Large sporting events rely heavily on volunteers, but rewarding those volunteers can quickly become difficult when multiple venues, personalised vouchers, branded communications, and redemption logistics are involved.

That was the challenge faced by NZ Open when organising complimentary golf vouchers for volunteers following the tournament.

Working alongside Millbrook Resort, the team needed a way to deliver hundreds of personalised golf vouchers across multiple courses while ensuring the redemption process remained simple for Pro Shop staff.

Instead of relying on spreadsheets, manual emails, and physical tracking processes, the campaign was managed through VaocherApp using automated voucher generation, branded delivery, and streamlined redemption workflows.

About the NZ Open Campaign

The New Zealand Open is one of the country’s premier golf events, bringing together players, sponsors, volunteers, hospitality teams, and golf venues across the region.

As part of volunteer recognition efforts, the tournament team wanted to provide complimentary rounds of golf as a thank-you reward.

However, this was not a simple one-voucher campaign.

The rollout involved:

• Two separate golf course voucher types
• Different recipient groups
• Some volunteers receiving one voucher, others receiving both
• Branded communications from both NZ Open and Millbrook
• Bulk delivery to large recipient lists
• Reliable redemption processes for venue staff
• Internal testing before launch
• Ongoing access for both organisations after deployment

The process needed to feel polished for recipients while remaining operationally simple for the teams managing it.

The Challenge

Managing Multiple Voucher Types Across Different Recipient Groups

NZ Open needed to distribute complimentary golf vouchers for:

• Coronet Course
• Remarkables Course

Some volunteers qualified for one course, while others were eligible for both.

That meant the campaign required carefully managed recipient segmentation to ensure the correct voucher combinations were delivered to the right people.

Unlike a standard gift voucher campaign, this project also involved multiple stakeholders.

The NZ Open team needed oversight of the campaign, while Millbrook Resort required the ability to validate and redeem vouchers efficiently at the Pro Shop.

At the same time, the recipient experience needed to feel premium and aligned with the event brand.

The team wanted:

• Professionally branded voucher PDFs
• Personalised recipient emails
• Clear redemption instructions
• Mobile-friendly voucher delivery
• Fast validation during redemption

Without the right system, this would likely have required extensive manual coordination across spreadsheets, email tools, and venue staff.

The Solution: A Structured Digital Voucher Workflow

VaocherApp helped both NZ Open and Millbrook create a workflow tailored specifically to how the campaign needed to operate.

Rather than forcing the teams into a rigid setup, the process was configured around the campaign requirements.

Separate Voucher Products for Each Golf Course

Two dedicated voucher products were configured inside VaocherApp:

• Coronet Golf Voucher
• Remarkables Golf Voucher

This allowed the teams to:

• Control recipient eligibility
• Track voucher usage separately
• Manage redemption independently per course
• Simplify reporting and validation

Branded PDF Voucher Designs

Each voucher was designed to reflect the premium nature of the NZ Open and Millbrook brands.

The final PDFs included:

• Course-specific branding
• Voucher codes
• Redemption instructions
• Expiry details
• Clean, professional layouts optimised for both desktop and mobile viewing

This ensured recipients received something that felt intentional and high quality rather than a generic coupon.

Custom Email Templates for Volunteers

The email experience was also customised to better align with the tone of the event.

Instead of sending generic system emails, VaocherApp helped structure personalised delivery emails that:

• Thanked volunteers for their contribution
• Explained how the vouchers worked
• Included clear redemption instructions
• Reinforced both NZ Open and Millbrook branding

This helped turn the voucher into part of the broader volunteer appreciation experience.

Bulk Voucher Generation and Delivery

One of the biggest operational advantages was the ability to automate voucher generation and delivery.

Using segmented recipient spreadsheets, VaocherApp could:

• Generate unique voucher codes automatically
• Match recipients with the correct voucher type
• Deliver vouchers individually via email
• Handle large recipient batches efficiently

This removed the need for manual one-by-one creation and significantly reduced the risk of sending incorrect vouchers.

For campaigns involving hundreds or thousands of recipients, this type of automation becomes critical.

Simple Redemption for Millbrook Pro Shop Staff

A major consideration for the campaign was ensuring the redemption process worked smoothly at venue level.

Millbrook staff needed a fast and reliable way to:

• Validate vouchers
• Confirm redemption status
• Avoid duplicate use
• Process guests efficiently at the Pro Shop

VaocherApp supported both:

• Mobile app redemption
• Web app redemption

This flexibility allowed staff to use whichever workflow best suited their operational setup.

The result was a much cleaner front-of-house process with less confusion during redemption.

Testing Before Launch

Before sending vouchers to the full volunteer database, the teams completed a structured testing phase.

This included:

• Internal test vouchers
• Email flow testing
• Voucher rendering checks
• Redemption validation
• User access verification

Testing helped ensure:

• Voucher codes worked correctly
• Branding displayed properly
• Recipient communications were accurate
• Venue staff understood the redemption process

By validating the full workflow before launch, both teams could move into the final rollout with confidence.

Key Results

The campaign successfully delivered:

Streamlined Volunteer Reward Distribution

The NZ Open team was able to distribute complimentary golf vouchers at scale without relying on manual administration.

Multiple Voucher Types Managed in One Workflow

Separate course vouchers could be tracked and managed independently while still operating within one coordinated campaign.

Professional Recipient Experience

Recipients received branded emails and professionally designed vouchers that reflected the quality of both organisations.

Faster Venue Redemption

Millbrook staff had a simple validation workflow that reduced confusion and made voucher redemption easier to manage.

Reduced Administrative Overhead

Automation significantly reduced the manual effort typically associated with volunteer reward campaigns.

Ongoing Access for Internal Teams

Both organisations retained access to campaign information, voucher tracking, and redemption visibility after launch.

Why This Project Matters

This campaign highlights an important shift happening across events, hospitality, and golf operations.

Voucher programs are no longer just about selling gift cards online.

Modern venues and event organisers increasingly need systems that can support:

• Volunteer reward programs
• Partner campaigns
• Sponsor activations
• Staff incentives
• Bulk guest experiences
• Event-based promotions
• Multi-venue coordination

What made this project successful was not just the voucher delivery itself.

It was the ability to coordinate:

• Multiple stakeholders
• Multiple voucher types
• Branding requirements
• Redemption operations
• Recipient communication
• Reporting and access

inside one structured workflow.

A Better Experience for Both Teams and Recipients

For recipients, the process felt simple.

They received a professional email, downloaded their voucher, and redeemed it at the venue.

For the operational teams, however, the impact was much larger.

Instead of manually creating vouchers, sending emails individually, and managing redemption through disconnected systems, the entire process became centralised and trackable.

That operational efficiency becomes increasingly valuable as campaigns grow in size and complexity.

The Outcome

Following the rollout, the campaign achieved exactly what the teams needed:

“All has gone well and the vouchers have been received.”

That outcome represented more than just successful email delivery.

It meant:

• Recipients received the correct vouchers
• Redemption workflows operated smoothly
• Venue staff had the tools they needed
• Both organisations maintained visibility across the process
• The campaign launched without unnecessary operational friction

A Strong Fit for Events, Tournaments, and Reward Campaigns

The NZ Open project demonstrates how VaocherApp can support far more than traditional online gift voucher sales.

For events and hospitality businesses managing large-scale reward campaigns, VaocherApp provides a way to:

• Generate vouchers in bulk
• Segment recipient groups
• Maintain brand consistency
• Simplify redemption
• Coordinate across teams and venues
• Reduce manual administration
• Improve the recipient experience

Whether the campaign involves volunteers, sponsors, staff rewards, or customer incentives, the same structured workflow can scale across different use cases.

Looking to Run a Similar Campaign?

If your venue, event, or organisation needs to distribute vouchers at scale, VaocherApp can help simplify the process.

From bulk generation and branded delivery through to redemption and reporting, the platform is designed to reduce manual work while improving the overall experience for both recipients and internal teams.

Whether you are managing:

• Volunteer rewards
• Tournament incentives
• Hospitality campaigns
• Partner promotions
• Staff appreciation programs
• Multi-location voucher programs

VaocherApp helps turn complex voucher operations into a much more manageable workflow.

Get in touch with the VaocherApp team to see how a similar setup could work for your organisation.