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Some day, when you least expect it, you may hear "Smile, you're going to arrange the golf outing." Well, if you've golfed once or twice, that makes you a golf special events coordiantor, right? Your situation may not be this extreme but let's face it, we can all use some help when it comes to organizing an outing. It's easy to overlook a detail or two and, invariably, it's going to be one of the most important and hardest to correct, especially the day of the outing. Keep this basic guide and the host golf course make the planning and arranging of your next golf outing as problem-free and easy as possible. Plus, it shows you what the course does to make your outing happen. The guide is derived from my six years of experience plus input from other facility managers, and questions asked and mistakes made by the event organizers and course operators. If you find something I've overlooked, then you're on the right train of thought and the article is helping. Pick the Format When picking the format, keep in mind that you likely will have several golfers who rarely or never golf. Listing all the golf outing formats and variations is beyond the scope of this article, but see a list of resources at the end for more ideas. Regular Game of Golf
Each player tees off and plays his or her own ball throughout the game. Each player scores individually. Scramble This is the most popular format for outings because it is fun for the seasoned golfer and the beginner. Once the team has a playable lie, the remainder of the team can play aggressive golf (go for it!). Also, if you hit a bad shot (something most of us never do), you get to pick up your ball and play from a better position. There is quite a bit of strategy involved in scramble. What looks to be your best choice (e.g., Should you chip from just off the green or take the downfall putt?). For scrable, first determine how many times each player's drive must be used. Typically it's two times. "Last-minute outings can be arranged, butyou are less likely to get the date, time and course you want." 28 Illinois Parks and Recreation
for 9 holes and four times for 18 holes. Each player tees off at each hole and the team selects the ball in the best position. Each player's next shot must be within the determined distance of the selected ball (for example, one foot or one club length). Repeat this method of play until arrive on the green. Select the ball your team would like to putt from. Each player putts from the exact spot of the ball selected. Best Ball Oftentimes this format is confused with the scambe. However, it's played the same as the regular game but you do not use all the player's scores. Record only the best score for each hole. Alternate Shot This is a game for a two-player team. Both players tee off from the first tee. Then you select the drive from the player A or B and only one ball is used from the point on. If the team choses player A's shot, player B takes the next shot. Continue alternating until the ball is holed out. If player B sinks the putt, player A tees off on the next hole. Determine the Number of Participants Courses have minimum and maximum player requirements. Be sure to ask the golf course manager when the final count is due. ( For this article I will be referring March/April 2003 29
to the golf course manager as the contact, but other staff members may handle outings. Getting to the right person will probably be the easiest part of organizing the outing.) Set the Outing Date Depending on how early in the season the course starts accepting outing reservations, the earlier you book your outing the better your chances are of getting the day you want. Some courses have limits on the number of outings per day. If you are looking for a specific day, especially if it's a weekend, I suggest anywhere from two to three months prior. Ask if you can add or deduct players and what is the cutoff date for these changes. Don't run to the phone and book an outing for fear that you may be asked to arrange one. Last-minute outings can be arranged, but you are less likely to get the date, time and course you want. Know the policy on inclement weather and set an alternative rain date. If everyone tees off on the first hole, ask the golf course manager for the tee times. With a "shotgun" start, all players tee off at the same time on different holes. The big advantage to a shotgun start is everyone finishes at approximately the same time. Some drawbacks are that some courses limit shotgun starts to early morning tee times because the course must be vacant, and some courses only allow shotgun starts on weekends due to league play during the week. If everyone cannot arrive at the same time or you have a small group, teeing off on the first hole may be the better choice. But keep in mind there may be a big gap between the finishing times for the first and last groups. For shotgun starts, I recommend your players arriving 30 to 45 minutes before tee time. Allow enough time for assigning carts and starting hole numbers, signing in, providing information on rules and instructions and...the list goes on. Think of anything you may want or need to convey to your participants and you'll find 45 minutes is not too early. If you choose to have everyone tee off on the first hole, arriving 15 to 20 minutes prior to the tee time will work. Carts At some courses carts are mandatory, so find out the cart rules. Some follow the "cart path" rule, which means you keep the cart on the cart path at all times. The 90-degree rule means you stay on the cart path (if they have one) or in the rough (not in the fairway) until you get to your ball then drive across the fairway to your ball, take your shot and drive back to the path or rough. Decide whether you want the
30 Illinois Parks and Recreation
player's names on the carts. If you can provide the course with a list names and groupings (foursomes), most courses will assign carts by displaying the golfers names on the cart. Also, determine whether you need an accessible cart for persons with disabilities and if such carts are available. Signage If you have sponsor signs or contest markers-available at most courses—to put on the course (e.g., closest to pin, longest drive or longest putt), check with the golf course manager about protocol. If you are going to have a closest-to-the-pin contest on one or more of the par 3 holes or a longest drive contest, ask the golf course manager to recommend the hole or holes and the course will put the markers out for you. Also, let the manager know if you have sponsor signs and on which holes you would like them placed. Calculate the Outing fees Be sure to ask the golf course manager for the deposit amount and when final payment is due. Consider food and beverage package costs. If the course offers food and beverage packages, they most likely will start around $5 per person and go up form there. To avoid a costly misunderstanding, be sure that you are clear on what your choice includes and the total cost. Course Rules Be sure that each participant is given a copy of the course rules. Most courses will not allow any beverages brought in from the outside. Some enforce pace-of-play rules. Typically no metal spikes are allowed. Most courses require each player to have a set of clubs and some set a minimum age regulation. Prizes Of course, you will need prizes, awards and giveaways. You may want to consider giving each guest a goody bag at the start. These bags typically include golf balls, tees, ball markers and even a snack. Also, ask if the golf course manager would contribute a round of golf that can be used as one of your prizes. Ask the Golf Course Manager Will there be a beverage cart? Do you enforce a dress code? Do you have rental clubs and how many (if needed)? Well, there it is! Even if I've overlooked a few things this should be enough help to make your next outing arrangements a little easier. Gary Seiden is the manager of golf operations for the River Trails Park District Rob Roy Golf Course, golf@rtpd.org. March/April 2003 31 |
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