Goals:

  • Have Fun
  • Include as many participants as possible

 

Getting Started:

It is never too early to start planning!  The first meeting of the year for the PWGA Board includes the Board members and all Committee Chairs for Special Events. At that time, each Chair will be given a binder that will include:

  • General Guidelines for Running a PWGA Event
  • Budget Information for the Event (if applicable)
  • PWGA Tournament Information Form
  • Guidelines for preparing your "after-action" Committee Report
  • Historical information from prior events
  • Date of the PWGA Event

 

Steps to Remember:

  1. Depending on the scope of the event, you may need to develop a committee to assist you (i.e.       Member-Guest, etc.) Most events can be handled by the co-chairs of the event (you may need a       few PWGA members to help with registration).

 

  1. If there will be a breakfast/luncheon/cocktails associated with the event, schedule your appointment with Chef Todd as soon as you have the date for the event.  Information you will have to provide/decide with Chef Todd include:
    1. Day/time/name of the event
    2. Number of attendees
    3. Method of Payment (easiest is Individual Charges to member's account)
    4. Your name, phone number and email as the POC
    5. Selection of the menu-Chef Todd can provide many suggestions and can let you know what menus have been select for other PWGA events (so there is variety at our events).  Consider the time of year/weather when planning your selections (i.e. a hot soup may be great in early March but not as enjoyable in the middle of the summer).  Check to see that coffee/tea is including in the pricing.
    6. Establish the price per person:  Meal + Gratuity + Tax
    7. Establish the date that Chef Todd needs to have the final count of attendees
    8. Check with Tracy (head of service staff) regarding linens, microphone podium (if needed), and centerpieces.

 

  1. Determine the format of the tournament and then schedule an appointment with the PWGA Club Liaison- Allan Trepcyk to review the details of the event.  At the end of the appointment, you should have all the information you need to complete the Tournament Information Form.

Things you should cover with them include:

    1. Size of the Field
    2. Format of the game
    3. Course you will be playing
    4. Tees from which the event will be played
    5. Will range balls be provided
    6. Start time of the event
    7. Start time of announcements and who will give the announcements
    8. Where registration will be conducted
    9. What handicaps will be used and/ or percentage
    10. Pairings will be made by the Golf Shop Tournament Software
    11. Will flights be used or required?
    12. Who the tournament co-chairs are and their contact information
    13. When do they need the original sign-up sheet?
    14. When will they post the information on the website?
    15. When will the scorecards be ready?
    16. Tournament contests (i.e. closest to the pin, longest drive, etc.) define the contests and markers needed for the event.
    17. Identify what items you will need from the Golf Shop (i.e. pairings by hole/by name, extra scorecards, game sheets and/or rules sheets, markers, pencils, etc.)
    18. Identify where scorecards are to be turned in by participants
    19. Clarify if this is/is not a tournament round?  Post-able round
    20. Review the procedure you will use for inclement weather

 

  1. Touch base with the PWGA Tournament Directors:
    1. Clarify who will collect scorecards and verify final results
    2. Determine how points will be awarded

 

  1. Touch base with the PWGA Treasurer:
    1. If your event has a budget, direct fiscal questions to the Treasurer
    2. Turn in receipts as soon as possible
    3. For events that require participants to submit checks (i.e. to cover the cost of food plus prizes, etc.) make sure the Treasurer knows.
    4. If you are collecting donations for a charitable cause (i.e. Breast Cancer, NC Girls Junior Golf, etc.).

 

  1. Publicity:
    1. Sign-up sheets/posters for events should be posted in the ladies' locker room one month prior to the event.
    2. Email announcements can be sent out by the Vice President (if VP is not available, go to the President and/or the Tournament Directors)
    3. Send the results of the event to the Publicity Chairs

 

  1. You will need to attend at least one PWGA Board meeting prior to your event to provide the following information to the Board:
    1. A copy of your Tournament Information Sheet
    2. A copy/details of the Contract with Chef Todd (if applicable)
    3. Any other information you feel is appropriate