Jim Ellis Charity Golf Tournament

Event Overview

260

Golfers

Courses

Sun Aug 30

2026 Event Date

Key Details

Venue	Chateau Elan Golf Club, Braselton, GA
Courses	Chateau Course + Woodlands Course
Format	Modified Scramble / Step-aside
Registration	7:30 AM – 9:00 AM (Golf Pavilion + 30x40 Tent)
Shotgun Start	9:00 AM
Reception	2:00 – 4:00 PM (Golf Pavilion)
Website	jimellisgolf.com

Action Items — Sorted by Due Date

Confirm contracts for venue and room blocks

Due: January 20

Confirm title sponsors

Due: February 3

Finalize sponsorship tiers

Due: May 1

First golf committee meeting

Due: TBD (May/June)

First save the date

Due: June 2

First tournament invitation to employees and vendors

Due: June 23

Second invitation to employees and vendors (reminder)

Due: July 14

Confirm final catering menu

Due: July 24

Reminder to register

Due: July 28

Close registration

Due: August 3

Confirm finalized room block list

Due: August 10

Auction item collection and inventory

Due: August 10

Assign golfers to holes

Due: August 17

Confirm golfer count and names to Chateau Elan

Due: August 18

Prepare drink tickets and mulligan packages

Due: August 24

Prepare golf cart sponsor signs

Due: August 24

Invitation

Jim Ellis Automotive Group

Charity Golf Tournament
at Chateau Elan

Jim Ellis Employee Charity — supporting Atlanta community charities

Sunday, August 302026

9:00 AMShotgun Start

Chateau ElanBraselton, Georgia

Registration: 7:30 – 9:00 AM · Reception: 2:00 – 4:00 PM · jimellisgolf.com

Invitation Checklist

Design digital/print invite

Due: June 2 (save the date)

First invitation to employees and vendors

Due: June 23

Second invitation / reminder

Due: July 14

Reminder to register

Due: July 28

Post on jimellisgolf.com

Due: June 2

Event Schedule & Timeline

Pre-Tournament (Aug 29, 2026)

3:30 PM

Volunteer arrival and hotel check-in

5:00 PM

Tent delivery — Golf Pavilion Parking Lot

30x40 tent from outside vendor

5:00 PM

Setup begins — Golf Pavilion

Signage, prizes, auction display, sponsor signs drop-off

6:30 PM

Pre-tournament dinner — Golf Pavilion

8:30 PM

Evening drinks at hotel bar — all invited

Tournament Day (Aug 30, 2026)

6:30 AM

Beverage carts staged and ready at pavilion

7:00 AM

JE staff setup begins — Golf Pavilion

7:30 AM

Registration opens + Coffee service

6 tables under tent · barrels of ice for water bottles

7:30 AM

Driving range & putting green open

8:30 AM

Helicopter drop — Top of Chateau Hole 18 green

8:45 AM

Welcome speech + rules review + sponsor acknowledgements

9:00 AM

Shotgun start — Chateau & Woodlands Courses

130 players per course · Green tees (men) · Black/Burgundy (women)

9:00 AM – 2:00 PM

On-course play + beverage cart service + raffle ticket sales

1:30 PM

Volunteer lunch

2:00 – 4:00 PM

Reception — Golf Pavilion

Lunch · Raffle draws · Awards ceremony · Closing remarks · 1 bartender · EPO

2:00 – 4:00 PM

Team photos

At hole-in-one holes

4:00 PM

Event closes

5:30 PM

Tent pickup

Sponsorship Tiers

* Custom branded cooler wraps at beverage barrels — pricing TBD

Add New Sponsor

Master Sponsor & Player List

Sponsor Counts by Tier

Tier	Goal	Confirmed	Revenue	Total Value
Signature	1		$20,000	$0
Luncheon	1		$15,000	$0
Platinum	4		$5,000	$0
Gold	6		$3,000	$0
Silver	6		$2,000	$0
Beverage Cart	2		$2,000	$0
Golf Carts	1		$3,500	$0
Pin Flags	1		$3,500	$0
Hole	36		$500	$0
Total Sponsors		0		$0

Player Count

Confirmed players

Pending / invited

Total (cap: 260)

Registration fill rate0%

Projected Sponsor Revenue Summary

Confirmed sponsor revenue

$145,000

2026 net-to-charity goal

Your full sponsor and player spreadsheet lives in your external file. This tab shows live totals only — update the counts above as confirmations come in.

Volunteers & Staff Duties

Volunteer Roles

Registration Team (Need: 4–6 volunteers)

7:30–9:00 AM · Check in golfers · Distribute drink tickets · Manage coffee station

Auction Manager (Need: 2 volunteers)

Set up auction tables in pavilion (L-shape, 20 tables) · Monitor bidding · Checkout

Raffle Team (Need: 2 volunteers)

Sell raffle tickets on course during play · Draw winners at reception

Course Rangers (JE Volunteers)

Beverage cart coordination · Pace of play · Contest hole monitoring

Reception Setup Team (Need: 3 volunteers)

Set up table centerpieces

Team Photos (Need: 1–2 volunteers)

Take team photos at hole-in-one holes · 2:00 – 4:00 PM during reception

Chateau Elan Staff

Role	Count	Time
Beverage Cart Attendants	2 per course (4 total)	6:30 AM – 4:00 PM
Bartender (Reception)	1	2:00 PM – 4:00 PM

Volunteer Roster

Total volunteers

Need accommodations

No accommodations

Duty categories

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Full name *

Phone number

Event duties

Accommodations needed

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#	Name	Email	Phone	Event Duties	Accommodations
No volunteers added yet.

Hotel & Villa Accommodations

Chateau Elan Winery & Resort · 100 Rue Charlemagne, Braselton, GA · Check-in: 4:00 PM · Check-out: 11:00 AM

Chateau Inn Room

$284/night

15 rooms in block

2-Bedroom Villa

$779/night

2 villas in block

3-Bedroom Villa

$999/night

2 villas in block

Room Block Details

Detail	Info
Total Room Nights	19
Rooming List Due	August 10
Resort Fee	$29.00/night (pool, tours, shuttle, wifi)
Attrition	Must use 90% of block (17+ nights)
Deposit Paid	$1,563.20 (20%)

Rooming List Tracker

Guest	Room Type	Status
No guests added yet.

Catering Menu

Chateau Elan — BEO #177374

Outside catering for reception food + $1,000 outside catering fee + $500 cleaning fee

Proof of the Pudding — Reception Lunch Menu

Post-round reception · 2:00 – 4:00 PM · Golf Pavilion & Tent · Aug 30, 2026

Fillable

Enter your menu items below. Click any field to edit. Use "Add item" to add more dishes to each course.

Event Details

Caterer

Event Date

Service Time

Guest Count

Service Style

Price Per Person

Starters & Salads

Main Course

Sides & Accompaniments

Desserts

Beverages

Notes & Special Requirements

Dietary accommodations / Allergen notes

Setup / Service notes

Catering Contact

Total Catering Cost

Auction Items

20 tables in an L-shape in the pavilion. White linen on all tables.

#	Item	Donor	Est. Value	Status
No auction items added yet.

Raffle Items

#	Item	Donor	Value	Winner
No raffle items added yet.

Agendas

Planning Meeting Agenda Template

Player count total
Sponsorships update
Auction — items in-house vs. in-route
Volunteers roster review
Beverage carts and course rangers
Registration flow
Signage status
Hole in one prizes
Helicopter drop logistics

Tournament Day Agenda — Public Facing

Time	Activity
7:30 – 9:00 AM	Registration, Coffee, Range Open
8:30 AM	Helicopter Drop
8:45 AM	Welcome, Rules & Sponsor Recognition
9:00 AM	Shotgun Start — Both Courses
On Course	Beverage Carts, Contest Holes, Raffle Tickets
1:30 PM	Volunteer Lunch
2:00 PM	Return from Course · Reception Begins
2:00 – 4:00 PM	Lunch · Raffle · Awards · Team Photos · Closing Remarks
5:30 PM	Tent Pickup

Day-of Activities

Golf Format

Modified Scramble — No more than 5 drives per player per team.

Step-aside — Player whose shot is selected may not hit the next shot. Repeat until holed.

Scoring

1st & 2nd place per course (4 winners)
Dead Last Winner (1)
Closest to the Pin — per course (2)
Longest Drive — per course (2)
Gross scores only · Each course separate tournament

Contest Holes

CHATEAU COURSE

Chateau Course

Closest to the Pin

Chateau Course

Longest Drive

Chateau Course

Hole in One

WOODLANDS COURSE

Woodlands Course

Closest to the Pin

Woodlands Course

Longest Drive

Woodlands Course

Hole in One

Special Events

Helicopter Drop

8:30 AM · Top of Chateau Hole 18 green, behind clubhouse

Raffle Ticket Sales

On-course during play · Drawn at 2:00 PM reception

Team Photos

2:00 – 4:00 PM · At hole-in-one holes

Year-over-Year Giving

$482,500

Total raised (all years)

$76,900

Avg net per year

2025

Best year

1,164

Total golfers (all years)

Giving history

Year	Gross Revenue	Sponsorships	Auction/Raffle	Expenses	Net to Charity	Golfers	Beneficiary	Net Chart
Totals	—	—	—	—	—	—	—
2026 Goal	$200,000	$80,000	$40,000	$55,000	$145,000	260	Atlanta Community Charities

Add / Update a Year

Charities Supported

Charities supported in 2024

Charities supported in 2025

2024

Tournament held at Chateau Elan · 240 golfers

No charities added yet — use the form below to add.

2025

Tournament held at Chateau Elan · 260 golfers

No charities added yet — use the form below to add.

Jim Ellis Charity Golf Tournament

Event Overview

Jim Ellis Employee Charity

Key Details

Action Items — Sorted by Due Date

Invitation

Invitation Checklist

Event Schedule & Timeline

Pre-Tournament (Aug 29, 2026)

Tournament Day (Aug 30, 2026)

Sponsorship Tiers

Add New Sponsor

Master Sponsor & Player List

2026 Tournament Totals

Sponsor Counts by Tier

Player Count

Projected Sponsor Revenue Summary

Volunteers & Staff Duties

Volunteer Roles

Registration Team (Need: 4–6 volunteers)

Auction Manager (Need: 2 volunteers)

Raffle Team (Need: 2 volunteers)

Course Rangers (JE Volunteers)

Reception Setup Team (Need: 3 volunteers)

Team Photos (Need: 1–2 volunteers)

Chateau Elan Staff

Volunteer Roster

Add volunteer

All volunteers

Hotel & Villa Accommodations

Room Block Details

Rooming List Tracker

Catering Menu

Chateau Elan — BEO #177374

Proof of the Pudding — Reception Lunch Menu

Auction Items

Raffle Items

Agendas

Planning Meeting Agenda Template

Tournament Day Agenda — Public Facing

Day-of Activities

Golf Format

Scoring

Contest Holes

Special Events

Year-over-Year Giving

Jim Ellis Employee Charity

Giving history

Add / Update a Year

Charities Supported

Jim Ellis Employee Charity

Add a future year