MODUS OPERANDI, GAUTENG OPEN BOWLS CHAMPIONSHPIS Annexure A: Guide to Competitors and Conditions of Play 1. Title

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1 MODUS OPERANDI, GAUTENG OPEN BOWLS CHAMPIONSHPIS Annexure A: Guide to Competitors and Conditions of Play 1. Title 1.1 The Perfect Delivery Gauteng Open Bowls Championships 2. Venue and Timing 2.1 The Tournament shall be held over 4 weeks annually in July. 2.2 The Tournament shall be hosted on a rotation basis by those Districts qualified by the Gauteng Bowls Executive to be the hosts. 2.3 The Tournament will consist of 7 (seven) separate competitions, i.e. Fours, Pairs and Singles for both men and women and also a Mixed Pairs competition. 2.4 The Tournament will be scheduled as follows: Weekend 1 Men s Pairs and Women s Singles Weekend 2 Men s Singles and Women s Pairs Week 2 - Monday and Tuesday Mixed Pairs Weekend 3 Men s and Women s Fours Week 3 starting Monday Playoffs Weekend 4 Play Offs, Semi Finals and Finals Depending on the number of entries and/or the weather conditions The Committee reserves the right to card matches on non-playing days to either complete the Round-Robin Sections, Section playoffs or playoffs, to ensure that The Tournament is completed in the time allocated 3. Tournament Committee 3.1 The District responsible will appoint a Tournament Committee, hereinafter, referred to as The Committee, no later 31 October preceding the tournament. 3.2 The Committee to comprise of Chairperson, Vice-Chairperson, Secretary, Treasurer as well as members to carry out the functions of Communications (including the Press), Records, Catering, Greens, Handbook and Technical Officials. 4. Control 4.1 The Gauteng Open Championships will fall under the control of Gauteng Bowls Executive and The Committee of the Hosting District. 4.2 The division of duties between The Committee and a Jury of Appeal will include but not be limited to: 1

2 4.2.1 The Committee; May change the times, dates and venues of games to be played in order to keep the tournament flowing and to ensure it is completed in the allocated time Abandonment of Play; The Committee shall have the final decision and be responsible for advising Club Tournament Officials, herein after, referred to as CTO, of the revised program Jury of Appeal; Transgressors are to be handled accordingly through the interpretation of the Conditions of Play, herein after, referred to as The COP and the Laws of the Sport of Bowls as and when required. 5. Jury of Appeal 5.1 The Committee will appoint a Jury of Appeal, which must be approved by Gauteng Bowls, and will consist of: A Member of the Executive of Gauteng Bowls or a Nominee A member of the Host District s Executive Committee, who is not a Member of The Committee The Chairperson of the Host District s Technical Officials Standing Committee or a nominee of that Committee. 5.2 All decisions of the Jury of Appeal shall be final. 6. Selection of Headquarters and Sub-Headquarters 6.1 The Clubs concerned should have sufficient accommodation either in the clubhouse or in the grounds to enable it to provide; at least 2 (two) greens graded B or higher, catering and parking facilities for officials, players, press and public, facilities for The Committee and Tournament Records 7. District Flags, Trophies and Seating 7.1 District flags are to be delivered to the Host District office prior to the commencement of the tournament. Said flags are to be handed to the Headquarters Host Club to be raised and lowered each day of play. Headquarters Host Club must have a minimum of 8 (eight) flag poles to accommodate the National flag, Gauteng Bowls flag, the 5 (five) District flags and the Host Club flag. District representatives are to collect their flags from the Tournament Secretary after the flag lowering ceremony at the prize giving. 7.2 It is the responsibility of the previous year s Host District to ensure that the trophies for all the disciplines are collected, engraved and delivered to the present year s Host District s office prior to the commencement of the Tournament. 7.3 Seating in the form of chairs and/or stands are to be placed around the green/s for at least the Finals day. 2

3 8. Greens Selection, Inspection and Specification 8.1 The Committee together with the Host District s Greenkeepers Standing Committee will arrange to inspect the proposed greens 6 (six) months prior to the tournament and report back to the Gauteng Bowls Executive. The Club Green keeper and The Committee member responsible for greens must be present at all inspections of the greens. 8.2 It is the responsibility of The Committee to ensure that the Greenkeepers Standing Committees instruction and recommendations are carried out. 8.3 Selected greens must conform to grade B with a minimum speed of 12 seconds. 8.4 Gauteng Bowls reserves the right to instruct The Committee to change venues if the greens do not adhere to the necessary requirements. 8.5 Rinks widths are to be set at 5 (five) meters and no boundary threads are to be used for the Tournament. 8.6 In the event that a visually impaired player is participating at a specific club, said Club must be able to lay and move a middle line thread as required. 9. Tournament Entries 9.1 All participants must be registered Bowlers in their Country of Residence. 9.2 The Fours, Pairs and Mixed Pairs disciplines shall be open to teams made up of players from the same club In the event where a player is Dual Member and he or she is not representing their Club of first choice, he or she must supply documentary proof with the official entry form that their club of first choice is in agreement with such an entry In the event of any of the players being visually impaired, it must be so stated on the Entry Form. 9.3 The closing date for all entries will be the end of March preceding the tournament. Late entries will only be considered at the discretion of The Committee. 9.4 The Committee shall make the following information available on the Gauteng Bowls and the Host District s websites: Entry Forms for notice boards and for official submissions Notice board forms must include designated playing dates and cost per entrant. Cost per entrant to include facility fee of R20.00, which will be paid to hosting venues by The Committee, two weeks prior to the start of the Tournament. Cost per Championship; Singles R per player Pairs and Mixed Pairs R per player or R per team Fours R per player or R per team 3

4 9.4.3 Official Entry forms must include the necessary banking details The Conditions of Play. Refer to website. 9.5 All Official Entry forms, submitted either by or facsimile, must be accompanied by a proof of payment for the correct fees, to the Host Districts dedicated Tournament account. 9.6 Entry forms submitted without the necessary payment will be placed on a waiting list until such payment is received. 9.7 No refunds will be made to players or teams withdrawing from the Tournament once the draw has been done and published. 10. Handbook 10.1 The Tournament Handbook, preferably not exceeding 30 pages, will conform to the content as described below and may be interlaced with advertisements and messages from Clubs: Title/Cover page Contents page Message from and colour photograph (if possible) of; The Sponsor The President Gauteng Bowls The Host District President Colour photograph and contact details of the Tournament Committee Programme of Events Guide to Host Clubs, including Club name, physical address, G.P.S coordinates and Club contact number Guide to Competitors, (See Annexure A) Colour photographs of the previous Winners for all 7 (seven) Championships Conditions of play for all disciplines. (See Annexure A) 10.2 The Committee must ensure that there is no conflict of interest between the sponsors and proposed advertisers 10.3 Quotations are to be sourced from at least 3 (three) printers After consolidation of entries, handbooks will be made available to players at the various venues. 4

5 11. Finance 11.1 At an early stage The Committee must prepare a budget, in the format prescribed by Gauteng Bowls of anticipated income and expenditure for the Tournament. The budget, besides the normal items must include the cost of a handbook per player and security at the Headquarters host club. The budget must be submitted to the Gauteng Bowls Executive for approval by the 31st January of the year of the tournament The Gauteng Bowls Executive must determine the entry fee and the prize monies for the various Championships and supply said information, along with the Sponsors financial commitment, to The Committee timeously to assist them with the drawing up of the required budget It is the prerogative of the Gauteng Bowls Executive to reduce or increase prize monies proportionately in each discipline based on the actual income Once the Gauteng Bowls Executive approves the budget, it is The Committees responsibility to operate within the approved budget. Should any deviation from the approved budget be necessary, written approval must be obtained from the Gauteng Bowls Executive All matters regarding insurance must be discussed and dealt with by the Gauteng Bowls Executive The Gauteng Bowls Executive, will on request, make an advance payment to The Committee to meet its early obligations All income and expenditure concerning the Tournament will be handled through one Tournament Account to be administered by The Committee. The following procedures must be adopted: All income must be reflected in The Committee account All expenditure for supplies, services, prizes etc. will be a charge against The Committee Tournament Account Prize monies will be paid out by electronic transfers (EFT), from the Tournament Account, after completion of the Tournament and the beneficiaries have completed and returned the necessary vouchers after the prize giving on the final day. The Treasurer, with the assistance of the Records Office must ensure that all participants from the quarter-final playoffs complete the necessary EFT vouchers Not more than 30 days after the conclusion of the Tournament a Financial Statement of all income and expenditure must be produced and submitted as an appendix, to The Committee Chairpersons Report, to the Gauteng Bowls Executive for approval Any surplus from the Tournament will be divided as follows 50% to be paid to Gauteng Bowls within 60 days and 50% to be retained by the Host District. 12. Accommodation and Records 12.1 Accommodation at Headquarters. The following accommodation is required for the duration of the Tournament; An office large enough for the Records staff and the necessary office equipment. 5

6 A room large enough to have meetings or interviews to be available for use by The Committee and Gauteng Bowls Executive Records. The success of the Gauteng Open Championships, from its initial stages to its completion, depends largely on the efficient running of the Records Department. This is coupled with the necessary technological support and efficiency of Club Tournament Officials at Headquarters and Hosting clubs At Headquarters, a well-tested computer system is to be used which caters for Capturing entries Checking membership numbers against the Bowls SA database Doing draws Producing sections charts, logs and play-off charts Receiving results from Host Clubs Supplying press releases Initiating Score Cards and Result Forms for each venue for all disciplines. Producing Score Cards for the play-offs To ensure that the flow of information to and from Host Clubs is timeous, accurate and available the utilization of s, facsimile or the website must be exploited to the full All Section Charts, Logs and Play-off results are to be published and posted on the Gauteng Bowls and host District s websites and a notice board at Headquarters During the final stages of the Tournament it is the Records Department s responsibility to draw up and maintain a list of players involved in more than one of the playoffs to allow for the appropriate planning regarding dates, times and utilisation of rinks. 13. Club Tournament Officials (CTO) 13.1 The CTO, as the Tournament Committees direct liaison with the players, can make or break the Tournament. It is of utmost importance that their names and telephone numbers, both at the Club and at home, are readily available at the records office The CTO must check that all communication methods are working before and during the Tournament to ensure the timeous dissemination of the necessary results Declaration Forms The CTO is to ensure that prior to the commencement of each discipline the required declaration forms are completed in full in terms of the player s names and the BSA membership numbers comply with the official entries and the BSA Membership cards Should any variations be evident Tournament Records must be notified immediately to update the necessary documentation The CTO is to ensure that he/she has enough markers and that they are in attendance should the Singles Discipline be allocated to their Club. At Headquarters the CTO will liaise closely with The Committee for markers for the Singles Finals. The previous year s winners, should they not be playing and are available to mark, must be afforded the opportunity to mark. 6

7 13.5 The CTO, along with the appointed Technical Official, also has the responsibility to ensure that the Tournament is run according to the Conditions of Play and as close as possible to the laid down times. 14. Catering 14.1 The Tournament Catering Convenor must form a sub-committee and convene a meeting to discuss menus and recommended prices and report back to The Committee a month later Once the Hosting Clubs have been identified, a meeting must be called with the Club Catering Convenors and one additional club member to discuss the proposed menus and pricing A feedback meeting one month later must be held to finalise the catering and iron out any possible problems It must be noted that teas & lunches are not compulsory for the players although they take priority over the public The Tournament Catering Convenor must ensure that adequate arrangements are made at Headquarters for: Teas and lunches for VIP s and Sponsors The general public is catered for, especially and particularly the last week of the playoffs. 15. Technical Officials (TO) 15.1 The Committee member responsible for TO s is to ensure that all hosting clubs have a competent qualified TO on duty at all times during the tournament. This may require liaison between clubs and the drawing up of duty rosters, with contact numbers, to avoid any non-availability at clubs The TO District Standing Committee is to supply the necessary TO s at the required venues from the quarter-finals onwards. 16. Medical 16.1 In case of an emergency, The Committee and the respective CTO s at each venue must make sure that contact information of a doctor, dentist and all medical facilities are available, preferably close by The Committee must request one of the Emergency Services in the area to provide a First Aid Service at Headquarters for the final stages of the Tournament. 17. Closing Ceremony 17.1 Invitations to the Closing Ceremony The official Gauteng Bowls invitation list is to be obtained and strict adherence to this list must be observed. 7

8 In the case of special invitations by The Committee, a list must be submitted to Gauteng Bowls for approval Invitations are to be sent out 2 (two) months prior to the Event and a record of replies compiled The Finals must be so timed to be completed before dusk to allow for the Closing Ceremony. The Closing Ceremony, weather permitting, must take place on the green immediately on conclusion of the finals. Should there be inclement weather alternative arrangements must be made and all participants in the Closing Ceremony informed The Tournament Secretary must arrange with the Headquarters CTO for the playing of the National Anthem and the necessary flag bearers to assist with the flag lowering ceremony on completion of the prize giving The Programme Director and order of proceedings shall be determined by Gauteng Bowls. This must be carried out at least 2 (two) days prior to the Closing Ceremony to allow the necessary interaction to take place between the Program Director and The Committee Secretary An adequate public address (PA) system with a standby unit is essential Arrange for an Official Photographer to be present and ensure that all winners and runners-up are photographed for the Gauteng Bowls and Host District s websites and the following year s handbook Arrange a trophy/medal table with a white table cloth, or a table cloth supplies by the Sponsor, and trophies, in order of presentation and clearly identified, at the corner of the green and also allocate the position for the Sponsors backdrop. Place mats leading from the bank to the front of the prize table. Set up bold markers on the green immediately the last game is completed showing the assembly points for the quarter-finalists, semi-finalists and finalists of each discipline Ensure that all persons, including prize winners, involved in the ceremony are present and have been suitably briefed Immediately the last Final is completed the Program Director calls spectators and players to order with the request to stay for the Prize Giving and Closing Ceremony Procedure: The Programme Director invites the presentation party onto the green in the following order Gauteng Bowls President or Deputy Sponsors Representative Dignitary (if present) Gauteng Bowls Executive Members Tournament Committee Addresses to take place in the following order The major Sponsor s representative Dignitary (if present) Host District President 8

9 President Gauteng Bowls The sequence of the presentation of prizes and trophies is as follows: Mixed Pairs Women s Pairs followed by Men s pairs Women s Singles followed by Men s Singles Women s Fours followed by Men s Fours In all instances players Christian names, Surnames and Clubs are to be mentioned in the following order, losing quarter-finalists, losing semi-finalists, runners-up and winners. 18. Meetings 18.1 Regular meetings of The Committee must be arranged at a club venue suitable to all members of The Committee, initially at least once a month and more frequently as required closer to the Tournament. Minutes of said meetings must be forwarded to the Secretary Gauteng Bowls once they have been approved by The Committee Convenors of sub-committees like the Handbook, Catering etc. must arrange appropriate meetings and report progress at The Committee meetings A minimum of 7 (seven) days prior to the Tournament a general/branding meeting of Host CTO s and others considered necessary must be arranged at which The Committee must be in full attendance. At this meeting all applicable Tournament procedures must be outlined, Handbooks, score cards, promotional material and necessary documentation must be handed out Within 30 days of the completion of the Tournament 2 (two) meetings must take place, namely: De-briefing meeting where feedback of the Tournament is discussed as a whole under the headings as per the Modus Operandi. Any possible changes/improvements to be noted for inclusion in the Chairperson s Report Final meeting where the Chairperson s Report is presented for approval by The Committee for submission to Gauteng Bowls by the end of August. 9