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You said yes to organising the trip. Now comes the part nobody warns you about. Here’s how to make the right calls — from choosing the resort to getting everyone home happy.
Somebody has to do it. And whether you’re the Lady Captain planning the annual away trip or a member who just volunteered at the wrong moment, organising a group golf break is a proper job.
There are tee times to negotiate, rooms to allocate, handicaps to consider, and at least one person who’ll want a single room, two who can’t share, and one who isn’t sure she’ll be able to make it until a fortnight before.
The good news: most of the stress comes from asking the wrong questions too late. Get ahead of it, and a trip for eight, twelve or twenty women is genuinely manageable. This is your guide to doing exactly that.
Choosing the right resort
The single most important decision you make is the venue. Get this right and everything else is easier. Get it wrong and you’ll know about it from the first tee.
The course itself
A course that’s right for your group is not necessarily the most famous or the most photographed. Before you shortlist anything, be honest about the spread of ability in your group. If your slowest golfer will struggle on a 7,000-yard links in a westerly wind, it doesn’t matter how good the spa is. A well-matched course makes for a better day’s golf and a happier group.
Things to establish before you commit
- What is the course length from the forward and middle tees? Ask for the card, not the marketing copy.
- Are there any holes that are genuinely difficult for higher handicappers — carries over water, forced layups, very tight driving lines?
- Does the resort have more than one course? If so, which is recommended for a mixed-ability group?
- What are the prevailing conditions at that time of year — links exposure, muddy fairways, slow greens after winter?
Hilliness — ask directly
This is one of the most under-discussed factors in group trip planning and one of the most important. A hilly course is a very different day out from a flat parkland, and what’s manageable for one member may be genuinely difficult for another. Don’t rely on the resort’s website — ask someone who has played it. Resort photography is expertly designed to make a steep climb look like a gentle undulation.
Be specific when you ask. ‘Is it hilly?’ will get you a vague answer. ‘Are there significant climbs between greens and tees, and are there any holes where the walk itself is demanding?’ will get you a useful one. If the honest answer is yes, that’s not necessarily a reason to rule it out — but it is a reason to make sure your whole group knows before they arrive.
Buggies — book early and read the small print
If some members of your group rely on a buggy, or simply prefer one, this needs to be sorted before you confirm the booking — not on the morning of the round. Buggy availability at golf resorts is finite, demand is high, and they are not always allocated on a first-come basis.
A resort that tells you ‘buggies are available’ is not the same as one that has reserved buggies for your group.
Ask the resort exactly how many buggies they have, how many are reserved for your group, and whether that reservation is confirmed in writing.
Also establish
- Is buggy use permitted across the whole course, or are there restrictions — certain holes, seasonal ground conditions, wet weather policies?
- Is there an additional charge per buggy per round, and is that included in your group package or billed separately on the day?
- What is the resort’s position if a buggy becomes unavailable on the day — mechanical failure, course closure? Is there a contingency or a refund?
- If a medical certificate is required for buggy use, does the resort need sight of it in advance?
Sorting buggies at the last minute is one of the most common causes of a difficult first morning. Make it part of your initial booking conversation and confirm it in writing.
Women-friendly — what it actually means
Every resort will tell you they welcome women. What you need to know is whether they’ve thought about it. There’s a difference between a club that tolerates women golfers and one that genuinely caters for them.
Concrete indicators matter more than warm words
- Are the women’s changing rooms the same standard as the men’s — same number of lockers, same quality showers, same locker room access to the 19th?
- Is the pro shop properly stocked for women, or is it three rails of men’s waterproofs and a token display of visors?
- Do women get unrestricted tee time access across the week, or are there historical reserved slots that effectively limit your options?
Travelling distance
For an overnight trip, two to three hours is typically the outer limit before travel becomes a talking point in itself. Establish early whether your group is driving independently, sharing cars, or using a coach — this affects where you can realistically go and what time you need tee times.
A resort within comfortable reach also reduces the risk of the trip feeling like an expedition. You want people relaxed and ready to play, not frazzled from a five-hour journey.
STEP TWO
Nailing the accommodation
Accommodation is where group trips can quietly unravel. The golf resort brochure shows elegant twin rooms with garden views. What it doesn’t show is that there are fourteen steps between the car park and reception, no lift, and a corridor that echoes at midnight.
Ask the practical questions directly.
Room allocation
Find out early who wants to share and who wants a single room. Don’t assume — people’s circumstances change. A member who’s always shared in previous years may now prefer her own space, and she may not feel comfortable saying so unless you make it easy.
The single room supplement is real and it can be significant. Flag it explicitly when you’re gathering numbers. Some resorts will negotiate on supplements for larger groups — it’s always worth asking, especially mid-week or off-peak. What you should not do is absorb the cost into the overall price without being transparent about it. That creates resentment.
What to check about the hotel
- Are all rooms in the same building, or are some in annexes or lodges further from the main hotel? This matters for evening socialising.
- Is there step-free access throughout, and is the dining room accessible from all accommodation? Relevant if anyone in your group has mobility considerations.
- What is the latest check-in time, and can bags be stored on arrival if you’re playing first and checking in after?
- Is there a quiet area for the group to gather in the evening, or will you be sharing bar space with a conference group?
- What is the resort’s policy on outside food and drink for room nights — relevant for groups who like to bring wine.
STEP THREE
Getting the format right
Two rounds of golf over a weekend or two-day break is the standard, but the format within those rounds is yours to decide. A few things that make a difference:
Tee time logistics
For a group of any size, you’ll need to establish whether the resort can accommodate you in a block or near-block — ideally all starting within an hour of each other. Staggered tee times across three hours means the group is never together and the day loses shape. Ask specifically: how many tee times do you have available in that window, and what’s the minimum gap between groups?
Also clarify: are you booking all tee times through the resort, or can individual members book and pay separately? The latter creates an administrative nightmare. Keep it central.
Competition or social?
Agree this before you go, not on the first tee. Some groups want a proper competition with a presentation at dinner. Others want a gentle Stableford with a kitty and no pressure. Both are fine — but mixed expectations are not. Canvass the group, make a decision, communicate it clearly.
If you’re running a competition, sort the format, handicap allowances and any prizes before you travel. Don’t leave scorecards to be calculated at the dinner table.
The evening
One dinner is usually included. Find out from the resort what the options are — set menu, à la carte, private dining room — and whether dietary requirements can be accommodated. Ask for the menu in advance if possible, particularly for anyone with serious allergies.
If you’re planning a presentation or a group moment, talk to the resort about the timing and whether there’s a suitable space. A corner of a busy restaurant is rarely ideal.
The organisational detail that saves you
The difference between an organiser who enjoys the trip and one who spends it fielding questions is preparation. Here’s what experienced group trip organisers do before they leave home.
- Confirm everything in writing. Tee times, room allocation, dinner booking, any agreed concessions on supplements. If it wasn’t confirmed by email, it wasn’t confirmed.
- Create a trip sheet. One document with arrival time, tee times, format, dress code requirements, dinner time and any other logistics. Share it with the group at least a week before. A WhatsApp message the night before is not enough.
- Collect money early. Chasing payments during or after the trip is miserable. Set a payment deadline and stick to it. If someone pulls out after the deadline, be clear in advance about your refund policy — resorts rarely offer one.
- Have a point of contact at the resort. Get a name, not just a general number. If something needs fixing on arrival — a room that’s wrong, a tee time that’s changed — you want to speak to the person who can sort it.
- Build in flexibility. Things will not go entirely to plan. Someone will be late. A tee time will slip. Weather will intervene. The organiser who can adapt without catastrophising is the one everyone wants to go away with again.
Finally
The best group trip organisers are not the ones who do everything. They’re the ones who ask the right questions early, communicate clearly, and don’t try to please everyone. You will not please everyone. Someone will want an earlier tee time, a different room, a different format. Do your best, hold your nerve, and remember: you’re the reason the trip is happening at all.
The resort reviews on Women & Golf will tell you which venues have earned a recommendation for group stays. Use them. And when you get back, tell us how it went.
ORGANISER’S CHECKLIST
Save this. Tick it off. Travel light.
✓ Before you book
□ Confirm group size and get a firm headcount before approaching resorts
□ Establish the ability range in your group — be honest about it
□ Agree travel distance and likely travel method
□ Set a budget range per person including single room supplement where applicable
□ Shortlist resorts that offer two rounds, overnight accommodation and evening dining
□ Ask specifically for the women’s changing room and facilities standard
□ Confirm tee time availability in a manageable window for your full group
□ Ask about the course terrain — hilliness, significant walks between holes
□ Confirm buggy numbers in writing if any members need or want one
□ Agree competition format or social format with the group before booking
□ Collect dietary requirements and pass to the resort before arrival
□ Create and share a trip sheet at least one week before departure
□ Collect all payments before departure
□ Confirm all arrangements in writing with a named contact at the resort
□ Check resort’s cancellation and refund policy before signing anything
Questions to ask the resort
- Can you accommodate our full group within a two-hour tee time window on both days?
- What is the course length from the forward and middle tees?
- How hilly is the course — are there significant climbs between holes?
- How many buggies do you have available, and can you guarantee a set number for our group in writing?
- Is buggy use permitted across the whole course, and are there any seasonal or weather-related restrictions?
- What is the standard of the women’s changing rooms and locker facilities?
- What is your single room supplement, and is there any flexibility for larger group bookings?
- Are all rooms in the main building, or are some in separate lodges or annexes?
- Can you accommodate dietary requirements at dinner, and may we see the menu in advance?
- Is there a private or semi-private space available for our group dinner or presentation?
- Do you have a named group coordinator we can liaise with throughout our stay?
- What is your cancellation policy if a member has to drop out after booking?
- Are there any restrictions on tee time access for women during our stay dates?
