Guidance for CDs if hosting a County event at your Club.
Your OLCGA executive begin planning events in May for the following year. A record is kept of clubs who host events and we try to rota events across different venues.
We are a very small County with only some 18 clubs that can be asked to host competitions and matches. With a requirement to organise some 20 events each year (which increases to 30 with the addition of regional and junior commitments), it is not always possible to give clubs a ‘rest’ year before asking them to host a county event.
To ensure the smooth running of County events at your Club – please use the checklist below: It is not essential for you as CD to do all of this yourself – it may suit you to encourage your captain or other committee members to assist on the day.
1. Initial Enquiry
1.1 After receipt of an email to request that your club host an event, please consult with the
management at your club on behalf of OLCGA.
1.2 Dates and times are usually flexible and you will be given guidance. Most events in the
OLCGA diary work to a similar pattern year on year.
1.3 OLCGA work with a very limited budget and we are not a society. You will be asked to seek a discounted rate from your club. Whilst we appreciate that costs are increasing and we rarely have courtesy of a course free of charge, we do expect clubs to be aware of their obligations under the Terms of Affiliation to England Golf
Courtesy of Course
In respect of Golf Clubs only, the Applicant's golf course/facilities and part of its
clubhouse should be made available to the County Body at reasonable intervals in
accordance with the County Rules and Regulations of the relevant County Body. Where
the Golf Club does not own or control its course, the provision of the golf course should
be agreed in writing with the Alternative Club prior to Affiliation.
2. About 4 weeks prior to the event
2.1 Check with the club management that they have the competition booked.
2.2 Advise County Comp secretary of the course we will be using eg Red course and confirm
first tee time and interval – is it 10 mins? and last tee time.
2.3 Reserve a buggy for county use
2.4 Provide a copy of your local rules and check these are correct on your cards
3. Catering
3.1 What are the arrangements for catering and what information would it be useful to pass
on to visitors in advance?
3.2 It works well to ask players to pre-order at registration so that food is available after play
– it may help to agree a limited choice menu with your club caterers.
3.3 If your club would like to do this, then someone will need to be available at registration to take orders and payments (we cannot do this for the club).
4. Ball Sweep for 3 ball alliances
4.1 It is usual for clubs to run a ball sweep in aid of their captains’ charity when hosting 3
Ball alliances.
4.2 Please advise what your Captains’ charity is, so that we can include this in the pre-joining. Instructions. Players will be asked to bring cash for the ball sweep.
4.3 Someone from the club will need to organise the sweep - £2 per strip is standard price.
4.4 Please supply raffle tickets, a cash float and some Sellotape (to stick the raffle tickets on
the balls)
4.5 After all players have entered you can split the money – 50 % to charity and 50% on balls
(you should buy these from your pro-shop). Do the draw and label the balls some 3s, some
2s and some 1s.
5. On the day – about 1hr 30mins before the first tee time
5.1 Please set up a registration table - with access to a socket.
5.2 Ensure the wifi code is available – this is a priority so that Handicaps can be checked in
advance
5.3 Please also provide a helper for the registration table
5.4 Also a stack of course cards
5.5 Check with the pro-shop if there are any course conditions which should be mentioned
to players and advise the starter
5.6 If requested, provide a starter (possibly the ladies captain or committee member)
5.7 You may need another helper to set up the county banner (near the registration table)
and flag (possibly on the first tee)
5.8 An additional helper may be required for meet and greet, giving directions to changing
rooms, first tee, car parking etc? This depends on the numbers of visitors and the size of
your club. Are there any parts of the course that require marshals?
5.9 After all players are on the course – help set up a prize table
5.10 After play, assist with score entry and answer queries as required.
Last updated: January 2024