WOMEN’S GOLF ASSOCIATION OF NORTHERN CALIFORNIA
Tournament Arrangement Meeting
WGANC Swingin’ Seniors Tournament
Club Name
Arrangement Meeting: Day, Date and Time
Dates of tournament: / Days and DatesCourse rating/slope/tees:
Handicap range: / Maximum USGA Index: (40 handicap)
Type of competition: / Four ball stroke play – two-day better ball of partners - Stableford
Entry Period: / Day and Begin and End Dates
WGANC Directors Present: / Name & E-mail / Phone #
Director In Charge:
President:
Tournament Director:
Other Directors:
Club Members and Staff:
Women’s Captain:
Club Manager:
Food & Beverage Director:
Golf Professional:
Course Superintendent:
Date for Conditions of Play: Week of:
ARRANGEMENTS WITH
Golf Professional, Name
Course Superintendent, Name
FORMAT
Ø Maximum number of players each day: 112
Ø Shotgun start time: ______
Ø Method used to indicate start ______
Ø Realistic time to complete the round for outside players: ______
Ø Tees best to double groups: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Ø Closest to the Hole: 1st day only.
§ Recommended hole: ___
§ Can the Pro Shop provide the measuring device? Yes No
PRO SHOP
Ø Pro Shop hours: ______to ______
Ø Driving Range hours: ______to ______
Ø WGANC Directors will arrive at the course on the first day at approximately ______a.m.
Ø WGANC Directors will arrive at the course on the second day at approximately ______a.m.
Ø Please put balls on the driving range and include the cost in the cart fees.
Ø WGANC will provide ball markers, pencils and official scorecards.
§ Please place tees and unofficial (club) scorecards on the golf carts.
Ø Alpha lists and pairing sheets will be e-mailed by WGANC to the Pro Shop on ______(4 days before the tournament.)
Ø Please be prepared to assist the competitors with their bags upon arrival.
Ø We ask the Pro Shop to post scores on the score sheets that are provided by WGANC.
§ Location to post score sheets: ______.
Ø Is a PA system available at the cart staging area? Yes No
Ø Players will be directed to their starting holes by ______
Ø Verify agreement of club scorecard and WGANC Course Rating Sheet for yardages, slope and rating. ______
CARTS (Mandatory)
Ø Number needed for players: 56
Ø Number needed for WGANC Rules Officials and Marshals: 4 Total: 61
Ø Price per player per day, including range balls: $______
§ Money for golf carts will be collected by the Women’s Group - cash only.
§ Is there a charge for Officials’ carts? Yes No
Ø Cart driving restrictions: ______
Ø WGANC will provide cart signs indicating tee assignments and names each day.
Ø Please do not put keys in carts until 15 minutes before start time.
Ø Cart Staging location: ______
· Is this location “on” the course? Yes No
COURSE PREPARATION CHECKLIST
Ø Do you anticipate any unusual circumstances (i.e., temporary greens, construction) during the tournament? Yes No
§ If yes, what: ______
Ø Please identify and clearly mark all out of bounds, hazards and ground under repair.
Ø Place hole locations six centered, six back, and six forward, in fair positions.
Ø Hole placement is identified by (colored flags, zones) - ______
Ø What kind of yardage markers do you have? ______
Ø Rakes are preferred In or Out of bunkers. ______
Ø In the event of inclement weather, do you have a method for getting players off of the course?______
Ø Are directional signs needed on the golf course? Yes No
· If yes, where______
Ø WGANC has its own tee signs which need to be placed at the tee blocks one hour before play begins and are to be collected at the finish of play.
Ø Please place markers in the teeing ground to reflect yardage point from which the course was rated.
Ø WGANC has its own Closest-to-the-Hole sign which is to be placed at the tee blocks on the first day only. Hole __
Ø The signs will be delivered to the Pro Shop at: ______(time) before the tournament.
Ø May WGANC display two banners on the grounds, preferable one near the club entrance and another near the clubhouse? Yes No
If yes, where: ______.
LOCAL RULES
Ø WGANC personnel will do all the marshaling.
Ø “Notice to Competitors” will be prepared by WGANC and will supersede Local Rules.
Ø Local Rules which the Committee should be aware of: ______
Ø USGA approved distance measuring devices are allowed.
Ø Scoring, rules decisions and conduct of the tournament are the sole responsibility of WGANC.
EMERGENCY PROCEDURES
Ø Please provide a landline phone number at your club that players can call in case of an emergency: ______
ARRANGEMENTS WITH
Club Manager, Name
Food and Beverage Manager, Name
COMMITTEE ROOM
Ø A quiet workroom is available in the ______
Ø It is available from: ______to ______
Ø Is Wi-Fi available? Yes No Password ______
Ø Please provide a trash can.
CHECK-IN TABLES
Ø One 6-foot table and 2 chairs for collection of money for all meal and cart fees by 18-Hole Women’s Group.
Ø One 8-foot table for Directors (no chairs).
Ø One 6-foot table for Boutique items. (no chairs)(Day 1/Date only)
Ø Ready by: ______a.m./p.m.
Ø Location: ______
SCORING TABLE
Ø One 6-foot table and 4 chairs need to be set up for players to return scorecards to Rules Officials.
Ø Ready by: ______a.m./p.m.
Ø Location: ______
FOOD AND BEVERAGE SERVICE (all prices to include tax and gratuity)
Day 1 – afternoon shotgun - time
Lunch: Will lunch be available for players to purchase? Yes No
Location: ______
Time: ______
Payment by: Cash Chit Credit Card
Bottled Water:
Ø Location: on carts
Ø Time: ______a.m./p.m.
Dinner:
Ø Dinner will include ______
______
Ø Location: ______
Ø Time: ______p.m.
Ø Buffet Plated
Ø No-host bar is available at ______p.m.
§ Payment by: Cash Chit Credit Card
Inclusive cost per player for bottled water and dinner on Day 1: $______
- -AND/ OR - -
Day 2 – morning shotgun - time
Breakfast:
Ø Breakfast will include: ______
______
______
Ø Location: ______
Ø Time: ______p.m.
Ø Buffet
Bottled Water:
Ø Location: on carts
Ø Time: ______a.m.
Lunch:
Ø Lunch will include ______
______
______
Ø Location: ______
Ø Time: ______p.m.
Ø Buffet Plated
Ø No-host bar is available at ______p.m.
§ Payment by: Cash Chit Credit Card
Inclusive cost to players for breakfast, bottled water and lunch on day 2: $______
TOTAL COST TO PLAYERS
Food $______, Cart $______$______
Food Service Set-up
Ø Is an alternate menu available for those with dietary concerns? Yes No
§ ___ days advance notice is required.
§ Notify: ______
Ø Tables should be set up in groups of eight.
Ø WGANC will provide tee signs for the tables.
Ø Are table stanchions available? Yes No
Ø A PA system, podium and small table near the podium is needed.
Ø Is a projection screen available on Day 2? Yes No
Is there a charge? Yes No (WGANC has its own projection screen, if necessary.)
Ø Final count confirmation will be given to the Food & Beverage Office on: (Day, Date)______(7 days before tournament)
Meals for Directors and Rules Officials
Ø Directors and Rules Officials will eat breakfast and possibly other meals with the players. The Director in Charge will notify the club when extra place settings are needed at the tables.
Ø Directors and Rules Officials may want to order meals from the menu at the club.
§ The club is requested to keep a running tab of all restaurant expenses for WGANC personnel.
§ If the clubhouse and/or snack bar are closed please provide bottled water for rules officials at a cost to WGANC not the players.
WGANC Payment Procedure
Ø All players’ payments are by cash and collected by the Women’s 18-Hole Group each day.
§ When money is turned over to the club by the Women’s Group, receipts must be given to WGANC providing the amount and the name of the person receiving the cash.
Ø WGANC expenses are to be paid by: Personal Check Credit Card Invoice to WGANC
WGANC will wish to send a thank-you letter to the club’s President of the Board of Directors.
Name: Mr. Ms. ______Exact Title: ______
ARRANGEMENTS WITH
Women’s Captain, Name
VOLUNTEERS NEEDED
1 For “Conditions of Play”, week of ______, 1 volunteer (Club Captain and/or another knowledgeable golfer) is needed to accompany the Rules Officials. Carts will be needed.
2 Number needed to collect cash from the contestants:
Ø At ______a.m. for carts, and all meals. $______
§ Women’s Group will supply the cash box and appropriate change.
§ Alpha lists will be provided by WGANC.
§ Cash is turned over to the Club, and a receipt with the amount and the signature of the person receiving the cash is given to WGANC.
_ Number needed to monitor Closest to the Hole first day only:
Hole ___ from ______p.m. to finish.
Ø Two crews are suggested.
Ø The Director in Charge will provide player list and instructions.
Ø Only one award is given.
_ Number needed to direct players to tee assignments.
_ Number needed to spot on these holes: ______
Ø Spotters will meet with the lead Rules Official for instructions 45 minutes before going to their hole assignments at: ______a.m.
Ø Spotters should be in place by: ______a.m.
Spotters are to give location of ball only, NOT rules or advice.
_ Number needed to take scorecards from Rules Table to computer room: ______p.m.
Note 1: Standby players may be needed to fill in at the last minute as markers
Note 2: If the tournament is undersubscribed and the tournament is played one day at each course, the club will not receive an exemption from hosting an Open Day the following year.
GENERAL
Ø Dress Code –Course Policy: (Insert) Soft spikes only. Players must adhere to the host club’s dress code both on the golf course and on the premises of the club. The Pro Shop and/or the women’s 18-hole group of the host club will enforce the dress code, not WGANC.
Ø No cell phones except as a golf GPS and for emergency use.
Ø Special decorations are not necessary.
Ø Restroom locations: ______
Ø Could volunteers please wear designated colors and name badges so that they may be identified as the local committee? (Excluding Black & White )
Colors: ______
Please recommend accommodations in the area:
Hotel Address City Telephone #
Thank you!
All of us at WGANC are looking forward
to the Swingin’ Seniors Tournament at
______Country Club
110616 Club: WGANC Swingin’ Seniors Tournament - 1