In order to have a full schedule of golf for the year, we need members to volunteer their time and effort to organize golf play days.  It's not hard and our Golf Chair can assist you in organizing the event.   If you have not organized a play day recently, please consider doing so.  Below is a list of steps for organizing a SHAG Play Day. 

1. Look at the SHAG calendar and pick a date on which you wish to host a play day.  The calendar shows weekends on which play days are planned and those for which individuals have already volunteered to organize an event.  Pick a date for which a coordinator is needed and then contact the Golf Chair to confirm that date.  Once confirmed, the Golf Chair will notify the SHAG webmaster to update website calendar to show that you are organizing an event on that date. 

2. Pick a course and talk with the pro to get a price (usually in the $35.00 - $65.00 range) and tee times (suggest 6 and adjust based on sign-ups).  Some courses require a contract and deposit.  Check with Golf Chair to review the contract and arrange for any deposit that may be required.  Please note that some golf course contracts include terms (e.g. indemnification clauses, guaranteed player counts, non-refundable deposits, and rain-out policies) that we cannot accept.  Make sure that you retain any correspondence between you and the tournament coordinator.  To avoid confusion over fees and services, it is suggested that you print a copy of the final agreement and take it with you to the golf course on the day of the event.

Items to Cover in Agreement with the Course

a)  What is the date and time for the event?

b)  How many players and tee times are being reserved?

c)  What is the cost per player?.

d)  What is included in this price (e.g. green fees, cart, range balls)

e)  Can players pay the course directly on the day of the event?

f)  What is the course policy for cancellation due to inclement weather?

g)  By what date does the course need a final player count?

h)  By what date does the course need the foursome and cart pairings?

i)  Where can we meet after golf to award prizes?

j)  Does the course have a dress code or other special requirements?

k)  Does the course require a contract or deposit?  Contact Golf Chair if they do.

3. Once arrangements have been agreed with the course, notify the Golf Chair as to the date, course, time, and cost of the event.  If a contract was required, send a copy of the final contract to the Golf Chair.  The Golf Chair will forward the information to the SHAG webmaster to be posted on the website calendar.

4. Four weeks prior to your play day, send a write-up of your play day to the SHAG Communications Chair (shagolfers@yahoo.com) for inclusion in the weekly SHAG newsletter.  The write-up should include the date, location, time, cost, and sign-up procedures for your play day.    

5. Create a sign up sheet to record the the names and contact information (email and phone numbers) for individuals signing up for the event. As individuals contact you to sign-up for the event, be sure that their participation is recorded. 

6. One week prior to the event (or as otherwise agreed with the course), inform the course of number of players signed up to play and how many tee times will be needed.  In most cases, the course will let you add people after this date to fill out the last foursome.  Failure to notify the course of the number of players signed up, can result in a obligation to pay the course based on the number of players specified in the contract (and not those that actually play).

7. By no later than Wednesday of the week prior to the event, send an email to individuals who have signed up to remind them that they are scheduled to play.  This reminder should include directions to the course and specify the time at which individuals need to arrive (typically no later than 30 minutes prior to the first tee time). 

8. Pairings: The Golf Chair will send you a pairing spreadsheet showing how people have been paired for past events.  When determining foursome and cart pairings, try to avoid pairing players with the same people they have been paired with in recent events.  After you arrange your foursomes and cart pairings, send them to the Golf Chair for review.  Based on past experience, the Golf Chair may suggest changes to your pairings.  On the Thursday before the event (unless otherwise agreed with the course), send the foursome and cart pairings to the course so they will have a list of who is playing and can label carts based on the pairings.  Do not send your pairings out to the members.

9. Decide on a play format (e.g. shamble, scramble, or play your own ball), competitions (e.g. longest drive and closest to the pin), and prizes to be given out.   Hint: keep the format simple!!  If you need any help with a format, contact the Golf Chair for assistance.  SHAG will contribute up to $50.00 for prizes for each in-town golf event and $75.00 for each out-of-town event.  If you purchase prizes, you will need to submit your receipts to the SHAG Treasurer for reimbursement.  Please note that we are no longer collecting competition money ($3.00/player) on the day of play.  If you want to have a special competition that requires payment from the players, contact the Golf Chair for guidance. 

10. On the day of the event, get to the course at least 1 hour prior to the first tee time to make sure that everything is in order.  In every cart put a scorecard and copy of play day rules (including format of the event, tees to use, competitions, and where to meet after play).  

11. If the course is closed (or is going to close) due to inclement weather, you will need to confirm this with the course as early as possible.  Once confirmed, please call those individuals who are signed up to play to let them know that the play day has been cancelled. 

12. If there are competitions, make arrangements for players to meet in the clubhouse after play to recognize winners and award prizes.

13. If you like, make arrangements at a nearby restaurant for players to go after golf for lunch or dinner.  Make sure that the restaurant will split the check so that everyone can pay for their own food and drink.

14. Send the names of the winners and a brief description of your tournament to the Communication Chair so that it will be written up in next weekly email.  Also send your final pairings and results to Golf Chair and indicate if there were any "no-shows".