2019 Hospitality Resources

Introduction



General Hospitality Information

As event planners, we know you are tasked with providing all of your guests and clients with the information to help create a memorable and unforgettable experience at the BMW Championship. The information below is intended to help field any questions regarding the tournament, planning and the overall hospitality experience.

Guest List:
  • Begin compiling your guest list 4-5 months prior to the event.
  • Begin creating your invitation 3-4 months before the event.
  • A link to Championship Invitation templates is available at the bottom of this page.
  • Eight weeks prior to the tournament, we recommend sending corporate invitations and requesting a hard RSVP two weeks thereafter.

Shipping Forms:
  • If you are planning on shipping any items prior to tournament week please provide the requested details on the form below and return it to Collier Wiebe between July 15th and August 11.
  • Remember your FedEx account number, shipping boxes and tape so you are ready to ship items (if necessary) following the conclusion of play on August 18, 2019. The tournament team will have a FedEx pick up scheduled for Monday, August 19, 2019.
  • Also, please attach the shipping label in the link below to each one of your boxes so the tournament team can properly store your boxes before and during tournament week.
  • 2019 BMW Shipping Label is located in the downloads section below or click here.



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Ticket Management



Distributing Tickets

All tickets for the 2019 BMW Championship will be distributed electronically through Ticketmaster. There will be an online system for issuing and managing tickets. 

This partnership will introduce flexibility as last-minute changes are easy to execute, thereby maximizing your guest count and limiting wasted tickets on guest cancelations. With Ticketmaster, you now have the ability to track tickets and resend if guests can no longer attend the event.

Ticket Distribution Tips:
  • We recommend you distribute your hospitality tickets and parking passes as close to the event as possible to reduce the chance of a lost ticket or a ticket that goes unused due to a guest cancellation.
  • All tickets can be found on the event planner’s account manager.Please let us know who will be managing your ticket distribution as we will communicate instructions to access their Account Manager.
  • When you access your Account Manager, you will be able to transfer tickets and parking passes to your guests, keep track of who you have sent them to and add contacts to an address book
  • The guest will then log into their own Account Manager account and accept the ticket transfer
  • Staff will be available to help answer questions on Account Manager and the transfer process
  • If you do have a cancellation, use your established guest list to redistribute the ticket before the event.
  • Because your tickets will be delivered electronically we recommend creating a guest event package you can send to your guests before they arrive on site. Included in this package could be important documents such as the bag policy, camera policy, and any other information you need to send to your guests for your personal hospitality area.
  • This is also a good time to add in any small gifts you have for your guests that you have purchased.
  • You can download an instructional PDF of the Account Manager one pager in the files section below or here.
  • For a step-by-step guide on how the receipient accesses tickets, click here.


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Policies and Procedures



Admission Policy

No re-entry:
  • There will be no re-entry into the tournament grounds for ticket holders.
  • Guests may come and go from the hospitality venue with their hospitality ticket and wristband, which will be given to them upon their initial arrival to the hospitality venue.
  • When a guest leaves the tournament grounds they will not be able to return with their used ticket.
  • Hospitality hosts will not be able to come and go from the tournament grounds. If you have multiple hosts working on one day, they will need to have their own ticket to enter the tournament.

Hospitality guest check-in
  • A hospitality ticket will give your guests access to the tournament grounds and your respective area.
  • Hospitality volunteers will be at hospitality entrances to welcome guests who have a daily hospitality tickets
  • Once your guest has received their wristband, they will only need to show the wristband to re-enter the venue. They will not need to show both the ticket and wristband to re-enter, the wristband alone will provide them accessPlease remind guests that both the ticket and wristband are needed to re-enter the hospitality area.
  • All guests will be scanned at the main entrance and at the hospitality venue

Hospitality Credential system: ON-COURSE HOSPITALITY VENUES
  • For your benefit, we strictly enforce access to the hospitality venues. Anyone wishing to gain access must have the proper ticket. No exceptions will be made.
  • Please make sure that your company executives and clients have their tickets.
  • Friends of your organization will not be able to enter without a proper ticket to your hospitality venue.
  • Your guests with grounds tickets will not be able to visit your hospitality venue. They will need a proper hospitality ticket to enter your venue.
  • There will be color-specific wristbands at each venue. A ticket and correct color of wristband will be required to access the venue. No other tickets, sticker, pin or button will provide access.
  • Tournament volunteers and security personnel will control access at the entrance to each hospitality venue to make sure that only those with the proper ticket or credential gain access.
  • Your guests will ONLY have access to the venue indicated on their ticket.

Hospitality Credential system: STAFF TICKETS
  • Your hospitality package provides staff tickets for each day that you are occupying the hospitality venue. These tickets are to be worn by those acting as your venue host.
  • Those with staff tickets may enter the grounds an hour before the general public to prepare for the arrival of your guests. Parking lot shuttles will be operating to facilitate their early access.
  • Also included with your staff tickets will be approved electronic device tags. These will allow you to bring in a workbag and computer if you need to check in guests or get work done before your guests arrive.

Hospitality Occupancy, Obligations & Rules
Hours of Occupancy:
  • Company shall have the right to occupy the hospitality venue for the days during tournament week as stated in the agreement (approximately one hour before play begins and approximately one hour after play ends). Company will completely vacate the hospitality venue by the end of the period of occupancy with the exception of company staff removing personal property on the last day of the BMW Championship. Company may remove personal property at later times with prior written arrangement.

WGA Obligations to Company:
  • Provide security personnel at the entrance of the hospitality venues.
  • BMW Championship volunteers will greet all guests as they arrive, and act as a concierge for anyone that needs assistance. Each hospitality location will have a “venue captain” that will be your primary point of contact.
  • Furnish janitorial services each night to clean the hospitality venue.
  • Place an appropriate sign bearing company’s name upon entering.
  • WGA reserves the right to remove any person who interferes with others at the BMW Championship and to exercise this authority through its agents or appropriate law enforcement officials.

Rules and Regulations:
Company agrees to abide by the following rules and regulations:
  • Comply with WGA’s daily wristband policy.
  • Do not disturb or interfere with other hospitality venue guests. If you have trespassers in your venue, please let your venue captain know as soon as possible so he or she can take the necessary precautions to remove the individual(s).
  • Only plan events within the venue during hours of occupancy, unless otherwise authorized by the WGA.
  • Use the hospitality venue with the degree of decorum and respectful behavior appropriate for a professional golf championship.
  • Provide each hospitality venue guest with the necessary credential furnished by the WGA.
  • Permit WGA, WGA employees, concessionaires, agents and representatives to have free access to the hospitality venue during tournament week in order to service the area.
  • Surrender the hospitality venue at the end of tournament week and leave the furnishings and amenities in the same condition in which they existed at the date of commencement (ordinary wear and tear expected).

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Advertising Opportunities



Official BMW Championship Program Advertising

Advertising in the Official BMW Championship Program is the most effective way to put your message directly into the hands of the highly desirable audience attending the BMW Championship. Featuring important course information, engaging articles, player profiles and more, the Official BMW Championship Program is carefully designed as a keepsake to deliver significant brand recognition during and after tournament week.

The Official BMW Championship Program will be distributed exclusively to all corporate hospitality venues and distributed to VIPs, Pro-Am participants and our dedicated volunteers, ensuring maximum exposure for your advertisement.

Please download the advertisement specifications and full details here in PDF format.
Contact Matt Minella, Sales Director minella@wgaesf.org for more information.

Demographics

AGE

18-24.……6%
25-34……12%
35-44……17%
45-54……20%
55-64……19%
65+………26%
HH INCOME (INDEX)

$25,000 OR LESS………… 61
$25,000-$49,000 ………… 87
$50,000-$74,999.…………102
$75,000-$99,999.…………118
$100,000-$149,000………131
$150,000+ …………………151
JOB TITLE (INDEX)

PRESIDENT……………144
VICE PRESIDENT …….166
MANAGEMENT……….152

Index vs US Average (US average=100)
Source: MRI Doublebase 2008

CONSUMER PROFILE

• 73% dine out once a week or more
• Average number of times dining out per month: 5
• 84% own at least one home
• 19% Own a second home or condo
• 72% made home repairs in the past year
• 77% consumed alcohol in the last 30 days
• 63% Rented a car within the past year

INTERNET ACTIVITY

• 90%+ use the internet regularly
• 67% purchase products or services on-line
• 58% research travel information and services
• 56% conduct banking activities
• 41% research financial services / information
• 20% research real estate information
FINANCIAL/INVESTMENTS

• 75% Invest in stocks
• 55% Use an investment advisor
• 85% have life insurance
• 46% hold a corporate credit card.


TRAVEL

• 80% took a domestic flight or business trip in the past year
• 87% plan to travel on vacation in the next year
• Average cost of principal vacation is $2,800
• Of those travelers, 80% plan to play golf while on vacation
• 40% plan their vacations around golf courses or resorts
• 44% stayed 7 nights or more in a hotel for a golf specific  vacation within the past year

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FORMS



Downloadable/Printable Forms

The following list of forms is avaiable for your convenience. All are in Adobe Acrobat PDF format and can be downloaded, printed, saved, etc. If you require something that is not shown below, please contact Collier Wiebe (wiebe@wgaesf.org).

Event Planner Information Form: This information will be used to communicate all BMW Championship information before and during tournament week. This is especially important for any weather related issues that may result in time sensitive updates during tournament week.

Corporate ID Form: The company name on this form will be used on signage in the hospitality area. Your company name will appear in wordmark in plain black font. No exceptions.

Hospitality Inspection Form: The hospitality chalets will be open to conduct a final inspection from 8:00am-5:00pm, Thursday, August 8 - Sunday, August 11. Representatives from the championship will accompany each supporter on their site inspection to answer any questions or address concerns.

Shipping Forms:

Inbound Shipment Form: Notification form to be used for sending to the tournament, prior to shipping.

Inbound Package Label: Use one on every package sent, to ensure delivery to your hospitality venue.

Outbount Shipment Form: To be used for sending back to your location from the tournament, prior to shipping.

Additional Tickets:

Additional Tickets-13th Green Skybox
Additional Tickets-17th Green Skybox
Additional Tickets-18th Green Skybox
Additional Tickets-Medinah Marquee 
Additional tickets-Bendelow Club 
Additional Tickets-Clubhouse Rooms
Additional Tickets-Chalet 
Guest Ticket Recipient Step-by-Step Guide

Other/Miscellaneous Forms:

Credit card authorization form
Program Advertising Specifications
TicketMaster Account Manager

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Artwork & Files



Photography and Art

For all clients with a program ad in the Official BMW Championship Program, please follow the guidelines on the advertising shown in the Ad Spec document here. All program ads are subject to final approval by BMW North America and the Western Golf Association.

For those wishing to use the BMW Championship wordmark on their invites please use only the attached wordmarks below. If you have any questions you can reach out to Collier Wiebe, wiebe@wgaesf.org. Click here if you need the file for a web-based invitation or click on this version for print-based invites.

E-Mail Invitation Templates

For your convenience, the WGA staff have created a template to be used with Microsoft Outlook. This template file has multiple banner versions, BMW Championship-approved font and layout guidelines and contains all instructions inside of the Outlook OTF template file.

To use this file, download the file (please note, the file is compressed with ZIP and needs to be expaned prior to the next step), once you un-zipped the file, open it within Outlook and follow the instructions in the body of the template. Please note, the WGA and BMW Championship cannot provide any technical support with this template and it is being provided as-is.

Miscellaneous Files

Instructions for using the Ticketmaster Account Manager can be downloaded here.

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2019 Hospitality

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Medinah Country Club

Medinah, IL


Medinah Country Club hosts the BMW Championship in 2019. Entertain your guests and prospective clients at this iconic venue.

 

> Hospitality Planner Info

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