CATEGORY:
OPERATIONS / SAMPLE SECTION / Date Revised: 09/27/16
#PR9-008 / Tournament Procedures / Date Reviewed: 09/27/16

CONTENTS

Page

  • THREE-YEAR BINDER TABLE OF CONTENTS2
  • SAMPLE COMPLETED ARRANGEMENT FORM3
  • SAMPLE LETTER OF INFORMATION11
  • SAMPLE BULLETIN12
  • SAMPLE LETTER OF ACCEPTANCE14
  • SAMPLE ALTERNATE LETTER15
  • SAMPLE MENU AND HOTEL LIST16
  • TOURNAMENT REVIEW17

Tournament Three-year Binder

Table of Contents

(Tournament Name)

Standard forms – in front of binder only, not under each year.

  • Caddie Regulations (Championship Tournaments only)
  • Forecaddie Guidelines (Match Play only)
  • Gallery Guidelines (Championship Tournaments only)
  • Observer (Match Play only)
  • Referee Guidelines (Match Play only)
  1. Tournament Review Form
  2. Rules Tournament Review Form
  3. Arrangement Form
  4. Letter of Information
  5. Bulletin
  6. Medallion invoice
  7. Flight report
  8. Alpha list with tee assignments
  9. Time grid & tree (Match Play only)
  10. Starters Remarks (Match Play only)
  11. Tournament Results
  12. Optional:
  • Timeline
  • Scorecard from Course
  • Course Rating/Slope
  • Letter of Acceptance
  • Menu/Hotel List
  • Flight Report
  • Starter’s List
  • Pace of Play
  • Notice to Competitors
  • Hole Locations (Championship Tournaments only)
  • Closest to the Hole

WOMEN’S GOLF ASSOCIATION OF NORTHERN CALIFORNIA

Tournament Arrangement Meeting

WGANC Classic Tournament

Palo Alto Hills Golf & Country Club

Arrangement Meeting: Tuesday, May 10, 2016 1:15 p.m.

Dates of tournament: / Wednesday & Thursday, August 31 - September 1, 2016
Course rating/slope/tees: / 69.8/126 1 Tree (short)
Handicap range: / Minimum & maximum USGA Indexes: 15.7 - 36.3 (handicaps 18-40)
Type of competition: / Four ball stroke play – two day better ball of partners
Entry Period: / Monday, July 18 – Monday, August 1, 2016
WGANC Directors Present: / Name & E-mail / Phone #
Director In Charge: / Janice Davis / 530-320-3677

Tournament Director: / Kelly Downey / 209-753-7782

Other Directors: / Leslie Clark / 707-483-1513

Club Members and Staff:
Women’s Captain: / Georgia Lee / 415-412-4533

Tournament Chair / Ann Baskins
/ 650-575-5745
General Manager: / Dirk Zander / 650-917-5129

Food & Beverage Director: / Cassie Harris / 650-917-5117

Golf Professional: / Mark Sivara / 650-917-5137

Course Superintendent: / Andrew E Morgan / 650-948-0922

Date for Conditions of Play and Hole Locations:Week of: August 8, 2016

ARRANGEMENTS WITH

Golf Professional, Mark Sivara

Course Superintendent, Andrew E Morgan

FORMAT

Maximum number of players each day: 108

Shotgun start time: Wednesday: 1:00 p.m.(afternoon)

Shotgun start time: Thursday: 8:00 a.m.(morning)

Method used to indicate start cell phone check

Tees best to double groups: 1 3 7 10 12 13 18 (use 1 10 and 13 last)

Closest to the Hole: Wednesday only.

  • Recommended hole: 5
  • Can the Pro Shop provide the measuring device? Yes

PRO SHOP

Day 1 – Wednesday, August 31

Pro Shop hours: 6:00 a.m. to 7:00 p.m.

Driving Range hours: 6:00 a.m. to start of tournament

Day 2 – Thursday, September 1

Pro Shop hours: 6:00 a.m. to 7:00 p.m.

Driving Range hours: 6:00 a.m. to 7:00 p.m.

WGANC Directors will arrive at the course on Wednesday at approximately 10:00 a.m.

WGANC Directors will arrive at the course on Thursday at approximately 6:00 a.m.

Please put balls on the driving range and include the cost in the cart fees.

WGANC will provide ball markers, pencils and official scorecards.

  • Please place tees and unofficial (club) scorecards on the golf carts.
  • Verify agreement of club scorecard and WGANC Course Rating Sheet for yardage, slope and rating. Does not Match. Rules to determine usage.

Alpha lists and pairing sheets will be e-mailed by WGANC to the Pro Shop on Friday, August 26 (5 days before the tournament.) Day 2 Cart Signs and Pairings will be left with Food and Beverage Services on Wednesday evening.

Please be prepared to assist the competitors with their bags upon arrival.

Is the pro shop able to store players’ clubs overnight? Yes

We ask the Pro Shop to post scores on the score sheets that are provided by WGANC.

  • Location to post score sheets: Windows in Ballroom.

Is a PA system available at the cart staging area? Yes

Players will be directed to their starting holes by Pro Shop outside services.

CARTS (Mandatory)

Number needed for players: 54

Number needed for WGANC Rules Officials and Marshals: 5Total: 59

Price per player per day, including range balls: $20.00

  • Money for golf carts will be collected by the Women’s Group in cash only.
  • Is there a charge for Officials’ carts? No Thank you

Cart driving restrictions: Use 90 degree rule, weather permitting. No carts on par 3’s.

WGANC will provide cart signs indicating tee assignments and names each day.

Please do not put keys in carts until 15 minutes before start time.

COURSE PREPARATION CHECKLIST

Do you anticipate any unusual circumstances (i.e., temporary greens, construction) during the tournament?Yes

  • If yes, what: possible well digging will occur to left of hole 5 tee.

Please clearly mark all out of bounds, hazards and ground under repair.

Place hole locations six centered, six back, and six forward, in fair positions.

Hole placement is identified by: Colored Flags - Red forward, White middle, Yellow back.

What kind of yardage markers do you have? Sprinklers are marked, colored stakes to side of fairway and middle of fairways have Red, White and Yellow markers.

Rakes are preferredHead in, Handle out of bunker.

In the event of inclement weather, do you have a method of getting players off the course? No

Are directional signs needed on the golf course? Yes

If yes, where: There are many areas and Rules will decide when COP is done.

WGANC has its own tee signs that need to be placed at the tee blocks one hour before play begins, and are to be collected at the finish of play.

Please place markers in the teeing ground to reflect yardage point from which the course was rated.

WGANC has its own Closest-to-the-Hole sign which is to be placed at the tee block on the

Wednesdayonly. Hole 5

  • The signs will be delivered to the Pro Shop by: 10:00 a.m. before the tournament.
  • May WGANC display two banners on the grounds, preferable one near the club entrance and another near the clubhouse? Yes

If yes, where: Entrance to Club and at Registration.

LOCAL RULES

WGANC personnel will do all the marshaling.

“Notice to Competitors” will be prepared by WGANC and will supersede Local Rules.

Local Rules that the Committee should be aware of: Designated Flower Beds are ground under repair and are mandatory free relief, multiple immovable obstructions as noted on Local Rules sheet, (i.e. Hedges on 9, 13 and 14, bushes on 10 and 18, Brass Bells on 4 and 13 Railroad Tie Walls on 10, 11 and 17). Split rail fence right of hole 17 is OB.

USGA approved distance measuring devices are allowed.

Scoring, rules decisions and conduct of the tournament are the sole responsibility of WGANC.

EMERGENCY PROCEDURES

Please provide a landline phone number at your club that players are to call in case of an emergency. 650 948-2320 Pro Shop.

ARRANGEMENTS WITH

Club Manager, Dirk Zander

Food and Beverage Manager, Cassie Harris

COMMITTEE ROOM

A quiet workroom is available in the Cypress Room.

It is available from:

  • Wednesday from: 10:00 a.m. to end of tournament day.
  • Thursday from: 6:00 a.m. to end of tournament.

Is it lockable?Yes

Is Wi-Fi available? Yes Password: None

CHECK-IN TABLES

Day 1 – Wednesday, August 31

  • One 6-foot table and 2 chairs for collection of money for all meals and cart fees by the 18-Hole Women’s Group.
  • One 8-foot table for Directors (no chairs).
  • One 8-foot table for Boutique Items (no chairs).
  • Ready by: 10:00 a.m.
  • Location: Ballroom Patio

Day 2 – Thursday, September 1

  • One 8-foot table for Directors (no chairs).
  • Ready by: 6:00 a.m.
  • Location: Ballroom Patio

RULES TABLE

One 6-foot table and 4 chairs need to be set up for players to return scorecards to Rules Officials.

  • Location: Ballroom Patio
  • Time Wednesday: existing-leave one Registration table in place
  • Time Thursday: existing

FOOD AND BEVERAGE SERVICE (all prices to include tax and gratuity)

Day 1 – Wednesday - afternoon shotgun 1:00 p.m.

Lunch: Boxed Lunches:

Lunch will include Choice of Grilled Chicken Breast with Roasted Peppers and a Mustard Dressing on Whole Wheat Bread with Dill Havarti Cheese; Condiments; Whole Fresh Fruit; Bag of Chips; Chocolate Chip Cookie; OR Vegetarian Sandwich with Grilled Eggplant, Red Bells, Zucchini with Pesto Aioli Mushroom and Artichoke Salad on Wheat Bread; Condiments; Whole Fresh Fruit; Bag of Chips; Oatmeal Cookie.

Time: 11:00 a.m.

Bottled Water:

Location: on carts

Time: 12:30 p.m.

Dinner:

Dinner will include Farmers Market Salad Bar; Heirloom Tomato Caprese; Ling Cod with Farro Pilaf; Summer Vegetables, Sun-Dried Tomato Vin Blanc; Pan Roasted Chicken with Sauce Troisgros; Whipped Potato; Broccolini; Assorted Mini Desserts; Beverage Station with Coffee, Tea, Iced Tea and Lemonade.

Location: Ballroom

Time: 5:30 p.m.

Buffet

No-host bar is available at 5:30 p.m.

  • Payment by: Cash Chit

Day 2 – Thursday - morning shotgun 8:00 a.m.

Breakfast:

Breakfast will include Mini Croissant Breakfast Sandwiches, Choice of Egg, Bacon, Cheddar Cheese or Egg White, Spinach, Tomato and Swiss Cheese; Fruit Display; Mini Yogurt Parfait; Steel Cut Oatmeal; Beverage Station with Coffee, Tea and Juices.

Location: Ballroom

Time: 6:30 a.m.

Buffet

Bottled Water:

Location: on carts

Time: 7:30 a.m.

Lunch:

Lunch will include Tortilla Soup; Southwestern Caesar Salad; Mexican Rice; Black Beans; Fajitas off the EVO, Steak, Chicken, Portabello Mushrooms; Corn Tortillas and Flour Tortillas; TresLeches Cake; Churros; Brownies; Beverage Station with Iced Tea, Lemonade, Hot Coffee and Tea.

Location: Ballroom

Time: 12:30 p.m.

Buffet

No-host bar is available at 12:30 p.m.

  • Payment by: Cash Chit

TOTAL COST TO PLAYERS

Food $160.00, Cart $40.00 $200.00

Food Service Set-up

Is an alternate menu available for those with dietary concerns? Yes

  • 7 days advance notice is required.
  • Notify: Janice Davis

Tables should be set up in groups of eight.

WGANC will provide tee signs for the tables.

Are table stanchions available? Yes

A PA system, podium and small table near the podium is needed.

Is a projection screen available for Thursday? Yes Is there a charge? No

(WGANC does have its own screen, if necessary.)

Final count confirmation will be given to the Food & Beverage Office on: Wednesday, August 24, 2016 (7 days before tournament)

Meals for Directors and Rules Officials

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.

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.

Payment Procedure

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.

WGANC expenses are to be paid by: Invoice to the WGANC Office

WGANC will wish to send a thank-you letter to the club’s President of the Board of Directors.

Name: Mr/Ms?Jackie Yao Exact Title: President of the Board of Directors

ARRANGEMENTS WITH

Women’s Captain, Georgia Lee

VOLUNTEERS NEEDED

1For “Conditions of Play”, week of August 8, 1 volunteer (Club Captain and/or another knowledgeable golfer) is needed to accompany the Rules Officials. Carts will be needed.

2-4Number needed to collect cash from the contestants:

At 11:00 a.m. on Wednesday only for carts, and all meals. $200.00

  • 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.

2Number needed to monitor Closest to the Hole Wednesday only Hole5 from 12:00 p.m. to finish.

Two crews are suggested. One person, two shifts.

 The Director in Charge will provide player list and instructions.

Only one award is given.

20Number needed to spot on these holes: 3 5 12

Spotters will meet with the lead Rules Official for instructions 45 minutes before going to their hole assignments.

  • Wednesday: 12:15 p.m.
  • Thursday: 7:15 a.m.

Spotters should be in place by:

  • Wednesday: 12:45 p.m.
  • Thursday: 7:45 a.m.

Spotters are to give location of ball only, NOT rules or advice.

1Number needed to take scorecards from Rules Table to computer room.

Wednesday: 5:45 p.m.

Thursday: 12:45 p.m.

Note: Standby players may be needed to fill in at the last minute as markers.

GENERAL

Dress Code – Palo Alto Hills Golf Course Policy: No denim. Shorts, skorts, skirts must be of conservative length. Shirts with and without collars allowed. No tank tops, halter tops or work-out clothing. Hats and visors may be worn in Clubhouse, bill forward facing. Soft spikes only. Players must adhere to the host club’s dress code on both the golf course and 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.

No cell phones except as a golf GPS and for emergency use, otherwise cell phones may only be used in locker room and parking lot.

Special decorations are not necessary.

Restroom locations: At the convergence of holes 2, 13, 14 and 15, in Locker Room and Clubhouse.

Could volunteers please wear designated colors and name badges so that they may be identified as the local committee? (Black & White excepted)

Colors: Blue and green Team Play shirts.

Please provide a list of hotels in the area with addresses and phone numbers:

Please recommend accommodations in the area:

Hotel Address City Telephone #

Crowne Plaza-Cabana / 4290 El Camino Real / Palo Alto / 650 857-0787
Courtyard Marriott / 4320 El Camino Real / Los Altos / 650 941-9900
Residence Inn / 4460 El Camino Real / Los Altos / 650 559-7890
Hilton Garden Inn / 4216 El Camino Real / Palo Alto / 650 843-0795
The Westin Palo Alto / 675 El Camino Real / Palo Alto / 650 321-4422

Thank you!

All of us at WGANC are looking forward to the

WGANC Classic Tournament at

Palo Alto Hills Golf &Country Club!

2016 CLASSIC TOURNAMENT

Palo Alto Hills Golf & Country Club

WEDNESDAY & THURSDAY, August 31-September 1, 2016

Note: Entry and the wait list will be on a “First Come” basis

ELIGIBILITY

  • Entrant must be a member of WGANC and a member of the 18-hole women’s group at her club
  • Entries are open to those players having handicap indexes 15.7 through 36.3 (course handicaps

18 – 40)

FORMAT

  • Four-Ball Stroke Play – Two-Day Better-Ball of Partners (at 95% handicap)
  • Wednesday 1:00 p.m. shotgun
  • Thursday 8:00 a.m. shotgun
  • If partners have a difference of more than 8 handicap strokes, an additional 10% reduction will be applied to the course handicaps of both players
  • Flights by USGA Handicap Index of both partners
  • Size of Field: 108 players
  • Closest-to-the-hole Wednesday only

FEES

ENTRY FEE

  • $40.00 per person (covers cost of on-line registration and silver medallion awards). Fees for food and carts will be collected at the tournament.

FOOD & CART FEES – CASH ONLY - $200.00

  • Wednesday: Includes bottled water, cart, range balls, boxed lunch, dinner, tax and gratuity
  • Thursday: Includes breakfast and lunch, bottled water, cart, range balls, tax and gratuity

GOLF CART RESTRICTIONS

Weather permitting, 90-degree rule. No carts on par 3s.

ENTRIES

  • Online registration only. Registration opens 9:00am (PST) on July 18, 2016 and closes 4:00pm (PST) on August 1, 2016.

Log on to and click on the Tournament registration button.

No refund of entry fee ($80.00 team) on cancellations after August 1, 2016, unless team is replaced.

Entry information is available in the WGANC Green Book or online at

  • Accepted players will receive a Letter of Acceptance and Tournament Bulletin via e-mail.
  • In case of inclement weather, the tournament will not be canceled unless there is evidence of lightning.

The WGANC Directors look forward to welcoming you to the

2016 Classic Tournament

WGANC Office: 5776 Stoneridge Mall Road, Suite 160, Pleasanton, CA 94588 Phone: 925-737-0963

WOMEN’S GOLF ASSOCIATION OF NORTHERN CALIFORNIA

WOMEN’S GOLF ASSOCIATION OF NORTHERN CALIFORNIA

2016 WGANC CLASSIC

Wednesday, August 31 – Thursday, September 1

Palo Alto Hills Golf & Country Club

WGANC extends a warm welcome to each competitor in the WGANC Classic Tournament.

- Board of Directors

* * * * * * * * * * * * * *

STARTING TIMES
Wednesday: 1:00 p.m. shotgun
Thursday: 8:00 a.m. shotgun
  • Check-in at least 30 minutes before starting time.
  • Allow sufficient time to reach starting tee assignment.
  • Please have nametag on golf bag to facilitate handling.
PRACTICE RANGE
  • Available at 6:00 a.m. both days
  • Range balls included in the entry fee
RULES
USGA Rules of Golf govern all play except as modified by Local Rules as they appear on the Notice to Competitors.
SLOPE & RATING
Palo Alto – Women’s 1 Tree - short (69.8/126) / PRACTICE
On any day of a stroke play competition, practice is not allowed on the competition courses before or between rounds.
SCORING
  • Exchange scorecards with the other team in your group.
  • Cards are marked at 95% percent of USGA host course handicap
  • If partners have a difference of more than 8 strokes, an additional 10% reduction will be subtracted from both players’ course handicap.
CLOSEST TO THE HOLE
Wednesday only: Hole 5
CART PATH RESTRICTIONS
No carts on par 3s. 90 degree weather permitting.
AWARDS
  • Two-day total of better ball of partners determines winners.
  • Equal gross and net prizes awarded in each flight. Prizes shall be awarded in the following order: 1st Gross, 1st Net; 2nd Gross, 2nd Net; et seq.
  • Ties broken by applying the USGA back-nine method, second day only.
  • One Closest-to-the-hole award on Wednesday (Hole 5).
PAYMENT
$200.00 PER PLAYER, CASH ONLY. Price includes cart fees, bottled water, boxed lunch and dinner on Wednesday, breakfast and awards lunch on Thursday, tax and gratuity for both days.
MEALS
WednesdayBoxed lunch before golf
Dinner served after golf
Thursday Breakfast at 6:30 a.m.
Awards lunch after golf
An alternate menu is available for players with dietary concerns. Call Janice Davis, DIC at 530-320-3677, seven days in advance of the tournament (August 24). / CLOTHING
Appropriate golf wear. No denim. Shorts, skorts, skirts must be of conservative length. Shirts with and without collars allowed. No tank tops, halter tops or workout clothing. Hats and visors may be worn in Clubhouse, bill forward facing. Soft spikes only. Players must adhere to the host club’s dress code on both the golf course and 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.
CANCELLATION AND “NO- SHOW” POLICY
Entries must be accepted, refused or canceled as partners. No single entries. If it is necessary to cancel, please call Janice Davis, Director in Charge, at 530-320-3677 or the WGANC Office at 925-737-0963, AND follow up with an email to Janice Davis (). Make sure you get an acknowledgement email in return.
If a team cancels after August 1, no refund of entry fee ($40.00 each player) will be made, unless a team is replaced. If a team cancels after August 23 it is a late cancelation and they must pay for all meal and cart fees ($200 each player) to avoid a late cancelation penalty of a one-year suspension from any WGANC tournament.
“NO-SHOWS” at any WGANC tournament will result in a one-year suspension from any WGANC tournament to begin after payment of all meal and cart fees.
Palo Alto Hills Golf & Country Club
3000 Alexis Drive, Palo Alto 94304
Clubhouse: (650) 948-1800
Pro Shop: (650) 948-2320
Officer and Staff
General Manager:Dirk Zander
Golf Professional:Mark Sivara
Food & Beverage Director:Cassie Harris
Course Superintendent:Andrew E Morgan
Women’s Captain:Georgia Lee

WGANC Tournament Committee