WGANC OPEN DAY PROCEDURES MANUAL

CONTENTS NOTE:

Director’s Duties for Open Days...... 2

Open Day Procedures...... 3

Open Day Time Schedule...... 8

Twenty-One Days in Advance of Open Day ...... 12

Ten Days in Advance of Open Day ...... 13

Three Days in Advance of Open Day ...... 13

Day of Open Day...... 15

Awards...... 18

ReportsAfter Open Day...... 21

Open Day Tournament Assistant...... 24

Information Sheets

No Show List for current year

Open Day Exemptions for current year

Board Member Exemption List for current year

Clubs Split by Alpha – 2016-2018

Timeline Interval Sheets for current year

Open Days by Club for current year

OpenDays by Date for current year

Forms and Samples

Pre-entry (PR4-002)...... Form 1027E

Letter of Invitation(PR4-003)...... Form 1028

Letter of Invitation (PR4-022)...... Form 1028A

Letter of Invitation (PR4-023)...... Form 1028B

Letter of Invitation (PR4-024)...... Form 1028C

Arrangement Meeting (PR4-004)...... Form 1029

Tournament Results Announcement (PR4-005)...... Form 1030

Open Day Report(Summary) (PR4-007)...... Form 1032

Late Cancellation Letter to Player(PR4-008)...... Form 1033L

Failure to Cancel Letter to Open Day Chair(PR4-009)….……..Form 1033M

Failure to Cancel Letter to Player(PR4-010)...... Form 1033N

DIC Checklist for Letter of Invitation (PR4-011)...... Sample

Announcement before Shotgun Start (PR4-012) ...... Sample

Thank You Letter - Host Club President (PR4-013)...... Sample

Thank You Letter - Host Club (PR4-014)...... Sample

Last Minute Checklist (PR-015)...... Sample

Open Day Reminders for Player (Poster) (PR-016) ……..………....Sample

Notice to Competitors – Individual Event(PR4-017)..…………..….Sample

Notice to Competitors- Partnership Event(PR4-018)....…………..…Sample

Pace of Play Hints(PR4-019)………………………………...……..…Sample

Collection Worksheet(PR4-020)...... Sample

DIRECTOR’S DUTIES FOR OPEN DAYS

OVERVIEW

  1. Serve as Director in Charge (DIC) for Open Days in your area and be responsible for planning the tournament, accepting entries, and conducting the tournament.
  1. Prior to Open Day:
  • 9 weeks - Contact host club chair about the Open Day and set date for the arrangement meeting. E-mail the partially completed 1030 Arrangement Form to the Open Day chair and request that she forward a copy to all from her club who will attend the arrangement meeting. If conducting the Arrangement Meeting via phone, e-mail the partially completed 1030 Arrangement Form to the Open Day chair and request that she obtain the information needed from the persons responsible at her club prior to the date set for the telephone Arrangement Meeting conference.
  • 8 weeks – Conduct arrangement meeting at the host club. Try to schedule the arrangement meeting for the ladies’ play day.
  • 7 weeks - Prepare the Letter of Invitation (Form 1028) after the meeting. Send the letter to the Open Day Director for approval.
  • 6 weeks - The Open Day Director will send the Letter of Invitation to the website for posting on the Monday that is not earlier than 7weeks nor later than 6 weeks prior to the Open Day.
  • 21 days - Accept entries.
  • As soon as possible but no later than 10 days prior to the Open Day - Notify Open Daychairs of the names of the players that are accepted/not accepted from their clubs. Remind the chairs of the cancellation date. Ask the Open Day chairs to provide confirmation by e-mail that those accepted will be playing.
  • 3 days - Create flights and pairings in theTournament Management System. Print scorecards, cart signs, table signs andreports used for the Open Day.
  1. Submit Open Day Report (Form 1032) to the Open Day Director and Open Day assistant within one week after the Open Day.

OPEN DAY PROCEDURES

An Open Day is a one-day or two-day association event. Each member club hosts an Open Day each year, except when exempt for hosting a WGANC tournament as follows:

EXEMPTIONS

  1. When a club has a one-day major tournament, that club is exempt from hosting an Open Daythat year.
  1. When a club has a two-day major tournament, that club is exempt from hosting an Open Daythat year and the following year.
  1. When a club has a three-day championship tournament, that club is exempt from hosting an Open Daythat year and the two following years.
  1. If the “exempt” club so chooses, it may, of course, host an Open Day even though it is granted an exemption.

ENTRIES OF HOST CLUB PLAYERS

1.Members of the host club are notallowed to enterunless the DIC agrees to allow host club players.

2.If the field is small, advance notice may be given that host club members may play in their own flight and not compete against players from other clubs.

3. The host club’s Open Day chair should handle the host club’s member sign-up and on-course tournament if there is one. It is optional for the DIC to add them to the Tournament Management System.

  1. DIC assigns tees, allocating a host club player within each foursome when possible to act as a hostess.

ENTRIES OF WGANC COURSE RATERS AND RULES COMMITTEE MEMBERS

  1. Course raters and rules committee members are always accepted at Open Day events provided their entry is received on one of the designated dates for acceptance in oversubscribed Open Days.
  1. Their status is noted on the pre-entry form submitted by their home club and is not counted in the club’s quota for equalization in oversubscribed fields.
  1. In Open Days that are limited by alpha registration, the course raters and rules committee members must be from a club that is eligible to play in the Open Day.

ENTRIES OF PAST AND CURRENT DIRECTORS

  1. Past presidents and past and current directors have preference in Open Days for which they qualify. Their entries must be received on one of the designated dates for acceptance in an oversubscribed Open Day.
  1. The director’s status is noted on the pre-entry form submitted by their home club and is not counted in the club’s quota for equalization in oversubscribed fields.
  1. Past presidents have preference for life so long as they remain members of WGANC. (See Past Directors Preference List in Information Sheets of this manual.)

ENTRY FORM RECEIVED BEFORE OR AFTER STIPULATED DATES AND CANCELLATIONS

  1. Both early and late entries to oversubscribed fields must be placed at the bottom of the waiting list.
  1. When cancellations occur, substitutes must first come from the list of unaccepted players at the cancelling player’s club. If there arenone, the DIC should go through the waiting list, if any, before allowing early or late entries to play.
  1. If the canceling player or her club can supply a substitute who is not on the club’s “not accepted list”, the club must check with the DIC first to ensure the DIC has no waiting list.
  1. The order of players accepted from the waiting list should be by blind draw. This procedure applies to all players, course raters, rules committee members, and current and past directors.

ELIGIBILITY OF PLAYERS

  1. Players must be both a member of WGANC and a member of the club’s 18-hole women’s group to be eligible for play. This includes junior girls.
  1. To be eligible for an Open Day, a player must have a USGA Handicap Index of 40.4 or lower using the posted revision date.No assumed handicap will be allowed.
  1. Visiting golfers from private clubs belonging to an association may be invited to play in an Open Day if space permits and upon notification and approval to the DIC.

NOTE: Refer to the “JHR” report created by the office and available from the office. This report lists all association members and is sorted by Juniors (J), Handicap only (H) and regular (R) members. It is important to identify these members, since Junior golfers are not allowed to play in over-subscribed Open Days and “handicap-only” members are not allowed in any open days.

ENTRIES OF MULTI-CLUB MEMBER PLAYERS

  1. A player belonging to multiple WGANCclubs may sign up for an Open Day from one club only.
  1. A multi-club player may sign up for an Open Day for a club where she is a member only if she signs up as a member of one of her “other” clubs.
  1. A multi-club member may sign up from any one of her clubs that is eligible to participate in an alpha-restricted Open Day.

ENTRIES FOR BACK-TO-BACK OPEN DAYS

Players entering both Open Days that are designated back-to-back have preference in those Open Days for which they qualify. Their status is noted on the pre-entry form submitted by their home club and is not counted in the club’s quota for equalization in oversubscribed fields.

  1. Entries belonging to one of the back-to-back clubs do NOT get priority if they are entering the “other” back-to-back event. For example, if Catta Vadera and Lincoln Hills are having back-to-back Open Days and a member from Catta Vadera enters the Lincoln Hills Open Day. They do NOT get the same priority as other entries who are trying to play at both clubs.

“NO-SHOW”

  1. A “No-Show” is a player who does not notify the DIC prior to the Open Day that she must cancel. To avoid being a “No-Show,” a player may also call the host club pro shop on the morning of the Open Dayonly, before the start of play, to report that she must cancel.
  1. A “No-Show” will not be allowed to play in Open Day events for six months from the date the DIC receives payment for the cart fees and food. Checks are to be made payable to WGANC. The DIC will pay the food and cart fee to the host club, and submit the cost on her WGANC expense report for reimbursement. “No-Show” status may apply to all members of WGANC, including course raters, rules committee members, past directors and past presidents.
  1. If a member’s name is on the “No-Show” list and her status changes by no longer being a member of WGANC, her name is to be removed from the list. The office will comply with this procedure and send the corrected “No-Show” list to all directors.
  1. If a player fails to attend an Open Day and fails to notify in a timely manner that she is unable to play, the DIC should notify the Open Day Director immediately. The DIC will contact the “No-Show” (perhaps through her OD Chair) to ascertain the reason the player was unable to attend the Open Day and share the information with the Open Day Director. The Open Day Director will review the circumstances and determine if the “No-Show” is confirmed. If confirmed, the Open Day Director will notify the board and the executive director to add the name to the “No-Show” list. The executive director will update the list and inform the board she is posting the latest version of the no-show list to the Web under Open Day Director Documents (the protected area).
  1. If the Open Day Director determines the “No-Show” is confirmed, the DIC will send the “No-Show” letter to the player and her Captain and the Open Day Chair.

PLAYER CANCELLATION

  1. A player who must cancel should notify her own Open Daychair prior to the last cancellation date. If she must cancelafter the last cancellation date, the player must call the DIC and speak to her personally;messages cannot be left on an answering machineor sent by e-mail.
  1. Cancellations on the morning of the Open Day event may be made through the host club pro shop prior to the shotgun starting time.
  1. If a player cancels after the last date of cancellation for the Open Day and a substitute is not provided by the player or the DIC, the player must pay the food and cart fees. She may not play another Open Day until the fees are paid. The fees should be paid by check payable to WGANC and mailedeither to WGANC orto the DIC. The DIC will pay the food and cart fee to the host club and submit the expense to WGANC for reimbursement.

ADDRESSING NO SHOWS AND LATE CANCELLATIONS

It should be noted that the key difference between a “no show” and a “cancellation” is whether the player provided notice to the DIC or to the Pro Shop prior to the Open Day shotgun time. Fees are paid by the players in either case, but the six month suspension after funds are received is only for “no shows”.

It’s also important to keep in mind a sense of “reasonableness” when investigating the reason for a “no show” and deciding what to do about it. There have been examples where players informed the OD Chair prior to the cancellation date, but the OD Chair failed to inform the DIC. In this case, the food and cart fee had to be paid, but no 6-month penalty was assessed. Instead, it was suggested to the club that the payment be made by the ladies group, not the individual who cancelled on time or the OD Chair who made an honest mistake. However, it was important for the club to still make a payment so those involved would remember for the future.

In summary, use your best judgment. If you have questions, please ask the Open Day Director for guidance.

CLUB CANCELS AN OPEN DAY

  1. An Open Day may be cancelled for inclement weather only by the greens-superintendent and/or host club golf professional or his assistants. The DIC must attend Open Days even when play is doubtful.
  1. When the Open Day is cancelled (usually due to low number of entries or sometimes due to course construction), theDIC will inform the Open Day Director who will then notify the Web Master to post a cancellation on the calendar. If entries have been received, the DIC will also send a notice of cancellation to all club Open Day Chairs that submitted players.
  1. If the hosting club has no minimum, WGANC has a minimum of 24 entries to hold an Open Day.

WGANC MARSHALS

  1. Courtesy on the course is of the utmost concern to all golfers. Pace of play is very important to ensure a smooth-running event that is enjoyable to everyone. The TPP program provides a pace of play report that indicates when each foursome should start or finish each hole. The DIC and Open Day assistant should monitor the round to make sure the pace is on schedule.
  1. WGANC directors are requested to make themselves available on the golf course to:

a)Ensure the players have an enjoyable experience.

b)Ensure participants play without undue delay.

c)Decide questions of fact.

d)Respond to ruling questions by referring them to Rules Book and to the location where their question may be answered. If this is not obvious, you might suggest they execute Rule 3-3 (where they play a second ball) and then ask the Pro Shop when they complete their round.

e)Take Pictures

  1. The DIC is there to benefit the players and to practice good public relations. It is important that she be discreet and always remembers to smile!

THANK-YOU NOTES

A communication of thanks should be sent to members and staff of the host club. More detail on where these should go to and the means of sending is listed later in this document.

OPEN DAY TIME SCHEDULE

NINE WEEKS IN ADVANCE OF OPEN DAY

DIRECTOR IN CHARGE

Contact the host clubOpen Day chair to set a date for the arrangement meeting. The Open Day chair, golf professional, and food and beverage manager should be invited to attend the meeting. The women’s group captain, club manager, and golf course superintendent may also attend the meeting at the option of the club.

Some DIC’s have found it to be optional to hold the meeting by phone and email communication rather than in person. It is recommended that face-to-face meetings are held by new DIC’s and/or with clubs that have not held an open day in a couple of years.

EIGHT WEEKS IN ADVANCE OF OPEN DAY

ARRANGEMENT MEETING WITH HOST CLUB

Class B uniforms should be worn for the Arrangement Meetings. The following bullets represent key items that should be covered during the meeting. All these items should be found within the 1029 Arrangement form.

  1. CHECK-IN
  1. The host club should provide check-in tables, scorecards, pencils, tees and ball markers (if provided by pro). (NOTE: The DIC will be printing scorecards via TheTournament Management System, but it’s nice to have local scorecards for players at registration.)
  2. Two tables are required and should be placed together for check-in. One will be used by the host club committee to collect money for food, carts and sweeps; and one is for the DIC to distribute scorecards and the conditions of play.
  3. Club committee should collect all fees, including sweeps.
  4. They should be reminded to have a cash box and money to make change.
  5. The DIC should obtain a receipt for all money collected by the host club.
  1. SCORING
  1. Host club arranges for runners to pick up and check scorecards for players’ signatures.
  2. A quiet room is needed for scoring (with three-prong electrical outlet for computer and extension cord).
  3. The DIC will post the scores to GHIN through the Tournament Management System as soon after the Open Day as possible. Open Day scores are not posted as “T” scores.
  4. If possible arrange for a P.A. system for announcing awards.

3. FOOD