
Volunteer Assignments + Timeline
Below, we’ve detailed the volunteer tasks for all events, with a section for each event.
Leading up to Event
Spread the word & ask corporations, restaurants, places you frequent for donations – hole sponsors, prize donations for silent auction, raffle, golf prizes
Post flyers at local businesses
You can find a link to sample donation request letters & flyers at the top of this page.
Week of the Event
Sort through donated items & separate into golf prizes, raffle prizes & silent auction items
Prep silent auction baskets
Print cards with name of donor, prize type & attach to prizes, silent auction or raffle items
Complete bidding sheets where necessary or enter into electronic bidding website if wifi is available at venue
Label scorecards with team names
Friday before event
Golf swag in baskets
Load up trucks (6:30 on Friday)
Raffle & golf prizes
Silent auction items
Pack & Prep golf registration & set up stuff
Saturday Morning
Help us put on a great event!
Pre-Tournament Set-Up
Lead(s): Jeff & Jason
Haul stuff to the golf course & unload
Place Hole Sponsor Signs at 11:00 (carts will be provided)
Place hole challenges/proximity signs – Braemar staff will assist
Place cart cards/signs – Braemar staff will assist
Hang banners
Golfers in the final tee time will remove challenge/proximity & hole sponsor signs & banners & deliver them to Braemar Event Space
Pack up stuff & bring to Braemar Event Space – Whoever’s available
Bring cash box, banner, extra swag, raffle tickets for sale & raffle ticket basket to Awards Ceremony venue
Determine challenge winners (Jason, Gary & Jeff will lead)
Scramble Golf Event Volunteers: (10:00 a.m. - 1:00 p.m.)
Lead: Patty
Haul registration stuff to club house & set up (all available volunteers)
Check in golfers
Collect any unpaid fees
Give the team scorecard to one of the members of the foursome
Raffle ticket sales - have them write their names on the back of the ticket (they can take them, fill them out & bring them back to put in the basket)
Yard Dice sales (remind them to shake the yard dice prior to being called to the tee box)
Mulligan sales (no ticket – on their honor)
Distribute swag & golf rules distribution
Remind golfers to be at specified starting hole prior to tee time & keep play moving
Remind golfers to look for PPP challenge signs – there may be other challenges out there for another tournament following ours
Starters
Starter & Yard Dice Monitor hole 1
Starter & Yard Dice Monitor hole 10
Photographer
Photograph groups by banners & Chelsea’s foursome prior to tee off
May have a cart available to take random action photos on the course
Lawn Games @ Braemar
Lead: Cyn
Set up: 12:30 p.m.
Assign monitor for the games
Games open: 1:00 p.m. – 6:00 p.m.
Awards Ceremony + Dinner
Lead: Cyn
Set up: 2:00 p.m. – 3:00 p.m.
Haul raffle prizes/golf prizes & unload at Braemar Event Space
Arrange raffle prizes/golf prizes on table behind podium
Haul silent auction items & unload at Awards Ceremony venue
Arrange silent auction items by number on tables
Set up silent auction electronic bidding site
Assign two volunteers to check in bidders & take credit card information
Set timer for 5:30 p.m. end time
Close bidding at 5:30pm
Assign liaison with caterer to provide direction during set up etc.
Set up microphone & speaker area
Place signs parking lot & walkway
Place PH info available on table
3:00 p.m. – 4:00 p.m. (or end of raffle ticket sales)
Sell raffle tickets until last call for ticket sales
$4 each or 5 for $20
Have them write their names on the back of the ticket that they throw in the basket (can take the tickets with them to write their names and bring back the half with their name on it to throw in basket)
Display prize list
Put out plenty of pens
May need to walk around & sell tickets towards the end of the time so everyone gets an opportunity to buy lots of tickets
Bring cash box to Patty after sales are done
3:00 p.m. – 6:00 p.m.
Collect $30 for meal if they didn’t pre-register online for the awards ceremony (volunteers scramble golfers, $100+ donors, & hole sponsors are covered). Most people did pre-register so don’t need to check everyone. If they offer to pay don’t refuse.
At 5:30 when silent auction ends complete sale transactions & issue receipts
At the end of event give cash box to Patty Schoenborn
3:30 p.m.
General housekeeping remarks
Meal tickets - $30 per person – should have been purchased in advance (except for tournament golfers, hole sponsors & donors of $100 or more. Included with their donation) but if you didn’t register on line please see the volunteers to purchase your meal
Scramble Tournament Golfers, hole sponsors & donors of $100 or more do not have to pay the meal fee
Short program will begin at approximately 3:30 p.m. followed by the golf awards & raffle
Bidding will stop at 5:30 p.m.
3:30 p.m. - Program
Welcome & Introduction – Chelsea Warnberg
Emcee – Ryan Warnberg
Welcome
See script
Last chance to buy raffle tickets
Announce when silent auction is winding down
Golf Prizes
Determine winners – Jeff & Jason
Announce winners - Ryan
Distribute Golf Prizes - Chelsea
Raffle (to move along quicker we will call name & monitors will disburse prizes)
Choose prize to be raffled – Jason
Draw tickets – Chelsea
Announce winners – Ryan
Prize distribution monitors
4:30 p.m.
Food is brought out
5:15 – Silent Auction Bidding Ends
Collect proceeds for cash purchases
Disburse items to winning bidders when receipt is presented
6:00 – Tear down & pack up – whoever’s available