How to Book a Group Golf Outing

Booking a foursome is simple. You go online, pick a time, and pay. Booking for 16, 24, or 40 people is a completely different process.

Most courses can’t handle large group reservations through their standard online booking system. They need to block consecutive tee times (or arrange a shotgun start), coordinate cart assignments, and often set up custom pricing. That means you’re either calling the pro shop, filling out an event inquiry form, or using a platform built for group bookings.

The process isn’t hard once you know what to expect. Here’s how it works.

Before you contact a course or start browsing, nail down these four things:

Headcount — Even an estimate helps. “Somewhere between 12 and 20” is fine at this stage. Courses price by player count and need to know how many tee times to hold.

Date (or date range) — Weekdays are cheaper and easier to book. Weekend mornings are the hardest to secure for large groups. Having 2-3 backup dates makes the whole process faster.

Budget per person — Know what your group is willing to spend. This determines which courses are realistic options. Include cart fees in your mental math — they’re sometimes extra.

Location — How far will your group drive? For bachelor parties and corporate events, a course near the hotel or office keeps attendance high.

1. Find courses that host groups

Not every course accepts large group bookings. Some have minimum or maximum player counts. Others don’t do groups at all on weekends. Filter your search to courses that explicitly welcome group play — it saves time. You can browse group-friendly courses on Loma or call courses directly and ask about their group policy.

2. Request availability

Reach out with your date, headcount, and preferred tee time window (morning vs. afternoon). If you’re flexible on the date, say so — courses can often offer better rates on their slower days.

3. Get pricing in writing

Group rates are almost always negotiated. The per-player price you see online is for individual bookings. Ask for an all-in quote that includes: green fee, cart, range balls (if applicable), and any event fees. Compare apples to apples when looking at multiple courses.

4. Confirm and pay

Most courses require a deposit or full payment to hold group tee times. A verbal confirmation is not a booking. Until money changes hands, your times aren’t locked. Get written confirmation with the date, time, player count, and total price.

5. Send details to your group

Once confirmed, send your group: the course name and address, the arrival time (not the tee time — arrive 45 minutes early), dress code if applicable, and whether they need to bring anything. Keep it to one short message. Nobody reads a wall of text.

The sweet spot is 6-10 weeks before your event. Earlier than that and your headcount might change. Later than that and your options narrow.

Peak season (varies by market): Book 8-12 weeks out. Scottsdale in February, San Diego in October, Las Vegas in March — these fill fast for groups.

Off-peak / weekdays: 3-4 weeks is usually fine. You’ll also get better rates and more tee time flexibility.

Shotgun starts: If you want the course to yourself (or at least a dedicated start), book earlier. Shotgun starts require the course to block the entire tee sheet, which means they turn away other business.

These questions save headaches later:

Is the cart included? — Some courses charge $20-25 per person extra for carts. Make sure you’re comparing total costs.

What’s the cancellation policy? — Groups change. People drop out. Know how far in advance you can adjust the headcount or cancel entirely. Flexible policies (7 days) give you room to adjust; strict policies (21 days) don’t.

Can we do a shotgun start? — For 20+ players, starting everyone at the same time on different holes means everyone finishes together. Essential for post-round events.

Is there food and beverage service? — Beverage cart on the course, restaurant or patio for post-round. These matter more than course condition for group events.

What’s the dress code? — Collared shirts required? No jeans? Your non-golfers need to know this in advance so they don’t show up in a tank top.

Do you offer club rentals? — Some of your group won’t own clubs. Check availability and price so you can include it in the budget.

Waiting for a final headcount — It will never be final. Book with your best estimate and adjust later if the course allows it. Waiting for everyone to commit means missing the best tee times.

Not getting written confirmation — “Yeah, we can probably fit you in” is not a reservation. Get a confirmation email with the date, time, player count, and price before you tell your group it’s booked.

Comparing green fees without extras — Course A is $85 per player. Course B is $110. But Course A charges $25 for carts and $15 for range balls. Now Course B is cheaper. Always compare all-in costs.

Booking a course that’s too difficult — For groups with beginners, a tournament-length course with water on every hole is a bad call. Choose a course that’s enjoyable for your weakest players.

Not planning for after — The round ends and 20 people are standing in a parking lot asking “now what?” Have a post-round plan. On-site dining is ideal. If the course doesn’t have it, book a restaurant in advance.

Planning a specific type of outing? Check our guides on golf bachelor parties and corporate golf outings.