This policy will be revised when needed and reviewed in detail at least annually by the TIAA Activities Committee Chair for consistency between policy and current practice.
Overview
The Golf Tournament Subcommittee is a section of the TIAA Activities Committee and makes reports to the Activities Committee at their regularly scheduled meetings. The goal of this subcommittee is to sponsor and promote an annual golf tournament which would be attractive to TIAA members, their families, former TIers, active TIers and sponsors interested in supporting such an event. The tournament is normally held in April, as a kickoff to TI’s Annual United Way Campaign. Texas Instruments and the Texans Credit Union are co-underwriters for the tournament, so that 100% of contributions go directly to charities.
The objective for each tournament is to make a sizeable contribution to charities via underwriters, corporate sponsors, TIAA members and golfers. As of 2019, the TIAA Annual Charity Golf Tournament has raised more than $450,000 for charities, since its beginning in 2000. The Texins Golf Tournament was combined with the TIAA tournament in 2012, and 2014, the tournament was combined with TI’s Annual United Way Golf Tournament. Contributions from active TIers go to the United Way, and are matched by the TI Foundation. The contributions raised by TIAA go to The Senior Source (donations by TI retirees are eligible for match by the TI Foundation). Because of the Covid-19 pandemic, no tournament was held in 2020.
Sponsors and Underwriters:
- All sponsors and underwriters receive prominent signage at the golf course and are recognized for their generosity on our website and in our publications, eNews and TIAA News.
- Legend sponsors are entitled to a booth at our TIAA Retiree Luncheon to be held in the fourth quarter. All TI retirees who reside within 60 miles of Dallas and all TIAA members are invited to this luncheon which has 25-30 exhibitors (including non-profits, health care providers, TI, and TIAA).
- Legend sponsors are provided with two complimentary slots for golfers of their choice.
- Legend sponsors, in addition, have a hyperlink to their website (if any) posted on the TIAA website for an entire year.
Planning
A checklist for the golf tourament is as follows:
Action |
Responsibility |
Target Date |
|---|---|---|
|
Determine charities |
Activities Committee |
4Q previous year |
|
Update mailing lists from last year's returned envelopes |
TIAA Admin/Charity |
4Q |
|
Get bids from golf courses |
Golf Tournament Chair |
4Q |
|
Set up Golf Tournament Team, with TIers rep. and Texins, and TIAA. Have kick-off meeting. |
Golf Tournament Co-chairs |
1Q |
|
Select golf course, date and back-up date |
Golf Tournament Team |
Nov. prev. yr. |
|
Add tournament date to TIAA calendar; verify TI tournament plans to join in |
Communications eCalendar Editor |
4Q |
|
Add tournament data to “Save These Dates” section of eNews |
Communications Editor |
2Q |
|
Update “Save the Date” card |
Activities Chair |
4Q |
|
Mail out “Save the Date” card to potential sponsors |
Charity (The Senior Source) |
Nov. prev. yr. |
|
Email “Save the Date” to golfers |
TIAA Admin |
Jan. |
|
Confirm underwriters’ financial support |
Activities Chair |
Dec. prev. yr. |
|
Prepare notice for Jan. newsletter to “Save the Date” |
Activities Chair |
Dec. prev. yr. |
|
Work with TI to publicize to active TIers |
Activities Chair |
Jan. |
|
Inventory of Golf Goodies Bags and items in storage |
TIAA Admin |
Jan. |
|
Recruit group of volunteers to solicit sponsors |
Activities Chair |
Jan. |
|
Update former and potential sponsors letters for mail |
Activities Chair |
End of Jan. |
|
Update flyer for mail |
Activities Chair |
Dec. prev. yr. |
|
Mail letters to former and potential sponsors |
Charity |
First week in Feb. |
|
Send electronic copy of sponsors mailing list |
Charity |
Early Jan. |
|
Assign potential sponsors to team members |
Activities Chair |
End of Jan. |
|
Begin solicitations |
Volunteers |
Mid-Feb. |
|
Determine items needed for goodie bags; place orders |
TIAA Admin and Golf Tournament Chair |
Mid-Feb. |
|
Update TIAA golf trophy with last year’s winners |
TIAA Admin and Activities Chair |
Jan. |
|
Update golfer letter and registration form |
TIAA Admin and Golf Tournament Chair |
Dec. prev. yr. |
|
Prepare story for Dec. prev. yr TIAA newsletter |
Activities Chair |
Nov. prev. yr. |
|
Mail letter to former contributors |
Activities Chair/TIAA Admin |
First week Feb. |
|
Mail letter and form to golfers |
TIAA Admin |
Mid-Feb.. |
|
Advertise tournament to active TIers |
TI Liaison |
Mid Jan. |
|
Recruit volunteers to help at tournament |
Activities Chair/Golf Tournament Chair |
March |
|
Update contribution report – send to TIAA Admin and Activities Committee Chair |
Charity |
Mar-April |
|
Follow up with sponsors |
Activities Chair |
Mar-April |
|
Prepare rules for golfers |
Golf Tournament Chair |
Mid-March |
|
Visit selected golf course – review preparations |
Activities Chair/Golf Tournament Chair |
Late March |
|
Make sure representatives from charities are available to attend final presentation |
Activities Chair |
Late March |
|
Secure photographer for tournament |
Activities Chair |
Late March |
|
Send names of new sponsors for sign creation |
TIAA Admin and Golf Course |
Early April |
|
Get golfer info |
Golf Tournament Chair |
Week before tournament |
|
Organize golf teams based on handicaps |
Golf Tournament Chair |
Day before tournament |
|
Retrieve old sponsor signs from storage |
TIAA Admin/Golf Tournament Chair |
Day before tournament |
|
Procure envelop of cash for change at tournament |
TIAA Admin |
Tournament day |
|
Put out signs on holes/carts |
Volunteers |
Tournament day |
|
Greet golfers and show to their carts |
Volunteers |
Tournament day |
|
Stow golf bags in carts |
Golf Club |
Tournament day |
|
Assemble goodie bags |
Team |
Tournament day |
|
Register golfers |
TI/TIAA Volunteers |
Tournament day |
|
Hand out goodie bags |
Volunteers |
Tournament day |
|
Lunch |
Golf Club |
Tourn. day |
|
Shotgun start |
Golf Club |
Tournament day |
|
Presentations at end of play |
TIAA Rep/Golf Tournament Chair |
Tournament day |
|
Return signs and unused items to storage |
TIAA Admin/Golf Tournament Chair |
Day after tournament |
|
Update contributions report |
Charity |
Day after tournament |
|
Prepare story with results for TIAA newsletter |
Activities Chair |
Week after tournament |
|
Update website with this year’s sponsors/contributors |
Communications Editor |
Week after tournament |
|
Review results of tournament, lessons learned and send thank you letters or emails |
Activities Committee/TIAA Admin |
Month of tournament |
Updated by Max Post on August 27, 2020
