Mid-Michigan s Premier & Golf Outing Tournament Packet
P a g e 1 Table of Contents Course Descriptions... Page 2 Outing Timeline... Page 3 Inclusion Details... Page 4 Policies & Procedures... Page 5 Policies & Procedures... Page 6 FAQ s... Page 7 For all inquiries or additional questions contact Golf Outing Coordinator Clare DeBlaay. Contact Information: Clare DeBlaay Eagle Eye Golf Club 15500 Chandler Road P.O. Box 307 Bath Township, MI 48808 Work: (517) 903-8059 Email: deblaay012@gmail.com
P a g e 2 18-hole championship golf course with driving range & 2 practice putting greens capacity 20 144 golfers 9-hole golf course with a practice putting green capacity 20-72 golfers 27-hole championship golf course with two driving ranges & practice putting green capacity 20 216 golfers THE FALCON FOOTGOLF 9-hole course capacity 20-96 footgolfers 12-hole golf course with a practice putting green and driving range capacity 20-96 golfers 18-hole all grass putting course capacity 20 72+ golfers
P a g e 3 OUTING TIMELINE Booking your golf outing The sooner you book your event date the better, as this will give you the time to plan, organize, and promote your event. Hawk Hollow Golf Properties hosts over 200 Golf Outings a season so most outings book their date at least a year in advance. Task Timeline Completed Pre-Event: Select a date & location / fill out Golf Outing Reservation Form & send back Determine Entry Fees Log in to Golf Outing Pro Account, create event website, and determine entry fees Review, Sign and send back Golf Outing Agreement Contract to HHGP Solicit sponsors, donations, VIP's, and special guests Prepare invitations, flyers, and marketing materials Decide on contests and prizes, attain prizes and donations for selected contests Acquire Hole-In-One insurance and prizes - inform HHGP of these Fill out and send back HHGP Questionnaire Order any logo d merchandise (balls, hats, polos) Recruit volunteers Select meal choices and confirm this information & pricing with HHGP Confirm golfers, sponsors, and volunteers - give information to HHGP Collect and organize all donations and prizes Confirm final golfer and meal counts with HHGP Provide HHGP with players list Drop off sponsor signage & boxed lunch stickers, to HHGP Up to 1 Year in Advance When event is booked When event is booked 4-9 months in advance (Jan. the year of your event) 7-9 months in advance 7-9 months in advance 6 months in advance 3 months in advance 3 months in advance 3 months in advance 2 months in advance 2 months in advance 1 month in advance 2-4 weeks in advance 1 week in advance 2-3 days in advance 1 day in advance Post-Event: Receive invoice from HHGP Book event date for the following year Prepare and send Thank-You's to golfers, sponsors, and volunteers Evaluate event and make notes for improvements on the following year Ensure payment is made and received by HHGP 1-3 days post event 1-7 days post event 1-7 days post event 1-2 weeks post event 30 days post event
P a g e 4 INCLUSION DETAILS (The following items are included in your price per golfer) Golf 9, 12, 18, or 27 holes (depending upon the reserved # of holes) Golf Carts Use of practice facilities (putting/chipping green(s) and driving range w/ balls) prior to event Golf Outing Pro Outing Coordinator Assistance Information This web-based program helps promote your event, simplifies participant sign up, allows for on-line registration and payment for individuals or foursomes, and will generate e-mail lists of registrants you can use for communication with your participants before, during, and after your event! Once you pick an outing date, I will create your Golf Outing Pro account and you can log in and immediately launch your website and start filling in the players to the tee sheet. Registration Tables/set up area including skirting and tablecloths Players lists (copies of alphabetic and by hole assignment sheets) Prior to start Pro Shop Assistance (Announcements over PA system, oversight of staff, registration set-up) Outside Guest Services Assistance (Cart staging, placement of all on-cart items, and range set-up) Players Assistance (Placement of all on-course items: contest signage, volunteers, sponsor signs, etc.) Driving Range golfers can walk to/from or be dropped off & picked up by our Players Assistants Custom Scorecards and Name Plates (includes event name, player name, and starting hole) Supply of proximity markers (contest stakes to go on the course) Starting of the Event If using a Shotgun start 5-10 minutes prior to the agreed upon start time, HHGP Pro Shop Staff will greet the group using a microphone over the outdoor PA system. He/she will ask everyone to take their seats, briefly describe the layout of the day using our announcement form, and ask the golfers to start moving slowly out on the course following the carts in front of them led by HHGP Players Assistants. * Due to safety and traffic flow considerations, we will not activate the golf carts until the final greeting and instructions have been delivered. We ask that no carts be driven out of the staging area. No carts are allowed in the parking lot at any time. During event Players Assistants on course (to help with pace of play, deliver lunches, and assist volunteers) Beverage Carts (all items purchased from cart are paid by customers or billed to the event) Post event Staff Member to score your event (scoreboards or digital leader board on Golf Outing Pro) Banquet room for award ceremony following outing includes bar service, staffing, room set-up, linens, podium, microphone, and more
P a g e 5 POLICIES & PROCEDURES Reservation Procedures To book your event I will need to know the date, shotgun time, approximate number of individuals, name of event, and banquet room (if desired). No pre-payments or deposits are required. I prefer for you to fill out the online form. You can also ask for the Outing Reservation document from me and I will email it to you. Once pricing and food choices are determined, please read, sign, and send back an Outing Agreement Contract. Final Count & Players List Hawk Hollow Golf Properties must fully utilize the golf course. In order to accomplish this and accurately schedule your event, I require a (best) estimate 30 days out and a final golfer and meal count 7 days prior to your event. I will require a players list 3 days prior to your event date, preferably in the following format: But on occasion, it is not possible because other parties have reserved the golf course prior to/after your event. Payments You will be sent a final invoice within 1 3 days after your event. We request that all payments be submitted in full within 30 days of receiving your invoice. For additional payment information please contact Clare DeBlaay. Donated Goods All food, beverage, and alcohol must be provided by Hawk Hollow Golf Properties. Any deviation from this policy jeopardizes our licenses. We must ask your respect and understanding of this policy and not put us in a position where we could be compromised. Any special requests for donated goods must be authorized by the General Manager, contact Clare DeBlaay with all requests. Tee Assignment Player 1 First Last Player 2 First Last Player 3 First Last Player 4 First Last 1A John Smith Joe Smith Jim Smith Jack Smith 1B 18A 18B *This format can be provided to you in a blank excel spreadsheet upon your request. Final Count Changes Course utilization is imperative for HHGP to be a business success. It is for this reason that we cannot drop your count once you have confirmed. You will be billed for the final 7 day out count. Almost without fail, you will have changes leading up to the day of your event. We will make every effort to accommodate changes in your count as your day approaches. In most instances we will be able to accommodate additions. Dress Codes Proper golf attire is recommended. We do not allow cut offs, tank tops, short shorts, or shirts with offensive language or pictures on them. Metal spikes are prohibited.
P a g e 6 POLICIES & PROCEDURES (Continued) Pace of Play In theory, an 18-hole round of golf should take no more than 4 hours and 15 minutes to complete. However, shotgun start golf outings tend to spend 5 hours on the golf course, regardless of size or golfer ability. There are a few strategies that you can implement which will encourage an enjoyable pace for the participants. Format: A scramble format is fun, well suited for various ages, playing abilities, and the most utilized format for golf outings. A description of a scramble is on page 10. Tees: We encourage ladies and seniors to play from the shortest distance tee box and men to play from the next shortest tee box (typically red for women/seniors and white for men). Games: Incorporating various games into your event can enhance the experience for the players and increase profit for you (if raising money for a charity event). Our suggestion is to limit the amount of skills contests and games to keep pace of play moving on the course. Bogey is your friend: Implementing this into your Golf Outing will enhance the golfer experience and keep the pace moving for all groups. Once a team has reached their bogey stroke, they write down a bogey on their scorecard and move on to the next hole. Inclement Weather Policy As you already know, Michigan weather is unpredictable and the forecast is generally incorrect. We keep a close eye on the weather for each golf outing, because the golfers safety is very important. Re-scheduling an entire event is difficult for you and us, so we try to keep the day going as planned. If it is raining or inclement weather, we try to get the golfers to play at least nine holes. In this scenario we will then distribute 9-hole rain checks to each golfer and move the awards/dinner portion to begin earlier. If only a few holes are able to be played, then we distribute 18-hole rain checks to each golfer and move the awards/dinner portion to begin earlier. Modified Shotgun Policy Our course policy for golf outings is if you have less than 120 players (on 18 holes) then we cannot spread the groups throughout the entire course. The reason being, it takes much longer for your last group to get through hole #1, making it difficult for us to let regular play out on the course until your last group has cleared the first hole. (This is listed on the outing agreement contract under Terms & Conditions #4). For an explanation of a modified shotgun, please see FAQ s on page 10.
P a g e 7 FAQ S n Scramble Format Definition Each group competes as a team for the LOWEST TEAM SCORE for the 18 holes. 1. Play begins with each member of the group teeing off. 2. The team decides which drive is the most desirable 3. The other members of the group pick up their balls and proceed to the spot of the selected drive, where they will hit their second shots. 4. The best of the second shots is then chosen. The group will then hit all their putts (or third shots) from that spot. 5. This procedure continues until the ball is in the hole. 6. At the end of each hole, the (one) team score for the group is recorded on the card. Note: The maximum score allowed is double-bogey. After that, simply pick up the balls and move on to the next hole. n Modified Shotgun Definition A shotgun is a way for the golf course to start all players at one time and have them finish (almost) at the same time. Modifying the shotgun helps HHGP maximize the total number of players on the course. Your lead group starts on hole #1 and your last group is on hole #8. If playing at the proper pace, the last group will clear the first tee box in three hours, allowing the course to begin open play off of the first tee behind your last group. Example: If you have 80 golfers, we will place two foursomes, modified backwards on the course, using holes 1 A/B, 18 A/B,, 17 A/B, 16 A/B,15 A/B,14 A/B, 13 A/B, 12 A/B, 11 A/B, 10 A/B, 9 A/B, and 8 A/B. n Skins Definition A skins game is a game within a golf outing or golf round. When teams buy into a skins game they are competing against any other team in the field that has bought in as. To win a skin one team must have the lowest score on a hole, with no ties. Example: One team was the only team to score a 2 (on the par 4, 15th hole) then that team wins the skin. Once the tournament is over and all scorecards are turned in and calculated then the scorer will know how many skins were won out of the holes played. The total amount of money collected in the skins contest at registration is then divided out. Some events will keep a portion of the skins pot to donate back to their charity.