Loudoun Vintage Golf Club (LVGC) Event Captains

Procedures and Responsibilities (3/23/2020)

1. Captains have access to the website’s Event Scheduler from the website main menu. This function manages all the

information regarding venue and registered players. They should be familiar with Web User Guide section 3.4

regarding the event Scheduler View.

2. The Captain assigned to an event will be responsible for finalizing the groups, tee-time assignments, and sending the

member notification emails for the event:

Manually add member to an event if they cannot register on the website calendar.

1 Access the Scheduler function and open applicable event pull-down date. 2 Select member name from Add Member Registration pull-down box.

3 Scroll down to verify they were added to the list.

Manually delete member from an event if they cannot de-register for an event on the website calendar.

1 Access the Scheduler function and open applicable event pull-down date. 2 Click the Delete ‘X’ icon for that member, and accept the delete warning. 3 Scroll down to verify they were deleted from the list.

At least 2 weeks prior to assigned event, verify the scheduled event with the course. 1 Access the Scheduler function and open applicable event pull-down date. 2 Call the course pro shop to confirm the First Tee-time, Shotgun or Tee Increment, and Rate. If necessary, edit

any of these items and click Update Event button.

3 Also confirm contact email and pro-shop phone are correct to communicate event details (these can only be

updated in Course Editor by Scheduling chairperson)

4 Verify they have enough tee slots based on current Signed Up head count with expectation of at least 1 or 2

more groups signing up before the event date. This is important to the course to determine the window of t-

time slots they need to accommodate us.

5 **COVID-19 (Corona) virus – Determine availability of riding or hand carts, single riders, impact to shotgun

start, food and drink, and any other related issues.

At least 1 week prior to assigned event, send Announcement/Reminder email.

1 Access the Scheduler function and open applicable event pull-down date. 2 Click Send Announcement button to send reminder email to all rostered club members to sign up for the

event. Copy will also go to course contact to provide them a heads-up reminder.

3 **COVID-19 (Corona) virus – Edit [are / not] accordingly in item #1 of Special Considerations in the email to

reflect availability of carts. Add any other items identified by course.

Three (3) days prior to assigned event (Friday for Monday event, or Sunday for Wednesday event), send Schedule/Pairings email. 1 Access the Scheduler function and open applicable event pull-down date. 2 To coincide with the automated cutoff period for the event, these steps should be performed after 4:00 PM

on the applicable day (Friday or Sunday). Be sure to click all 3 buttons in prescribed order below to ensure

the email is formatted correctly.

A Click Assign Groups button to initially set the groups; verify that like Pair-IDs are linked to a similar group,

click the Group column sort arrow and verify no groups have more than 4 players. At this point the group

values can still be edited if last minute changes are needed.

B When all the group assignments look good, click Set Groups & T-Times button to finalize groups.

C Click Send Schedule to display email with Group Pairings and Tee Times to event registered members,

verify format of email looks good before clicking Send button. Copy will also go to course contact and pro

shop.

D **COVID-19 (Corona) virus – Edit [are / not] accordingly in item #1 of Special Considerations in the email

to reflect availability of carts. Add any other items identified by course.

Add player after cutoff time. Captain has the option to add a member to an existing 3-some. Do not add a player

if we already have an even number of full 4-some groups, they can show up the day of the event on their own,

and try to squeeze in if we have last minute dropouts.

1 Select member name from the Add Member Registration pull-down. The member cannot register themselves

during cutoff period.

2 To avoid resetting all original pairings, just manually type in the group # of the 3-some the player is being

assigned to (no need to click the Assign Groups button). Assign to highest 3-some group # to maintain smaller

groups up front.

3 Then click Set Groups & T-Times. This should maintain all previous groups and t-times, and include new

player assigned to their group with a t-time.

4 If all groups look good, click Send Schedule button, edit the subject as “Revised” with note in email body to

reference added player and group. Email will be sent to registered members, copy will also go to course

contact and pro shop.

3. Immediately notify the course pro shop of any last minute changes made after the Group Pairing email is sent so they

can update their expected player list prior to the day of play.

4. At the course:

Check in and liaison with the pro shop staff at least 1 hour before first tee time to ensure the rate is correct, and

their player list is accurate with our latest pairing list.

Assist members who may want to make last minute group changes at the course.

Work with the course Starter to consolidate groups with less than 4 players if needed. Keep smaller groups

upfront of the foursomes to help speed of play.

5. Avoid confrontations and communicate any issues, concerns or suggestions to the LVGC Executive Board soon after

the outing. They will be discussed at the next board meeting.

*** Special Considerations/Rules for COVID-19 (Corona virus) *** 1) Riding carts are / not available for this event. Hand carts are / not available. 2) Dining area is likely closed and no water on course, bring your own food and drink. 3) Don’t rely on the disinfecting practices of any course; be prepared with your own methods of protection. 4) Pay greens fee with credit/debit card, avoid handling cash. 5) Lift, clean & place in sand traps, avoid handling rakes. 6) Leave flag-stick in, avoid handling the stick. 7) Accept 'gimmies' no need to hole-out, avoid touching the cup.

3.4 Scheduler View – Set, Announce, Finalize and Email logistics for each event Select “Scheduler” from menu bar. This view provides the capability to manage event T-Times, Group pairings, and selecting event Captain. This is where the manager/captain generates advance email reminders of the upcoming event and final pairing email with assigned groups and respective tee times prior to the event.

1. Select applicable Date of desired event from pull-down arrows 2. As members register for events, their names are added to the list, incrementing the Signed Up counter

3.4.1 Event Verification - 2 weeks prior to scheduled event (Monday/Wednesday):

1. Confirm Captain is assigned, set by selecting name from pull-down list if no name is present 2. Call the pro shop to verify starting Tee Time, Tee Increment (minutes between tee times), and Rate. Zero

increment is for shotgun starts. Make changes in the appropriate data box if necessary. 3. Click the Update Event button if changes are made for any of the previous steps. 4. Also confirm contact email and pro-shop phone are correct to communicate event details (these can only be

updated in Course Editor by Scheduling chairperson) 5. Verify they have enough tee slots based on current Signed Up head count with expectation of at least 1 or 2 more

groups signing up before the event date. This is important to the course to determine the window of t-time slots they need to accommodate us.

3.4.2 Send Event Reminder - 1 week prior to scheduled event (Monday/Wednesday):

1. Click the Send Announcement button to generate the Announce Email to all members (also goes to course contact). This email will contain a list of who already signed up for the event, and remind other members to register. Click Send.

3.4.3 Finalize event - 3 days prior to scheduled event (Friday/Monday):

1. This process sets all the groups and tee-times. Requested pairings are grouped first then all other players are randomly assigned to fill in 4-somes.

2. For Tournament event type only: a. Paid column will display for each member. Click the box to check-off when payment is made. b. Click Set ABCD Pairings button to associate best A, worst B, best C, worst D players to teams. Verify

best/worst scenario by Index and PairID. Best Index is best A, and PairID links teams. 3. Click the following 3 buttons in the order described:

a. Click the Create Groups button for system to automatically assign players to their groups. The logic will keep like PairIds together. Verify all similar PairIds are aligned to the same group

b. Click the Assign/Save T-Times button to generate all tee times based on First Tee Time and Tee Increment values. Database will be updated with Group and Tee Times.

c. Click the Send Schedule button to generate the Final Pairings Email to members who registered for the event,

and pro shop contact. Email will contain a list of all group pairings and assigned Tee Times. Review the email for accuracy, click Send button.