organize

Organizer Instructions:
As Organizer, you determine who is playing in a given tournament, which team (foursome) they will play in, and the order in which they will play.  You should arrive at the course well ahead of the first tee time, check players in, pass out the scorecards (two to each team) and make any last-minute changes to the pairings.

 

 

Key Organizer Documents

Detailed instructions are as follow:

  1. For Away Tournaments you must contact the golf course in advance to tell them the number of foursomes required. Some courses require as much as 14 days advance notice, so check the Organizer’s Schedule. Use the Signup Sheet for number of players.  You don’t need to notify Boundary Oak since they access our website directly to determine the number of foursomes.
  2. On the Tuesday before the tournament, review the signup sheet (click for Away) (click for Boundary Oak).
    1. Download the blank template for pairings (Organizer’s Pairings Template). Determine who are the Put Out and the Pick Up persons by looking at the Annual Schedule. Place the Put Out person in the first foursome and the Pick Up person in the last foursome.  The Pick Up person is also the Scorer for the tournament.  These people can also be captains if necessary.
    2. Select the Captains for each foursome. The 1st week of the tournament month, the Captains should be those whose last name begins with the lowest letter of the alphabet, with “A” being the lowest. The 2nd week of the tournament month the Captains should be the ones whose last names are the 2nd lowest, etc.  As the month proceeds, try not to make the same people captains for the weekly tournaments.
    3. Populate the pairings from the signup sheet. Do your best to accommodate special requests for golfers who want to play in certain foursomes because of carpool or other reasons. Put yourself no earlier than the 3rd foursome to allow for setup time at the course. If you have some threesomes, place them in the middle of the pairings to allow flexibility for late changes.
    4. Be sure and save the pairings template to your computer periodically. You will need to refer to it during the week.
    5. Complete the pairings and then look up the flights and indices for each person on the Roster, Flights, Indices Enter that information into your pairings template.
    6. Last, fill out the information at the top of the pairings template (tournament location, date, etc.) Be sure to select a hole number for the closest to the pin contest and record that on the template. You can view the golf course scorecard by going to their website to select the hole number for the closest to the pin contest.  Once complete, send the pairings template to the Webmaster (Kevin Donahue) at branch116golf@gmail.com no later than Thursday prior to the tournament.
  3. Each day you should monitor the hotline for cancellations by calling 925-906-5355 in our local area code and entering *123456#. There may be messages for the 9 hole group which should be saved. When you receive a message for the 18-Hole tournament, delete the message after documenting the information. The Webmaster will notify you of last-minute signups and cancellations sent to the Branch 116 gmail account.
  4. It’s OK to have up to three threesomes, but if cancellations result in more than that you should move people around to fill up foursomes. If you get to the course and there are some no-shows, you may use scorecards from the course to create alternate pairings.
  5. You do not have to send pairing changes to the Webmaster every time there is a change. After the initial upload you can accumulate changes and send them to the Webmaster on Friday or Saturday. Changes can be forwarded either via simple email (preferred) or by sending a revised pairings template to the Webmaster.  On Sunday, continue to monitor for changes but you do not need to send them to the Webmaster.  Bear in mind that depending on the Webmaster’s availability, changes submitted during the weekend may not be posted to the website prior to the tournament.
  6. On Thursday or Friday before the tournament, send an email to the Captains asking them to contact other members of their foursome to be sure they know their tee time.
  7. On Sunday before the tournament, print out the scorecards. It’s good to print them on card stock if you have some. Print 2 scorecards for each foursome.   Also print 2 copies of the pairings template. The PDF file for the scorecards and pairings are found on the “Next Event Pairings” page under the 18 Hole Group on the Branch 116 Golf Website.
  8. Bring scorecards and the pairings templates to golf course. Give one copy of the pairings template to the Golf pro-shop. Boundary Oak normally prints their own from our Golf Website.

In those few cases where we may need to cancel a tournament due to bad weather, the Organizer takes the lead.  He calls the course at 7:00AM to determine if the event will be rained out.  Things like the condition of the course due to overnight or continuing rain, cart path only, start time delay, etc. are considered.  If the Organizer believes the tournament should be cancelled, he calls the Golf Chairman (Bernie Wroblewski) before 7:30AM to discuss.  The Golf Chairman makes the final decision and will change the greeting on the Hotline to notify participants of the cancellation.