As host you will have three responsibilities:
Contacting the Golf Course and Golf Pro a week or two before each event. The Schedule Coordinator will contact the golf course to reconfirm the upcoming event and make sure they are prepared for us. The Host for each event does not need to contact the golf course. We have set up the Schedule Coordinator to own the relationship with each of the golf courses and to be their primary point of contact.
Sending Monday Email to Members and Golf Pro. At 12 noon on the Monday before the event, the Communications Coordinator will close the signup, pull the player registrations from SignUp.com and run the list through a randomizing process to create the Team List. (The Host(s) and the Hospitality Coordinator will be moved to the top of the list, and guests moved to play with the member who signed them up.) The final Team list will be added to an updated 'Monday email' and sent out to everyone. Members can then respond back to the Communications Coordinator with any adjustments (hopefully none are needed). The final email is then sent out to the members and the golf course. The golf club pro will use the Team List in this email to label the golf carts and assign starting holes. Ideally, the rules for the day’s play should be attached to the email so they pro can prepare proximity markers.
One of the benefits of hosting is you get to make the rules for the day’s event! We’ve played all kinds of crazy games, and hosts have given out all sorts of different prizes. You can get some ideas by clicking on the button below. There are also sample rules sheets at the bottom of this page that you can download, edit and print. You’ll need to get your rules written up and sent to the Communications Coordinator by Noon on the Monday before the event so they can attached to the email to the members and head pro. This will tell the pro our proximity marker needs or other special requirements.
If bad weather is a possibility, you need to get up early, check the forecast, and if necessary, send out a cancellation email by 6:30 AM. (Nothing fancy is needed, just do a 'Reply All' to the Monday email and let everyone know we're not playing. And call the golf pro.) Otherwise, gather up your printed rules & prizes and head out to the golf course early to make sure the golf pro has everything in good shape.
Before the round get everyone together and go over the game rules and contests for the day. The golf pro should have determined the starting holes, labeled the golf carts with the teams, and have the proximity markers for the contests ready.
As the players come in after the round, collect the scorecards and proximity markers, and lead a recap of the day's play. Try to get each team to share a highlight or funny moment from their round. Award prizes. If there are guests, ask the GFG member who brought them to introduce them and ask each guest to say a couple of words about himself.
Your final task, and an important one! Send out an email by 7 PM with brief comments on the day's event and a list of the winning team's members and their score, and a list of the contest winners. End the email with a thank you to the golf pro. The easiest way to do this would be to do a 'Reply All' to the Monday email and add your recap.
More forms will be coming soon, including -
Numerous Game Rules Samples in different formats, and
How To Use 'Reply All' To Create A Cancellation Or Post-Round Email