EVENT GUIDELINES and FORMS for Social Event or Golf Tournament

Transcription

1 EVENT GUIDELINES and FORMS for Social Event or Golf Tournament The attached documents are to be used for all events (golf and non-golf) sponsored by the Women of WVCC. They will guide you through the management of the event and they also establish certain requirements for events. For non-golf events, simply ignore the items that are specific to golf.

2 EVENT CHECKLIST Event: Event Date: Chair: Budget: COMMITTEE MEMBERS NAME MAIN RESPONSIBILTIES GUIDELINES See Event Guidelines page for more detail Get Event Notebook from WVCC. Read prior few years event information to prepare. Check budget with Treasurer Remind committee to keep close account of expenditures with receipts for reimbursement. Obtain sponsorships if necessary to have a first rate event. Contact clubhouse management team regarding food for event, event set-up, meal pricing Coordinate with club personnel on table arrangements, seating, schedule, etc. Contact Pro Shop regarding event sign-up (ForeTees and/or entry forms) Coordinate with President and/or Golf Chair Tournament must follow CONDITIONS OF COMPETITION Suggested Timing 3 Months before & Ongoing Review 3-4 Months before Event Sections of Event Guidelines PLANNING & PREPARATION COORDINATION with WVCC Club Management Team PUBLICITY TOURNAMENT BUDGET WRAP-UP Administrative Responsibilities Stay within your budget (but spend budget within 5%). Make frequent updates to President and/or Golf Chair Submit copy of Event Committee Report to President and/or Golf Chair within 7 days following tournament. Submit copy of Event Financial Report and Reimbursement or Check Request(s) to Treasurer within 7 days following tournament.

3 EVENT GUIDELINES PLANNING & PREPARATION Coordinate with Golf Chair and/or President. Get EVENT NOTEBOOK from Club (stored in Champions Room, in cupboard next to fireplace) Choose Committee members Get tournament budget information from Treasurer. COORDINATION with WVCC Club Management Team Plan well in advance and work closely with clubhouse management and personnel. 2-3 months prior to tournament Determine a theme, table decorations and other decorations appropriate to the occasion. Work with Event Coordinator regarding menu (establish price of meal including gratuity) and determine details regarding table linens, napkin and stemware. Coordinate with clubhouse personnel on table arrangements and seating. Prepare a seating schedule and post location of seating, or place cards can be put on tables. PUBLICITY SAVE THE DATE notice should go in the monthly newsletter 3 months prior to tournament. 2 months prior to tournament: Post FLYER in locker room and place in monthly newsletter. Have flyer sent in an e- mail blast. Arrange sign-up on ForeTees and/or entry forms with Pro Shop staff. Sign-up can also be available on the Women of WVCC website for the Member-Guest; coordinate with Web Administrator. Sign-up deadline is 7 days before event. Prepare a list of all participants in alphabetical order to be used for registration, checklist for pairings, club account charges and other needs. GOLF TOURNAMENT Golf Tournament Format must be pre-approved by Golf Chair and/or President prior to publicity distribution. All aspects of the tournament must follow the Conditions of Competition (next page) Tee prizes are expected for Member-Guest and Stagette (See appendix for ideas) Equal number of Gross and Net winners should be paid for each tournament. Keep this in mind when determining tournament format. Work with Course Superintendent for any special course set-ups. Work with Pro Shop staff to set up pre-start announcements. Posting of score (by Pro Shop or Individual; whether tournament or regular) Tournament format Special events (KP, Long Drive, etc.) Preferred lies or playing the ball down Golf Staff or committee members can prepare the pairing sheets and scorecards. When paying the field, 1/3 to 1/2 of the field should receive payout. PAY EQUAL GROSS & NET. Top prize money should NOT exceed entry fee. BUDGET INFORMATION Get budget from Treasurer. STAY WITHIN YOUR BUDGET, but use all available funds. Set Budget for Tournament entry fee & payout Committee members must keep receipts for reimbursement. Raffle tickets can be used to generate money to help with costs. Tickets can be sold the day of the tournament. WRAP-UP complete within one week of event completion Complete and submit Event Committee Report Complete and submit Event Financial Report All committee members complete and submit Reimbursement or Check Requests as appropriate

4 CONDITIONS OF COMPETITION For all golf tournaments sponsored by the Women of WVCC, organizers and players are asked to follow these Conditions of Competition. The objective is to ensure fair play for everyone and to protect the field in certain situations. Players are asked to follow USGA Etiquette guidelines during play. Music - Audible Music is not allowed during tournament play. Cell Phones - Players are asked to be conscientious with their cell phone usage and follow the WVCC Cell Phone Policy with the objective of ensuring that cell phone usage is neither a distraction to other players nor an obstruction to the pace of play. Specifically, ringer or ring tones should be set to vibrate or silent mode at all times, phone calls on tee boxes or greens are not allowed, and any phone conversation should be short, quiet, and discreet. There are no restrictions on sending or receiving text or messages. Pace of Play For the enjoyment of all players, we ask that play be completed in 4:15 for 18 holes and 2:10 for 9 holes. Please keep up with the group ahead. Handicap Establishment o GHIN procedures used for establishing handicap. o Maximum handicap of 40 o Members who are inviting guests are responsible for ensuring their guests have an established handicap. o If a guest cannot establish a handicap prior to the tournament, she will be assigned a handicap of 0 (zero) for the purposes of net competition. All participants must be at least 21 years of age. Partner Handicap Difference - Maximum of 10 GHIN Course Handicap point difference between partners for the purposes of net competition when the tournament format includes using partner s ball (Scramble or Shamble, for example). Formula for Handicap percentage will follow USGA recommendations. Pro Shop will assign Team Course Handicaps using USGA Guidelines. For example, Scramble: 20%, 15%, 10%, 5% of handicap assigned for players beginning with the lowest GHIN handicap. All competitions will have Gross and Net Divisions within each flight. Equal number of Gross and Net payouts for all tournaments. Procedures for Blind Draw determined by Pro Shop. If fewer than 4 players in TEAM event, procedure for Extra Ball played will be as follows: Players will rotate playing extra ball for entire hole. Player 1 Plays extra ball for holes # 1, 4, 7, 10, 13, 16. Player 2 Plays extra ball for holes # 2, 5, 8, 11, 14, 17. Player 3 Plays extra ball for holes # 3, 6, 9, 12, 15, 18.

5 Event Committee Report Event Name: Date of Event: Committee Chair(s): Committee Members: Number in Attendance: Attach participant list Menu: Theme: Description of Decorations/Centerpieces/Seating: Door Prizes/Raffle/ Donations: Comments/Suggestions: Revised 2/8/2018 Complete form immediately after event. File one copy in the event notebook and give one copy to the President (for social events) or the Golf Chair (for golf events).

6 Event Financial Report Event Name: Date of Event: Committee Chair(s): Available Funds Amount Source Budgeted Funds (amount designated by Ladies' Board) Entrance Fees ( $ each) Raffle ( $ each) Total Available Funds Expenses Amount Description Flowers Decorations Door Prizes Entertainment Food Speaker/Guest Meals Tournament Payouts (attach list) Miscellaneous Total Expenses Net Total Available Funds minus Total Expenses Submitted By: Date: Complete form immediately after event. File one copy in your event notebook and give one copy to the Treasurer. Revised

7 APPENDIX: IDEAS FOR GOLF TOURNAMENT THEMES AND TEE PRIZES Golf Tournament Theme Ideas Tropical Themes Wizard of Oz - Follow the Yellow Brick Road Sips & Tips Livin' La Vida Loca! Caddyshack (Gophers on table) Fifty Shades of Green Living Lucky at WVCC Divots and Divas Life is a Beach Age of Aquarius Mystery Themes (Detective) Never Never Land Solving a Crime at WVCC It's All About the 19th Hole Country Western Theme Olympics The Roaring 20's Diamonds in the Rough A Day at the Spa Swing with Bling Hawaiian Luau For the Love of Golf Disco Fever Partners in Crime Mad Hatter Tea Party Jungle Jane Diamonds are a Girl's Best Friend The Red Carpet Hollywood Call of the Wild Around the World in 18 Holes I am Woman - Hear Me Roar Breakfast at Tiffany's Friends Don't Let Friends 3-Putt Bonnie & Clyde Golf on the Wild Side Swingin' in the Rain Girls of Summer Rhinestone Cowgirl Winner Winner - Chicken Dinner Pretty Woman Don't Worry, Tee Happy! Girls Just Want to Have Fun May the Course Be With You Margaritaville Vegas / Casino Rock 'n Roll What Happens at WVCC, Stays at WVCC Golfing Safari Spring Into Golf Beach Party Garden Par-Tee Superheroes Carnival of Venice Christmas in July State Fair Wahine Hula Luau Carnival Theme Rocking Mardi Gras (Fat Tuesday) or (Fat Thursday) Wild West Showdown St. Patrick's Day - Luck of the Irish Golfing with the Stars Memorial Day - Celebrate Veterans Under the Tuscan Sun Independence Day - Firecracker Desperate Housewives Cinco De Mayo - Fiesta Theme Queen for a Day Reuseable Water Bottle Golf Towel Golf Glove (Choose from variety) Ball Marker & Hat Clip Golf Balls (Choose from variety) Bag Tag Golf Repair Tool w/ball Marker Golf Umbrella Gift Certificate to Pro Shop Gift Certificate for Vendor Show Tee Prize Ideas Coffee Mugs - Hot/Cold Reuseable - non-breakable Cooler - Lunch Size (Soft Side) with reuseable ice pack Golf Ball Cleaning Pouch (fits in pocket or attach to bag) Golf Utility Brush - Club Cleaner Driver Club Cover - Animal head(choose from variety) Shoe Bag for Golf Shoes Bag (Small) for Golf Suppies Bag - Carry-on Size Alignment Sticks 1st Aid Kit for Golf Bag