Running A Tournament - Start to Finish

The following guidelines are just that, guidelines.  Each TC can adapt these to his own style.  The important thing is to come up with an orderly process for handling entries, establishing pairings, flights, etc., and to pull off a successful tournament where people in the breezeway are complaining about their games, not about the way the tournament was conducted.  This section is designed to cover tournaments in general.  See  Running an Away Tournament for additional information specific to Away tournaments.

General Notes:

Sign-ups: There are 4 ways to sign up for a tournament.  An envelope with a check can be placed in the box at the course.  A mail-in entry can be sent to the shop where the TC will get it along with drop ins.  The internet can also be used.  The fourth method, of course, is all of the players who call the TC after the tournament has closed. Every tournament requires that a sign-up announcement be posted at the Pro Shop.  The Announcement should have all of the tournament information including number of entries, format, times, cost, dates, and instructions for players to fill in their partner name if the format requires. No sign up list is provided; the check in the box is all that is needed.  The TC will add all entries from the box to the online signup list to maintain a current list of players.  This is particularly important for the rare tournament that fills up.  The TC should monitor the entries before the deadline to make sure that payment has been received in the right amount.

Cancellation of Times:  This section is very important.  Read it carefully.  For our home tournaments we usually reserve more starting times than we really need.  And, it is usually true that we can get additional times if we need them.  However, with a tournament closing on Sunday, the Pro Shop needs to know LATE ON SUNDAY how many times we need.  Palo Alto residents can get weekend times starting on Monday morning and if we don't free up times until later in the week, we may endanger our ability to reserve the extra times in the first place.  The Pro Shop is very willing to let us allocate one or two 'starter's times' within a two hour period if we ask for them.  This means that, even if we do fall behind in starting, the public play after us will start pretty close to on time.  And if you believe a few more entries will come in on Monday or through the week, you can certainly allocate an additional time provided that you coordinate with the Pro Shop.

The following is a step-by-step walk through the process of running a tournament.

  • Step 1 is obviously to schedule the event and determine the conditions of play.  These should be published on the web site early in the year so that players can plan for their events.  Coordinate the web posting with the web master.
  • Step 2 Post the tournament announcement sheet at the club.
  • Step 3:  Check the sign-ups on a regular basis and post the entries for both mail in and club sign-ups.
  • Step 4:  Create the tournament on the laptop.  This may be as simple as removing the players from the previous year's tournament and then copying in the new players, changing the date of the tournament.  If it is necessary to create a new tournament, the basic steps are:

    Create Course (if necessary)
    Create Tournament
    Add all players
    Create Teams (if necessary)
    Create Flights
    Create Pairings
    Adjust tees for flights

It is beyond the scope of these web pages to replace the HELP screens for the TPP Program.  However, there are some little notes and guidelines to be found in TIPS FOR TPP

  • Step 6:  Publish starting times and tournament rules sheet.  These should be put on the web, posted on the bulletin board, and given to the pro shop staff to help them answer phone calls.  By this time, any trophies necessary should have been ordered.
  • Step 7:  Prepare the scorecards.  For Home tournaments either deliver them the day before or get there early.  For Away tournaments, deliver them to the course Pro Shop the day of the tournament for distribution by the staff at the away course. Also determine whether the course will be set up properly.  If course marking is necessary for home tournaments, consult with the course superintendent.  If tees or flags need to be setup specially, consult with the course superintendent.
  • Step 8:  Handle exceptions such as cancellations, requests for pairing changes (resist these) and other items that might come up.
  • Step 9:  Run the tournament (Away) or turn it over to the pro shop staff for Home.  However, remember at all times, that it is the Tournament Committee that is responsible for the competition.  Be sure to be involved as a Committee in any decisions that need to be made about the Rules.  For Home tournaments make sure that there is a check available to pay green fees on each day of the tournament.  For Away tournaments, be sure to comply with the payment information specified in the contract.
  • Step 10:  Publish the results.  Then get started on the next tournament.
Last Updated on 12/07/2008