Tips and Advice for Golf Trip Captains

How to Lead a Stress-Free Trip and Keep Your Group in the Fairway

Serving as the golf trip Captain, as the group leader is known at H&B, can be a part-time job. As the lead planner for your golf trip, most of the key decisions fall squarely on your shoulders. On the upside, it usually means you can steer the key pieces of the trip, like the destination and courses played, in the direction you want. On the other hand, being Captain comes with some added responsibility.

Whether you're organizing a golf trip for buddies, couples, or family, the responsibility can be significant. But with the guidance below you can lead your group like a pro and ensure a stress-free, memorable journey. Even if you’re not the Captain, paying attention to these tips could help you be a better teammate on the trip.

We also covered the topic of Golf Trip Captains in a recent episode of our Golf and the Good Life podcast. Tune-in below or wherever you get your podcasts.

Why Every Golf Trip Needs a Captain

If your golf trip doesn’t have a designated Captain, it’s time to appoint one. While planning a golf trip might seem straightforward, the reality is that there are countless moving parts—from booking tee times and accommodations to coordinating transportation and meals. Without a clear leader, the trip can easily spiral into chaos, with decisions left hanging, deadlines missed, or the trip falling apart entirely.

Having a golf trip Captain ensures someone is responsible for making decisions and keeping the group on track. Even if a golf travel company is handling the logistics, someone still needs to communicate with the group, make final calls, and ensure everyone is on the same page. So, regardless of where you're heading or how many trips your group has taken together, a golf trip Captain is essential for a smooth, memorable journey.

Define the Trip Type – And Stick to It

One of the first steps in organizing a successful golf trip is defining the type of trip. Is it a buddies' trip, a couples’ getaway, or a family vacation? Blending these types can lead to conflicting expectations and frustrations, so it's essential to make a choice and stick to it.

Avoid "That Guy"

Every group or club has "That Guy." He’s not the easiest to be around and he often drains the enjoyment out of your round or time at the club. It won’t take long before his antics wear thin and start impacting everyone’s experience. Do yourself a favor as Captain and think twice before adding him to your trip roster.

Don’t Be a Passive Captain

Being a golf trip Captain isn’t just a title—it can be a job. If you’re not willing to take the lead and make decisions, then the role might not be for you. You'll be at the center of coordinating everything, from tee times to dinners, so embrace the leadership position. Remember, a passive captain often leads to indecision, and that’s where things can go sideways.

Clear Communication is Key

A successful golf trip hinges on clear communication. Start by setting up a group text thread or email chain to keep everyone on the same page. This makes it easier to send out trip updates, reminders, and any changes to the itinerary.

Additionally, don’t assume everyone in the group has read the proposal or itinerary – in fact, there's a good chance they haven't. If possible, schedule a group dinner or Zoom chat before your departure to walk through everything in detail.

Budget – Have the Money Talk Early

Money can be an awkward topic, but it’s essential to address it early in the planning process. Make sure you're upfront about the overall budget, what each person is expected to contribute, and when payments are expected. Being clear about costs will help avoid surprises and potential conflicts down the line.

One advantage of using a golf travel company is that everyone usually handles their own payments, so you won’t have to chase down money from your travel companions. However, if your group is organizing the trip independently, make sure everyone is aware of payment deadlines and what expenses are covered.

Arrival Planning – Timing is Everything

If your group isn't flying in together, it's important to have everyone arrive and depart within a narrow time window. While it may seem like a small detail, staggered flights can cause unnecessary delays, logistical headaches, and a disorganized start or end to your trip.

Efficient trip Captains set clear expectations for flight times. For instance, the Captain might instruct everyone to book flights that land between 8 AM and 11 AM, with a recommendation that those unable to meet this window should arrive the day before.

Dinner & Touring Reservations

For Captains leading golf trips to Scotland and Ireland, it's essential to work out some dinners in advance. Restaurants overseas are often smaller and require advance booking, particularly for groups of 8 or more. Save yourself some trouble and make a few dinner reservations, especially if you're getting off the course late.

Additionally, if your group is interested in personal tours or visiting popular distilleries, such as Glenmorangie, be sure to book those ahead of time as well. The popular tours at some distilleries can fill up months in advance.

Designate a Banker and a Game Manager

As the trip Captain, your responsibilities can pile up quickly. One way to alleviate some of the pressure is by designating a banker—someone in charge of managing the money for tips, dinners, and any group games.

This person can handle splitting checks and collecting gratuities for your driver-host or tour guides. Using apps like Splitwise can help keep track of who owes what, making this part of the trip a breeze.

If your group plans to play any games or side competitions during the trip, appoint a game manager to oversee the rules and scorekeeping. This way, you can focus on the bigger picture while someone else handles the details.

As the Captain, You Make the Call

The biggest takeaway for golf trip Captains is simple: It's your ship. While group input is important, travel by committee often leads to inaction and frustration. When decisions need to be made, make them confidently, and stick to them.

As Danny Ocean famously said in Ocean’s 11, “You’re either in or you’re out.” If someone is wavering or the group has hit an impasse, it’s up to you to make the call and keep things moving forward.

Leading a golf trip is no small task, but with these tips in mind, you’ll be well on your way to organizing a successful and enjoyable journey for everyone. The key is clear communication, thoughtful planning, and being willing to make decisions when needed.

It also never hurts to have a professional in your corner to help keep the trip in the fairway. That's where we come in.