Volunteer Coordination Contacts 2016 Volunteer Coordinator Andrew Robertson (417)

Transcription

1 Volunteer Coordination 2016 Contacts 2016 Volunteer Coordinator Andrew Robertson (417) Golf Tournament Chair Emily Loiselle (847) Golf Tournament Co Chairs Tony Kulesa (816) Tom Greer (913) Dates Volunteer Meeting Thursday, August 4 th, PM 7:30PM CFS Engineers Office, 9229 Ward Parkway, Ste. 110 Kansas City, MO Park in back; we will watch the door to let you in. Food will be provided by CFS Engineers. RSVP at Tournament Friday, August 12 th, :15AM 2PM Hillcrest Golf and Country Club in Kansas City, MO Breakfast will be bagels and coffee; lunch after 1PM. Please plan accordingly. Originally designed by the famous Scottish course designer, Donald Ross, in Page 1

2 Overview Thank you for volunteering for the 11th Annual ASCE KC YMG Golf Tournament for Make A Wish! Make A Wish is a non profit charity which grants a wish for children diagnosed with a life threatening medical condition. The wish experience can be a game changer for the well being of the children and their family. The Make A Wish representative for the tournament is Angela Brewer, ABrewer@mo.wish.org. She has worked with our tournament in the past and is a great resource for hosting charity golf tournaments. Last year was our 10th Annual Tournament where the YMG raised $13,000 on top of the cost of hosting the tournament. 99 golfers and 24 volunteers enjoyed the wonderful weather at Falcon Ridge Golf Course on Friday, August 21 st, Last year was a great success thanks to the past Golf Tournament Co chairs, Tony Kulesa and Tom Greer. The 9th Annual Tournament was held at Swope Memorial Golf Course on Friday, August 22 nd, 2014 and was lead successfully by Autumn Schleicher. We are happy to return to the Missouri side this year which will make it easier to receive beverage donations. We are underway with signing up sponsors for the day of the tournament. Typically, our sponsors send one or two teams of four golfers to play. The golfers, maximum of 144, compete in a four person scramble which means that the team tees off and then continue to play using the best shot by their team. At 7:45AM, each of teams receives two golf carts with GPS systems and an official tournament scorecard rather than the normal golf course scorecard. Before the tournament starts, individuals may purchase $5 mulligans slips of paper. Mulligans let someone on the team replay a ball they just shot. There is a limit of 4 mulligans per team as anymore would significantly slow down the tournament. Along the way, there are three prize holes which are watched by at least two volunteers at all times who both need to be 21. Prize hole #1 is a Hole in One which usually means they win a car or motorcycle. We buy insurance from a company to cover the cost of this prize. Only one shot per contestant is allowed for the Hole in One prize hole. They cannot use mulligans and still win any of the prizes. Prize hole #2 is the Longest Drive hole. The longest drive is the final position of the ball hit from the Tee box. Prize hole #3 is the Closest to Pin hole. Again, the closest to the pin is the final position of the ball hit from the Tee box. The teams start the day using a shotgun start which means that all teams start concurrently at a different holes. Page 2

3 After completing all 18 holes, the teams gather for a lunch, a brief thank you speech, and the awards ceremony. First, second, and third places are awarded as well as the first, second, and third places for the second tier, a.k.a. below the 50% mark. Prize hole winners are announced and door prizes are handed out. The day usually wraps up around around 2PM. Volunteer Etiquette Please be ultra thoughtful of the golfers and the golf course by following these rules: Bring sunscreen, bug spray, folding chairs, mini coolers, snacks, water bottles, sunglasses, and a hat. Do not bring anything glass onto the course. Beer bottles are not allowed Avoid making shadows on the green and don t walk on the greens Please bring your cell phones and add my number Andrew Robertson (417) You will need to call if you need a bathroom break at the Clubhouse or if someone wins the Hole in One prize. Do not lose your phone; put it in a button pocket. Two people lose their phones every year because it falls out of their pocket during a golf cart trip. Please make sure you have a find my phone app ready and working Do not drive, move around, talk loudly, or make a noise when a team is actively taking their turns swinging Don t hang your feet out of golf carts If driving a golf cart, avoid driving on wet areas and stay on the path. If driving off the path, scatter rather than follow the leader If driving in a rotation around the course, travel from Hole 1 to Hole 9 and from Hole 10 to Hole 18. Go with the flow; unless taking people back and forth to the bathroom If parking a golf cart, make sure the parking brake is on and park out of the way. Sometimes staff at the Clubhouse will repark your golf cart while you are away if you don t park straight and leave room for other carts Do not leave anything of value in an unattended golf cart Clean up any trash you see around the course Bring any lost & found item to the Clubhouse Pro Shop immediately Page 3

4 Volunteer Duties Show up between 6:15AM and 6:45AM Tournament starts at 8AM Lunch at 1PM All Volunteers are asked to bring a bag of ice with them to the course plus a large cooler if already owned. Volunteer Coordinator Andrew Robertson Create list of Volunteers and bring list to course Order T shirts from Relic by August 1st and bring them to the Tournament (Mike Noguera) Assign Volunteer Duties Make Mulligan cut outs Bring easels Bring Cash for Mulligans in a cash box and Mulligan cut outs Bring Clipboards for Photographers Make sure the Tournament scorecards and programs are on the golf carts Volunteer Check in 1 Required Be proactive and ask if they are a volunteer Check off the 25 volunteers from the list provided at the table Confirm that the volunteer knows their duties Remind Prize Hole volunteers where to go Hand them their T shirt Call volunteers if missing If a volunteer cancels, then communicate to Floater volunteer what to do After registration is complete, hand list to Andrew Robertson Greeter 1 Required Stand between Clubhouse and Parking Lot Welcome the golfers to the Tournament Be proactive and ask if they are a volunteer Direct people where to go to check in Hold the door if applicable Registration Check in 2 Required Check off the 144 golfers from the list Confirm the name of each golfer or fill in the blank spaces with the names if missing Ask for their check if the team hasn t paid Tell them their golf cart numbers. The numbers correspond to their starting hole Tell them that they can buy mulligans at the next table Tell them about breakfast and what time to expect lunch Tell them where they can pick up their first beverages After registration is complete, hand list to Emily Loiselle Mulligan Sales Table 2 Required Position Mulligan Explanation Poster on an easel behind the table Take cash box and mulligan cut outs from Andrew Robertson Mulligans are $5 The maximum number of mulligans is 4 per team Page 4

5 They are limited to make sure that game doesn t slow down One person can buy all 4 for the team Ask them their team name and check off the team from the list After registration is complete, hand box to Andrew Robertson Sign Coordinator Mike Noguera Talk to Roland with Fairway Sponsors (877) Ext 104 to create the Tee Box signs, Tee Box (Prize Hole) signs, Platinum and Diamond Sponsor Thank You Sign, Gold and Silver Sponsor Thank You Sign, Mulligan Sale Sign, Beverage Sign, and Breakfast Sponsor Sign. These signs should include high definition sponsor logos. The last day to submit all logos is Aug 8th. Roland will ship the signs at noon on Aug 9th and they should arrive on Aug 10th. Bring a sharpie, packing tape, weights for easels if there is wind, string to tie the weights to the legs of the easels, a few nails and a hammer, and any signs you made Signs include the following: Huge ASCE Blue Banner Diamond Sponsor Banners Registration Banner 32 by 36 Platinum and Diamond Sponsor Thank You Sign 32 by 36 Gold and Silver Sponsor Thank You Sign 32 by 36 Mulligan Sale Sign 32 by 36 Beverage Sign 32 by 36 Breakfast Sponsor Sign 18 by 16 Half size Tee Box Signs for each sponsor 18 by 32 Tee Box Signs for each Prize Hole Set up the signs with the easels from Andrew Robertson Secure signs from blowing over Signs will be relocated at lunch time Tony Kulesa will bring the Huge ASCE Blue Banner, Diamond Sponsor Banners, Registration Banner, and a large check for the lunch ceremony Coordinate with Ozzy from Terracon to bring the Terracon Diamond Sponsor Banner The Tee Box signs should have metal sign holders attached when they arrive by mail. If the tee box signs don t come with the metal holders, then contact Mike Winckler from City of Independence to bring the Tee Box metal sign holders and tape the metal holders to the back of the tee box signs. If Mike s metal holders are necessary, when the Tee Box Signs get to the course, immediately tape the metal sign holders to the back of the signs and label the back of the signs with the tee box number. The three prize holes should be assigned to the Platinum and Diamond Sponsors as first priority. The prize holes are to be determined. The golf course staff will then take these signs and place them at the proper locations as they determine. If the staff doesn t take the Tee Box Signs, then you will. Position them between the Tee Box and the Golf Cart path. Do not place them on the Tee Box Once the golfers are finished, gather up the Tee Box signs After the tournament, return all signs, easels, and metal holders to the people who brought them Breakfast & Beverage Coordinator Jonathan Tronson Pick up and bring donuts and coffee Bring napkins, cups, creamer, and sugar Setup the Breakfast tables Page 5

6 Clean up the Breakfast table after lunch Coordinate who will bring large coolers Pick up and bring beer, gatorade, bags of ice, and bottled water Assign 4 coolers to be placed on golf carts. Each of these coolers will have a variety of beer in cans, gatorade, and bottled water The other coolers will remain in a spot near the Clubhouse at the Beverage sign Cart Driver Stephen Stinger and 3 Other Required You will be driving a golf cart with a cooler in the back Take Prize Hole volunteers to their holes by 7:45AM. Grab a course map from the Clubhouse Pro Shop and memorize it by 7:30AM Hand out beverages to the golfers and volunteers Return to the Clubhouse to refill the coolers Ask volunteers if they need a ride to the bathroom Ask Floaters if they want to help Keep your phone active as you will get a text if anyone needs beer Cart #1 starts at Hole 1 and goes towards Hole 9 then circles again. Cart #2 starts at Hole 5 and goes towards Hole 9 then starts at Hole 1 and goes towards Hole 9 then circles again. Cart #3 starts at Hole 10 and goes towards Hole 18 then circles again. Cart #4 starts at Hole 15 and goes towards Hole 18 then starts at Hole 10 and goes towards Hole 18 then circles again. Photographer 3 Required Bring your own cameras 2 Photographer volunteers will be assigned to one cart designated as the official group photographer. You will drive around with a clipboard, paper, and pen to record the groups in order. Also record where you took each photo. Group photos may be taken at the greens or tee boxes. Travel in reverse order starting at Hole 18 and working towards Hole 1. If you need a bathroom break, text Andrew Robertson your location and he will send a Floater to fill in. The other Photographer volunteer will take candid photos of everything and will be accompanied by a Floater volunteer. Upload all photos to the Google Drive Prize Hole Volunteer 3 Required for each Prize Hole Safely position yourself so that you have a clear view of both the tee box and the hole Be at your hole by 7:45AM If anyone gets a Hole in One on the Prize Hole #1, immediately call Andrew who will get the Staff Only one shot per contestant is allowed for the Hole in One prize hole. They cannot use mulligans and still win any of the prizes For Prize Hole #2 and #3, write down the name of the individual and the team who does the best on your phone and text it to Emily Prize Hole #1 (Hole in One) will be at Hole?. Distance from the Tee Off to the Hole is? ft Prize Hole #2 (Longest Drive) will be at Hole?. Distance from the Tee Off to the Hole is? ft Prize Hole #3 (Closest to Pin) will be at Hole?. Distance from the Tee Off to the Hole is? ft Page 6

7 Lunch Coordinator 1 Required Bring awards Gather all prizes and keep on person until lunch time Confirm the catering order will arrive at 1PM Set up lunch room with Staff and reposition sponsor thank you signs Set up awards table Make a list of who is speaking and confirm that they know the order At the beginning of the lunch line, hand out the raffle tickets, one per person It is your job to make sure the door prizes are handed out fast Floaters Help where needed Page 7