18 Hole Policies and Procedure Manuals

Page 6

SECOND VICE PRESIDENT ATTACHMENT A TOURNAMENT COORDINATOR CHECKLIST • Review all Tournament forms, Guidelines, Date(s) and Budget with the 2 nd Vice President • Form a committee to plan for the tournament and include the 2 nd Vice President to be on the committee, and stay in communication with her, even if no committee is needed *At Least 8 Weeks prior to the Tournament Date: - Meet with your committee to create a theme, delegate tasks, order/buy any prizes or favors and plan the details of the tournament -Meet with Pro Shop Liaison to confirm the golf course is blocked for your dates, review Tournament Format and Guidelines and determine a date for Sign-ups and Tournament format to be emailed out -Meet with AAC Member Events & Services Manager to plan any banquet needs -Meet with AAC Communications Director to plan poster with theme and tournament details and the -Reconfirm format and date with Pro Shop Liaison(s), ensuring they will: establish flights from list of participants when necessary; secure tee times; prepare score cards; make course preparations, like placing closest to pin proxy markers; act as host and starter; prepare gift certificates; calculate and post winners. Confirm bag room will place rules and format sheets on each cart -Reconfirm with AAC Member Events for any banquet or other requests that have been made -Have tournament committee members contact those who have not signed up to encourage participation -Submit Tournament Information Sheet (Attachment C) to 2 nd Vice President • Continue following up with all details of the Tournament to ensure everything is complete up until the Tournament Day • At least a day before the Tournament have the Pro Shop Liaison send an email out to all the players with Tee Times, Pairings and Format Sheet • After the Tournament, Announce the winners and make sure pictures are taken • Work with the Communication Chairman and Pro-Shop Liaison to send out an e-mail to the members with the final results, no later than the following day • Follow up with the Publicity Chairman to ensure she has all the information and pictures needed • Adhere to the Association’s Tipping policy. 1. Dutch Treat, and Team Play, have money in the budget for tipping the Bag Room. 2. Our season-long appreciation is shown to our Pro Liaison(s) in the form of a cash gift at the Closing Meeting. The 2nd VP draws money from the Association for this gift through the Treasurer. 3. Our gratitude to our Locker Room Attendants is a monetary gift collected by the President and presented at the annual Christmas Locker Room Party. 4. Any other gratuities (in the case of extraordinary assistance) will be at the discretion of the Tournament Coordinator. These gratuities will come out of the coordinator’s tournament budget or from gifts not used. Any such gratuities need to be pre-approved by the 2 nd VP and Treasurer. • COMPLETE A FULL COMMITTEE REPORT AND INSERT IN BINDER, AND EMAIL WRITTEN REPORT TO THE 2 nd VP, NO LATER THAN A WEEK AFTER THE TOURNAMENT (Attachment B) • No later than a week after the Tournament, complete your Expense Report with attached receipts and give to the Treasurer for reimbursement. Also include a copy of your Expense Report in your Tournament Binder with your Final Report (Attachment D) Effective March 2000 Revised January 2014 Revised January 2023 Revised August 2002 Revised October 2018 Revised April 2004 Revised January 2022 Revised August 2007 Revised November 2022 date it will be put up in the Ladies Locker Room *Two to three weeks prior to the Tournament: