Develop a Charter for the Golf Tournament Project
Web.com Tour Operations Guide October 2012 Table of Contents 2 Introduction PGA TOUR Staff..........................................3-5 PGA TOUR Staff Contact Information…......6-8 Player Information & Clubhouse Areas Advance Information to Players...................10 Player Registration/Housing ....................... 11 Finance Office ...... .......................................12 Locker Room................................................12 Player Dining ...............................................13 Player Parking.............................................13 Caddie Information...................... .................14 Security .......................................................15 Tee Time Phone Calls..................................15 Day Care Arrangements ...... ........................15 Operational Areas Phone & Electrical............ ..........................17-19 Electrical Requirements ..............................17 Phone Requirements ......... .......................18-19 Electronic scoreboard and Scoreboard Set-up, Breakdown ..………20-22 Other Requirements of the Side & Footer Panels for Scoreboards……..21 Web.com Tour Operations Truck..................23 Tee Water Committee...................................24 Roping and Staking .................................24-25 Tee and Green Signs ...................................26 Ecology .........................................................26 Web.com Tour (Rules) Office ......................27 Practice Range .............................................28 On-Course Construction..........................29-30 Portable Restrooms .....................................31 Carts ............................................................31 Radios...........................................................32 Starting and Finishing Tents ........................33 First Aid .......................................................33 Evacuations Plan..........................................34 Mesh Fencing, Road Signage, Sail Banners…… ………......................................35 Tee Back Drops, LED Board Fence, Notes On Signage.............. ..........................36 Caddy Bibs ......... ................................. ........37 Scoring & Volunteer Operations Volunteer Training .......................................39 Volunteer Area.....................................................40 Volunteer Food ...................................................40 Scoring Central Chairperson ..............................41 Walking Scorers Chairperson..............................42 Runners Chairperson ............ ..............................43 Marshals Chairperson ........................................44 Standard Bearers Chairperso n ......................45-46 Starters ...............................................................47 Finishing Tent Volunteers ...................................47 Official Scoreboard.... .....................................48-49 Miscellaneous Media Center ........................................................51 Awards Ceremony ...............................................52 Tee Markers/Flagsticks ........................................52 TV Considerations ................................................52 Wednesday Pro-Am Items... .................................53 Official Scorecards ...............................................54 Tournament Report ..............................................55 Tournament Pairings Guide..................................55 Yardage Books.......... ...........................................56 PGA TOUR Meteorologist ..................................57 Equipment Trailers .............................................57 Player and Manufacturer Ma il.............................57 Security Guidelines .............................................58 Special Events ....................................................59 PGATOUR.COM Tournament Web Site ............60 PGATOURIMAGES.COM Web Site ..................61 PGA TOUR Cobranding Web Site .....................62 PGA TOUR Retail Licensing ..............................63 Instructions for Prize Money Payment ...............63 PGA TOUR Tournament Liability Insurance …..63 PGA TOUR Credentials …..................................64 Other Information Sample Hotel List .............................................66-67 Sample Cart List .................................................68 Sample Radio List …….......................................69 Instructions for Marshals …….............................70 Instructions for Runners … ..................................71 Instructions for Walking Scorers ….....................72 Year-Round Public Relations Plan ................73-75 Common Situations sometimes Overlooked..76-77 Additional Pictures ..…………...……...………78-82 Introduction 3 PGA TOUR Staff The PGA TOUR staff is a dedicated group of individuals from various backgrounds in the golf and business community with one goal in mind: The growth and success of the Web.com Tour and it s local tournament organizati ons, and in turn, the PGA TOUR organization as a whole. Before, during, and after the event, all of the various groups associated with t he PGA TOUR staff will be wo rking closely with the tournament organization. The staff of the Web.com Tour is broken into several different areas: Tournament Business Affairs, Competitions, Tournament Operations, Player Relations, and Comm unications. In addition to these, a PGA TOUR agronomist will be working closely with the host facility to help prepare for the event.
Tournament Business Affairs The role of the Tournament Business Affairs department is to support the mission of the PGA TOUR and Web.com Tour by stre ngthening tournaments financially and operationally, and by increasing financial benefits and value to players, host organizations, sponsors, televi sion partners and charities.
The objectives of Tournament Business Affairs on the Web.com Tour are:
•To provide long-term strategic business pl anning counsel, ensure proper preparation in a variety of areas in cluding tournament agreements and facility agreements, and to assist in future planning/dates on schedule.
•To provide assistance to all events and to help them access the resources of the PGA TOUR.
•To better understand all aspects of individual tournaments and to assist in effecting improvements in applicable areas, with an emphasis on financial performance and tournament operational efficiency.
•To assist events with the preparation of quality sales presentations and the implementation of those pr esentations where appropriate.
•To assist events in sustaining long-term Sponsor relationships by identifying and fully understanding the special needs and expectations of the Sponsor.
•To achieve a more consistent, high-qual ity presentation at all tournaments.
•To interface with the Executive Boar d and to some extent local media.
In general, business related contacts between the tournament and the Web.com Tour should take place between Tournamen t Business Affairs representatives, the local Tournament Director and General Chair person to avoid confusion and eliminate conflicting or duplicate requests . It will also ensure that the tournament is kept current and fully informed of all policies and procedures. The entire PGA TOUR staff, however, takes a great deal of pride in the level of operational assistance and support available to tournament s. Therefore, you will also be in contact with the advance rules and operations officials regar ding many operational areas (and other items) in preparation fo r and during the tournament.
Introduction 4 Competitions The Competitions Staff will serve a variety of roles before, during, and after the event.
In the months and weeks prior to the event, the advance rules official will be in close contact regarding many aspects of the event. He will be the tournament organization’s main contact for items relating to the competition itself, the golf course, Pro-Am competitions, and ot her operational areas. The week prior to the event (advance week), this person will be on site during the entire week both assisting the tournament organization and preparing for the event. During the week of the tournament, he will work in conjunction wit h the Web.com Tour Tournament Director to run the competition and ensure a successful week. The Web.com Tour Tournament Director is ultimately responsib le for all aspects of the competition and all on-site Web.com Tour personnel report to him.
Tournament Operations The Tournament Operations staff will also be a valuable asset to the success of the tournament. The advance operations offici al will be your contact on questions regarding volunteers, scoring, and other operational items. He will arrive on-site at the tournament during the latter-hal f of advance week. In addition to meeting with each of the volunteer chairman and ens uring that many items regarding the scoring system are in place, he will conduct meetings wit h different groups of volunteers. The Operations staff will also assist in many other areas, including Monday Pro-Am’s and special events, and along with the advance ru les official, will be your main contact during the event.
Player Relations Marty Caffey is the Player Relations Sta ff. In addition he is a liaison between the Web.com Tour President and the Player. He is also a key contact with the players. He can assist with charity visits, client entertain ment (draw parties, skybox visits, etc). He is your main contact for player concerns.
Communications The Communications Department will work with the local and national media to ensure the best possible coverage before and during the tournament. In addition to many other items, a Tour media official will be on-site during the entire tournament week, and will coordinate all media activities. He is a val uable resource that should be used by tournament organizations as much as possi ble. The media official will also be available prior to the event to assist with m edia days and other promotional events.
Agronomy The primary objective of t he PGA TOUR Agronomist is to assist the Golf Course Superintendent in providing the best possi ble playing conditions not only for their scheduled tournament com petition, but also year round. The PGA TOUR Agronomist will observe and consult with the Golf Cour se Superintendent on all aspects of their operation including the management of their greens, tees, fairways, roughs, bunkers, equipment and equipment maintenance. Introduction 5 Agronomy continued… The PGA TOUR Agronomist is responsible for informing the host Superintendent of the preferred playing conditions by coordina ting input and direction from the Players, Host Facility, Tournament Sponsor, Rule s Staff and the PGA Tour's Executive Committee. The PGA TOUR Agronomist will visit the host facility about eight weeks prior to the tournament and then may return to assist in operations during Advance Week and help to align maintenance sc heduling for Tournament Week. Following the tournament, it is the re sponsibility of the PGA TOUR Agronomist to review the outcome of the tournaments’ golf cour se conditions and then assist the Superintendent in making improvements for t he future. This is typically done during a post-tournament or Follow-up Visit. The PGA TOUR Agronomist will stay in contact with the Golf Course Superintendent throughout the year to assist he or she in maintaining the highest atta inable golf course playing conditions year round, assist with any golf course changes and to help ma intain focus on tournament conditioning. Introduction 6 PGA TOUR Staff Contact Information W. William Calfee President, Web.com Tour Office: (904) 273-3322 Fax: (904) 273-7626 Robin Leaptrott Executive Administrative Assistant, Web.com Tour Office: (904) 273-3310 Fax: (904) 273-7626 Email: [email protected] Tournament Business Affairs Jeff Monday SVP, Tournament Business Affairs, Web.com Tour Office: 904-273-3441 Fax :904-280-6641 Email :[email protected] Timothy S. Benton VP, Tournament Business Affairs & Sponsorship Sales Office: (904) 273-3227 Fax: (904) 273-7626 Email: [email protected] Mary Turnes Director, Tournament Business Affairs Office: (904) 273-3272 Email: [email protected] Justin Allen Director, Marketing Web.com Tour Office: (904) 273-3514 Email: [email protected] Karen L. Durden Exec Admin Assistant, Tournament Business Affairs, Web.com Tour Office: 904-273-3267 Fax :904-280-6891 Email : [email protected] Tim Iley Director, Tournament Business Affairs, Web.com Tour Office: (904) 280-4772 Email: [email protected] Beth Griffith Administrative Assistant Office: (904) 273-3455 Email: [email protected] Introduction 7 Competitions Jim Duncan VP Rules, Competitions and Administration Cell Phone: (904) 607-5468 Email:
[email protected] Orlando Pope Tournament Director Cell Phone: (904) 607-5471 Email: [email protected] Michael Combs Tournament Official Cell Phone: (904) 607-5467 Email: [email protected] Rich Pierson Tournament Official Cell Phone: (214) 679-7225 Email: [email protected] Clay Neely Tournament Official Cell Phone: (904) 273-3319 Email: [email protected] Hal Geyer Tournament Official Cell Phone: (972) 765-7037 Email: [email protected] David Donnelly Tournament Official Cell Phone: (314) 799-3695 Email:
[email protected] Michael Peterson Tournament Official Cell Phone: (214) 632-8932 Email: [email protected] Tom Hearn Tournament Official Cell Phone: (402) 617-5758 Email: [email protected] Vaughn Moise Tournament Official Cell Phone: (904) 607-0371 Email: [email protected] Kathy Mobley Membership Services Manager Office: (904) 273-3291 Fax: (904) 273-3377 Email: [email protected] Kelli Anderson Administrative Assistant Office: (904) 273-3460 Fax: (904) 273-3377 Email: [email protected] Competitions Fax: (904) 273-3377 Introduction 8 Tournament Operations Jeff Thomas Tournament Operations Director Email:
[email protected] Ce ll Phone: (919) 357-6786 Chuck Walker Tournament Operations Manager Cell Phone: (904) 614-3447 Email: [email protected] Tommie She ridan Tournament Operations Cell Phone: (904) 891-4092 Email: TommieSheridan @pgatourhq.com Andre w Little Tournament Operations Cell Phone: (757) 561-6095 Email: [email protected] Adam Renfroe Tournament Operations Cell Phone: (904) 252-9515 Email: [email protected] Player Relations Marty Caffey Director of Player Relations Office: (904) 273-3515 Fax: (904) 273-7626 Email:
[email protected] Communications Jeff Adams Director of Communications Web.com Tour Office: (904) 273-3397 Email: [email protected] Joe Chemycz Media Official Cell Phone: (904) 631-1781 Email: [email protected] Agronomy Cal Roth, Director of Agronomy Dennis Leger Jeff Haley Tom Brown Jay Sporl Harry Schuemann Bland Cooper PLAYER INFORMATION AND CLUBHOUSE AREA Player Info & Clubhouse Area 10 Advance Information to Players Tournaments provide advance information to players 3-4 months prior to the event.
Coordinate with the Advance Official the best way to distribute this information. The information should include housing and lodgin g information, child care information, caddie information, directions and maps to the cour se from the airport, RV information and any relevant phone numbers and other items.
In addition, a hotel list should be compiled of local hotels in the area. This list should contain at least four or more hotels in a range of price, usually from $60 and up.
Remember, there are many aux iliary people who travel with the tour and have a wide range of hotel needs. It is also recommended to try and find an RV park or a similar place for certain players to pa rk their RV’s for the week.
This Player Information Packet should be di stributed to the tournament sites and the advance officials 2-3 months prior to the event.
Tournaments should take advantage of the Pl ayer Links website to post tournament information that you want to make availabl e to players like hotel information, day care, afternoon activities, etc. Please c ontact Kelli Anderson @ 904-273-3460.
Example:
WELCOME On behalf of the Salesmanship Club Charitable Golf of Dallas, we welcome you to the 2012 Web.com Tour Championship at TPC Craig Ranch. We are excited to watch you compete for the Championship as well as the opportunity to earn your PGA TOUR card this October.
We look forward to providing Texas hospitality during your stay as we welcome you and your family for a week of spectacular competition. A beautiful cour se at an excellent facility, a one million dollar purse, the best players on the Web.com TOUR, community events, and 25 PGA TOUR Cards will make it an excellent week. The players aren’t the only ones who will be winning this week - Salesmanship Club Youth and Family Center will receive all the proceeds from the Championship. Everyone is a Champion at the Web.com Tour Champions hip at TPC Craig Ranch.
We wish you all the best in 2012 and look forward to seei ng you in McKinney in October. If you have any questions, or if I can provide any additional information, please feel free to contact me.
Sincerely, Jon Drago Tournament Director 214-649-8611 (cell) Player Info & Clubhouse Area 11 Player Registration/Housing Player registration is an important component of the tournament, as it is where players first check in upon their arrival at the tournament.
Registration should be open from 8:00 am until 5:00 pm Monday through Wednesday, and needs to have at least two people there at all times. The advance offici al will need to meet with the person running registration to go over the specifics. Someone from the player housing committee should be on hand at all times to check players in to private housing, as well as someone from t he caddie committee in order to determine which players will need local caddies.
At registration, players should receive the following information as par t of their information packet:
A. Practice Range hours B. Transportation information including hours, phone numbers, etc C. Player food service hours and location D. Check Cashing hours and location E. Daycare arrangements F. Exercise facility arrangements G. Medical and chiropractic services H. Schedule of events and functions players and/or family are invited to I. Map of area J. Dry Cleaner/Laundromat phone numbers and locations K. Area activities The advance official will need to see a draft of this information Mond ay of advance week. Player Info & Clubhouse Area 12 Finance Office PGA TOUR guarantees all checks, bearing a members name or the personal check of the member, cashed by Web.com Tour members under $1,000, as well as any other checks approved by Web.com Tour Official. Locker Room The locker room is an important area for the tournament, and the fo llowing items are important to its operation:
1. It should have uniformed security throughout the entire tournament week. The PGA TOUR allows certain credentials access to this area, and will supply the tournament with credential sheets.
2. A large number of packages will arrive for both players and manufacture r’s representatives in the weeks prior to the event. These will mostly be for the locker room, and need to be secured in a predetermined location (also see security section).
3. A list of players in the field for the tournament will be available from the advanc e official the weekend prior to tournament week. Someone from the club or tournament will need to print name tags for the assignment of each locker in alphabetical order.
4. Effective immediat ely for the 2012 season and beyond, tournaments will no longer be collecting the locker room fee ($10 mini mum) at registration.
Therefore, it is the play ers responsibility to make sure the attendant is paid each week. Failure to do so will result in disciplinary action. Player Info & Clubhouse Area 13 Player Dining The player dining ar ea should be in the clubhouse and should be open for breakfast and lunch, from about 6:00am until 3:00pm, unless otherwise advised by the advance official. Tournaments should provide hot breakfast and lunch free of charge to players & their immediate families Monday through Sunday of the tournament week.
Player Parking The player parking area should be in the clubhouse area, should be big e\ nough to hold 156 cars, and needs to be monitored with security throughout the week. This area needs to be available Monday through Sunday. Player Info & Clubhouse Area 14 Caddies/Caddie Area/Caddie Parking The caddies for the event will be comprised of th ree groups: professional tour caddies, friends or family of the players, and local people wh o want to caddie for the week. In general, approximately 15-25 caddies ar e needed from the local communi ty any given week. The caddie master should meet with the local caddies during the week prior, after the advance official has given him the caddie regulations, registration forms, and answered any questions he may have.
The caddie area should be a covered area with chairs and table where the caddies may congregate during the week. In general, it should be near the practice facility or where caddies can see and meet players as they arrive for the day. Tournaments provide either free lunch or food available at a reduced pric e throughout the entire week. Plea se note that the better the caddie area is, the more likely it is that the caddies will use it.
Please make the caddie master’s phone number available to players in the Advance Information Packet so he can plan better on his caddie requirements.
Caddie Parking should be as convenient as possible. If caddie parking is not within walking distance, a reliable and timely shuttle service must be provided.
Player Info & Clubhouse Area 15 Security Security during the t ournament is an important function. The locker room, player dining, finance office, and player parking will all need to be monitored throughout the week, Monday through Sunday. Other areas, such as the clubhouse and hospitality areas may also need to be monitored.
The advance official will want to meet with the security chairman during the week prior to the event to insure proper plans are in place (also see Security Guidelines).
Day Care Arrangements As the number of families traveling on Tour has increased in recent years, tournaments are either providing day care at the tournament site or making arrangements with a nearby service or organization. The objective is to provide a safe, caring and secure environm ent for all children that is easy to implement and conduct by tournament staff and for volunteers. Contact Mary Wieland at PGA Tour Headquarters at (904) 273-3219 for further information. OPERATIONAL AREAS Operational Areas 17 Phone & Electrical Electrical Requirements : Web.com Tour Operations Truck : Provide Power. 24 0 Volts, 100 Amps, Single Phase, 4-Wire Circuit with 6' copper ground or ground on generator (NO EXCEPTIONS). The trailer carries 50-feet of power cable to connect to the power source, and additional cabl e, if needed, must be supplied by the tournament. Tournaments should consult a qualified electrician early to be certain these requirements can be met. The advance official will set-up the connection time with the electrician.
Electricity will be ready for disconnection approximately 3 hours a fter the tournament concludes. If the power connection is through a normal breaker box or gener ator (not shared with anyone else), tour staff will be able to disconnect the power. Otherwise, the tournament electrician may need to be present for this procedure.
Web.com Tour Rules Office or Trailer : Power should be on in office/trailer when the advance official arrives on Monday of advance week and can be disc onnected the Monday following the conclusion of the event. The Web.com Tour Rules Office should include a high quality, high capacity copy and fax machine.
Phones should also be provided to all phone lines in the office and lines should be active Monday of advance week. (see Phone Requirements pg. 19) Media Room : Provide access to power at every table/station via extension cords or wall outlets. At least (8) electrical outlets with ex tension cords and power strips for computers, copy machine, fax, and portable terminals for re porters. The Media Room should be ready and available for use by Monday of tournament week. Operational Areas 18 Phone & Electrical Phone Requirements : Web.com Tour Operations Truck : - 3 standard unrestricted phone lines (w ith numbers) for phone and fax - 1 Dry Pair line from Tr uck to Scoring Central - 1 Dry Pair line from Truck to Media Room - 1 Dry Pair line from Tru ck to Player Hospitality - 1 Dry Pair line from Truck to To urnament Hospitality Area (optional) - 2 Dry Pair lines from Truck to Television Compound (TGC) “MUST BE 2” - 1 Dry Pair line from Truck to the TV Booth - 2 High Speed Internet connections (one for Ad ministrator and one for Operations Staff) Note: Cell phones DO NOT meet any of the ab ove requirements.
The trailer is equipped with an easy access panel for the lines to “punch down” directly.
However, the dry pair lines must terminate with modular jacks for computer modems to plug into them.
All phone lines will be ready for disconnecti on approximately 2 hours after the tournament concludes. No telephone technician is required for this procedure.
Operational Areas 19 Phone & Electrical Phone Requirements : Web.com Tour Rules Office : - 3 total unrestricted phone lines ( 2 set up in the largest end of the trailer and 1 set up in the smallest end of the trailer). 2 high speed internet connections (one set up in each end of the trailer) or wireless high speed signal throughout the trailer set up through the use of a router.
1 high speed internet connection for the rule s staff and 1 high speed internet connection dedicated to the Tour Meteor ologist (see next section).
Tour Meteorologist Due to the increased size of t he weather data files used to tra ck lightning and storms each week on Tour, a high-speed internet connection has become a necessity. Therefore, we suggest one high speed internet connection and one unrestricted telephone line each week whenever possible. Please verify with your advance Rules Official for optimal location.
Shot Trackers using Internet For the 2013 Season going forward, all Shot Tr acker laptops require a dedicated internet connection. Shot Tracker Laptops are laptops wh ich display current leaderboard, projected money, and a number of other statistics. Comm on locations for these laptops are Player Dining, Player Locker Room, Hospitality Suites, Skyboxes, and Manual Leaderboards.
Your Advance Operations Offici al will provide all of the requirements and be able to assist with any questions regarding inter net for each of these laptops. High-speed Internet options include:
a. Cable internet. Best and most affordable opti on...(most local cable TV providers offer high speed internet over their existing TV cables. The cable inte rnet service would need to be turned on by the cable company and a cable run into our weat her office. The cable company would also need to provide us with a cable modem.) b. DSL...2nd best choice... (A DSL internet connection comes across a telephone line supplied by the local telephone company. Many golf cour ses already have this service on-site, which makes it easy for the telephone com pany to get it to us. However, if DSL doesn’t already exist at the course and it is available, it usually takes at least 30 days afte r you place the order to get it turned on. The telephone company would need to supply us with the DSL line and router in our weather office).
We will need to meet with the cable modem in staller to get the IP address, default gate address, subnet mass address, etc. We realize this is a temporary install, so please have the installer come back to the truck on Sunday ev ening to retrieve their equipment. If installer returns Monday, the equipment will be le ft in the Tournament’s possession.
Media Center A minimum of 4 standard lines for phone and fax, at least 3 lines need to be unrestricted. 1 high speed Internet connec tion and a router to create 6 Internet stations for media, wireless Internet connection will work as well, 1 dry pair from PGA Tour Truck.
The advance officials will be in contact well in advance of the event to be certain that plans are going forward to meet these requirements. Operational Areas 20 Electronic Scoreboards & Sc oreboard Set-up & Breakdown Six (6) official electronic scoreboards and a LED Video Board will be provided by the PGA TOUR. Additional electr onic scoreboards or video boards, if needed, may be ordered from SEP at the tournament’s expense. Please contact your advance official to discuss prior to making these arrangements.
The electronic scoreboard header panels will be branded with the Web. com Tour logo; one side panel will be branded with the Web.com Tour corporate logo; and one side panel will be available to each tournament to use.
LED Board Requirements The PGA Tour will provide and set up a white picket fence around the LED Board to enhance its appearance as it is commonly utilized on #18 or another high-traffic area. Advertising on this fence is available for the tournaments to sell. The sign used for advertising on the fence is identical in size to the Tee Back Drop signs (pg. 35) and can be ordered through Charlie Clarkson at Exhibit Eight (615) 574-9082.
Power: The LED Board requires continuous pow er throughout tournament week from initial setup (typically Monday of tournament week) until breakdown on Sunday. 208 Volts, 40 Amps (minimum), 3-phase, 5 wire circuit. These power requirements are typically met with a 25KW generator but shore power can be us ed if power requirements are met. An SEP employee must be present for voltage test and power to be hooked up to the LED board. I. Pre-tournament Requirements - Glow Cube Graphics All artwork must be submitted 4 weeks prior to the arrival of the Web.com Tour Operations truck. Please contact Dennis Jacobson at: S pecial Event Productions (SEP), Attn: Design Dept. 205 Industrial Drive, Clemens, NC 27012 phone: 800-327-2352 fax 336-764-0684 email: [email protected] LED Board Graphics All artwork must be submitted 4 weeks prior to the arrival of the Web.com Tour Operations truck. This is done by submitting artwork to the Tournament Business Affairs personnel for approval. *Note: Graphics for th e glow cube boards and graphics for the LED Board are submitted to separate parties. Please be sure to subm it artwork to the appropriate parties.
Operational Areas 21 Side-Ad Panels for Scoreboards • 2 side option (front and back) • Cost for 1 side $156.00 per panel • Cost for 2 sided $312.00 per panel • Approved logos no later than 3 weeks prior to your event • Order from:
JKS (Stan Harris) 336-722-4129 ext. 144 [email protected] Footer-Ad Panels for Scoreboards • Cost for LED Board Footer $225 • Cost for Glow Cube Footer $180 Operational Areas 22 II. Set-up & Breakdown- The following equipment and per sonnel will be needed for setup and breakdown. The advance operations official will coordinate the dates and times of this well in advance, but setup generally occurs on Monday or Tuesday (whe n the truck arrives) of tournament week and breakdown on Sunday afternoon. Set-up will take approximately 6 hours and breakdown will take approximately 4 hours, but keep in mind th is could take longer.
-1 Tractor Standard Course Maintena nce with flat-bar and pin hitch.
-3 Golf Carts, (1) w/cargo bed, a pickup or similar vehicle may be substituted.
-7 Strong helpers (no temps / kids) that can lift 100lbs – recommend grounds crew. Securing one course maintenan ce crew member to drive the tractor and guide staff around the course is extremely helpful.
III. During Tournament- • 6 - 36 or 48 volt DC golf ca rts (48 volt carts preferred) • Batteries and appearance must be in good condit ion Must have crew to take the carts out 1 hour prior to first tee time and retrieve after the last putt falls on each day.
OR AC Power 110 volts 10 amps • Voltage must not drop bel ow 110 volts under load.
• Cannot be higher than 120 volts at any time IV. Functions of Each Truck The scoreboard truck (which will contain scoreboards, temporary structures, transport trailers, side panels, header panels, and spar e parts) and the Operations Truck...better known as "The Truck" will be on site th roughout tournament week. The Advance Operations Official will coordinate the a rrivals and departures of these two trucks.
"The Truck" will be central command for all scoring operations during the week and should be parked in an area conducive to meeting all the requirements discussed. The scoreboard truck (which we call "N1") can be parked away from the Operations Truck, but preferably somewhere "on-site" (SEP staff may need to retrieve parts/supplies). "N1" requires NO power or phone lines (exc eptions at multi course events).
Scoreboard set-up / breakdown: "N1" should be lo cated on a flat, level, paved area during the set-up/breakdown process. We will NOT need a fork lift. There will be 2 SEP staff at every set-up and breakdown for safety reas ons. 7 strong helpers required as these boards are bigger and require lo ts of heavy lifting and balance. A tractor with flat bar is necessary to transport boards out on the golf c ourse (an SEP staff will drive tractor if a grounds crew is not available). Also, 1 Cu shman/gators to transport other equipment out with scoreboard. SEP staff will train and manage hel p, but please note that kids (under 18) are no longer allowed to assist with operat ion. Process should take between 4-6 hours depending on quality of help, weather and round format of 1 tee or 2 tee (please work hard in securing good/qualified help as this w ill ensure safety first, but secondly shows respect to your fellow tournament as time is critical and we can only begin the following event when previous event is complete. Operational Areas 23 Other Requirements for the Web.com Tour Operations Truck The Web.com Tour Tournament Operations truck holds a wealth of important items for the event. It is a standard 10- foot by 70-foot semi tractor/trailer rig. LOCATION — A parking spot must be designated for the tour truck as close to the main center of activity (clubhouse or tournament compound) as possible. The trailer is clean and a ttractive, and tour logos are painted on all sides of it. Its appearance should not be a problem. A level space 100-feet long and 30-feet wide is needed.
When selecting the location, th ree items must be considered:
• The tour truck is full of equipm ent for the tournament. Therefore, the site must be convenient and sufficient for unloading and loadi ng scoreboards and other items.
• The trailer’s location must be as close to the course and clubhouse as possible.
• The trailer must be connected to a dedicated electrical circuit and several telephone connections. This requirement usually means near the clubhouse.
The location, when selected, should be clear and av ailable to park the trailer on Sunday night or Monday morning of tournament week. Please have the area roped and marked early so that it will be ready for the truck’s arrival. The advance operations official will advise of the time of the trucks arrival.
Operational Areas 24 Tee Water Committee Water on the tees for players and caddies is one of the most important re sponsibilities of the tournament. (Bottled water is preferred) Tee water should be placed on every tee and at both the practice range and putting green. The water needs to be available from 8:00 am Monday morning of the tournament week through the completion of play on Sunday afternoon. Water and cups usually go fast enough that two people need be on hand at all times to continuously fill water and replace cups throughout the week. In order to reduce water usage, place a small bucket of water on each tee for caddies to wet their towels . If bottled water is used, be prepared with significant quantities. The advance official will want to meet with the person responsible for the tee water during the first part of advance week.
A tournament can contract someone to do this job.
T-Works is a company t hat manages tee water at many events on this tour. If interested contact Robert Trenn at (717) 645-2183 for more information.
Expenses associated with c ontracting of T-Works will be covered by the tournament.
Roping & Staking The roping and staking of t he golf course is another vital operational area of the tournament. The Tour requires that the tournament rope the entire course from tee to green and the pr actice areas. There are professional companies t hat will rope the entire golf course, take care of t he tee water, and perform other operational items. Many tournaments are finding these companies to be a great benefit, given the reduction in workload on the event staff. Please contact the advance official for suggestions in this area.
T-Works can also provide this service and are currently responsible for roping and staking many tournaments on the Web.com Tour. If interested in contracting T-Works ca ll Robert Trenn at (717) 645-2183 for more information. Operational Areas 25 Roping & Staking (continued) If you plan on roping and staking the course on your own, please take t he following items into account:
1) You will need approximately 35,000-50,000 feet of rope and 1,200-1,700 stak es to rope the entire golf course from tee to green depending on its layout, including practice areas, areas around the clubhouse, and parking lots. Stakes should be 4 feet in length, should be straight, and should preferably be coated with so me material to prevent rusting. Green stakes a nd green or yellow rope are the norm.
2) A crew of approximately 10 people with carts and other needed equipment to put up the ropes on the weekend prior to the event. The advance official will be available to coordinat e this process and give directions, but will not be available to oversee the entire operation. This process usually takes 1-2 days.
3) A number of people will ne ed to straighten ropes up each morning throughout the week, as they get taken down on a regular basis throughout the week.
There should also be a crew to take down the ropes and stakes upon completion of play on Sunday afternoon and prepare th em for storage for next year. Operational Areas 26 Tee & Green Signs Tee & green signs should be erected for the tournament on every tee and green. The advance official will be able to assist in their location if necessary. Tee signs need to include the hole number, yardage, and par. Also, the numbers need to be big enough to be read from 20 yards.
Green signs need only indicate the hole number. Bo th are usually erected on poles and need to be above ground level. Tournaments usually sell a sponsorship of each hole. Additionally, the Web.com Tour logo should co -branded with the tournament logo or sponsor logos on all tournament signage. Ecology The ecology committee will be responsible for the removal of trash each day on the course as well as around hospitality and other outdoor areas. They will also be responsible for the replacement of trash bags and the upkeep of trash boxes. This function should be done after play each day Monday through Sunday, and is usually performed by a local volunteer organization in return for a char itable donation by the tournament. Operational Areas 27 Web.com Tour (Rules) Office The Web.com Tour Office will be the headquarte rs for the Advance Official and many of the other Rules Officials from the tour. The room or office (usually a modular trailer) should be the equivalent of a 15’ x 40” trailer.
The Web.com Tour Office should have the following set up by Monday of the week prior to the event:
A. The power needs to be on in the room or trailer B. A minimum of three unrestric ted outside phone lines; one line fo r the advance rules official, one line with a plain pa per fax machine installed, and one line to be used by the Web.com Tour meteorologist (see Phone & Electrical for details.) C. A full size copy machine with extra toner and approximately 4,000 sheets of 8 1/2 X 11 paper.
D. Tables and chairs for six people. E. Trash receptacle.
Operational Areas 28 Practice Range The practice range is a high-use area by the players in the tournament. In coordination with the host facility, the practice range should be open from 6:00 am until 8:00 pm Monday and every day of the tournament week until the last group has teed off on Sunday. About a month before the event, the host facility should receive 550 doz en practice balls from Bridgestone Golf which will be used for the professionals during the tournament. Ensure that they have arrived on time, and contact the advance official with any problem s. Note: Under the new contract with Bridgestone, 275 dozen balls will need to be returned to Bridgestone. The freight for returning these balls will be covered by Bridgestone. As in the past, the remainder should be given to a recognized junior golf program. Returning the 275 Dozen Bridgestone Practice Balls will require a “call tag.” To acquire this call tag and schedule a pickup, c ontact Megan Dubal at [email protected].
Because of the high use of the range, it is usually necessary to have two people running the operation at all times, usual ly from the club staff, who are picking up, cleaning, and redistributing the balls to the professional s. The advance official and the superintendent at the host facility will develop a plan for tee space usage each day.
The Web.com Tour carries range name signs and holders on its operations tr uck which are used to identify players hitting balls on the range. Note: The PGA TOUR has retained exclusive rights to branding elements relat ed to the range standards and will brand these with the Web.com Tour logo and Web.com corporate logo.
The use of these will requ ire an additional 1-2 volunteers to prepare and man these each day they are used.
Operational Areas 29 On-Course Construction Please clear any on-course constructions er ected for the tournament with the advance official before and during the week prior to the event. These will include skyboxes, concessions areas, hospitalit y areas, and promotional tents and displays. In general, skyboxes should be at least 15’ off of greens , and any other constructions should be in areas away from play where noi se will not be a distraction. Web.com will receive the following at each event:
VIP credentials and hospitality access for up to 200 guests daily. Unless otherwise mutually agreed, this will include a complimentary 18 th hole hospitality tent or skybox that accommodates at least fift y (50) people and weekly clubhouse access credentials during the Tournament. Food and Be verage at hospitality tents will be at Web.com’s expense. Operational Areas 30 Operational Areas 31 Portable Restrooms Portable restrooms for the event are a necessity, and will vary in number due to course layout and expe cted usage. However, there should be 1-2 portable restrooms available about every ot her hole for players, volunteers, and spectators as they walk the course in correct orde r. An effort should be made to try and mesh a ll portable restroom areas similar to the picture on your right. The advance official will want to review the portable restroom layout plan during the week prior to the event.
Carts Golf carts are a necessity at a professional golf event, but can often cause many problems. Because of this, the Web.com Tour regulates the number of carts on the golf course during the weeks of the tournament according to their purpose. In general, the tournament will us e about 40 electric carts total. Th is will include about 13 for the Web.com Tour staff, 6 to operat e the scoreboards, and the remainder for various tournament volunteers, staff, and operations. Of these, at least the 20 Web.com Tour staff and media cart must have the tops removed.
The Web.com Tour will provid e signage for each cart describing its purpose, and the advance operations official wi ll meet with the tournament director and host site staff to determine an official cart list. Note: The PGA TOUR has retained the exclusive rights to branding elements relating to the cart stickers and will brand thes e with the Web.com Tour logo.
Operational Areas 32 Radios Motorola PR860 radios are stored and maintai ned on the Web.com Tour Operations truck.
Tournament staff/volunteers are responsible for the distribution and collection of radios during each day of tournament week. The tournaments should assign someone to be in charge of this. The tournament will need to reimburse the PGA TOUR for any lost radios.
Different areas of operation will have differe nt frequencies (channels). There are sixteen (16) channels in all. The br eakdown of use at each ev ent is as follows:
12 Web.com Tour Staff/Officials 38 Host Tournament Staff 2 Golf Course Superintendent 1 Scoring Central 7 Back-ups/Spares The host tournament’s radios should be assigned to the most important people. They should include:
-Tournament Director an d Tournament Staff -All Volunteer Chairmen -Grounds/Operations Chairman - First Aid and Security Radio Frequencies- Below are the frequencies that the Tour us es during your tournament (electronic scoreboards, hand held radios). Please inform media crews, concessions, local radio communications, etc., that they should stay off these frequencies to keep from interfering with the scoring process.
Hand Held Radio Frequencies Channel Frequency DPL 1 463.2250 23 2 463.2750 25 3 463.3750 26 4 464.8250 31 5 464.8500 32 6 464.9000 43 7 464.9250 47 8 466.5000 51 9 466.7500 54 10 468.3750 65 11 468.5000 71 12 468.7500 72 13 468.8750 73 14 469.1750 74 15 469.5000 114 16 469.7500 115 Electronic Scoreboard Frequencies Channel Frequency 1 464.500 2 464.550 3 469.500 4 469.550 5 461.2125 6 463.4875 7 466.2125 8 469.8125 Operational Areas 33 Starting & Finishing Tents Starting and finishing tents on holes 1, 9, 10, and 18 will need to be erec ted and in place by Monday morning of the tournament week. They should be 10'x10' tents with three sides and should have a standard 8' rectangular table with a skirt in each of them. Additionally, the finishing tents on 9 and 18 shoul d have 6 chairs in each and this area should be roped or meshed. Also, tees and pencils should be provi ded by the tournament. The placement of the tents need to be approved by the advance rules official during advance week.
First Aid First aid is an important component of the event, and must be on site starting Monday morning of the event through the completion of the tournament on Sunday. The service is usual ly provided by a local emergency agency, and usuall y takes the form of an ambulance on-site during the tournament with 2 technicians. The advance official will give the person in charge of first aid inci dent reports to be filled out throughout the week should any problems occur, and will need to get these back at the end of the event. First Aid should be on-site Mon-Wed from 8:00 am to 6:00 pm and Thurs-Sun 30 minutes before play and 30 minutes after play. First Aid should also be onsite for any additional event.
Operational Areas 34 Evacuation Plan The evacuation is a vital component of successful planning for the tournament. An evacuation chairman should be appointed who will oversee the operation should a course evacuation be necessary.
Prior to the event, the advanc e officials from the tour will help the chair and tournament staff develop an action plan for the evacuation. In general, plans with specific pickup locations on the course for players and vehicles arriving at t hese points work best. In addition to meeting with and developing this plan with Tour officials prior to the event, the chair should plan on recruiting drivers and tournament vehicles for the evacuation. This can often be in conjunction with the transportation committee.
Sample Evacuation Plan Tee Walk to Clubhouse Fairway Walk to Clubhouse Hole 1 Green Walk to road between 1 Green and 2 Tee Hole 2 Entire Hole Walk to road between 1 Green and 2 Tee Hole 3 Entire Hole Walk to road between 1 Green and 2 Tee Tee Walk to road between 1 Green and 2 Tee Fairway Walk to road between 4 Green and 5 Tee Hole 4 Green Walk to road between 4 Green and 5 Tee Hole 5 Entire Hole Walk to road between 4 Green and 5 Tee Tee Walk to road between 4 Green and 5 Tee Fairway Walk to area right of 6 Green Hole 6 Green Walk to area right of 6 Green Tee Walk to area right of 6 Green Fairway Walk to area behind 7 Green Hole 7 Green Walk to area behind 7 Green Tee Walk to area behind 7 Green Fairway Walk to Clubhouse Hole 8 Green Walk to Clubhouse Hole 9 Entire Hole Walk to Clubhouse Pick up Points: (# of People to Pick Up) 1 Green(32) 6 Gree n(24) 7 Green(24) Operational Areas 35 Mesh Fencing The mesh fencing provided by the PGA TOUR is meant to enhance the image of tournament sites and help to assist with the co-branding effort. 1,050' is provided by the PGA TOUR every 3 years, and, if needed, additional mesh can be purchased by t he tournament. Visit the PGA TOUR Tournament Co-Branding web site for more informa tion. Generally, mesh fencing should be used around sky boxes and in other high traffic areas, and s hould be kept tight and in good condition throughout the event.
Road Signage Road signage should be constructed and in place by the Friday of advance week, and should be in places where arriving players, media, and spectators will be easily directed to the appropriate area. This includes highway signage, if applicable. Usually, road signage requires special permission from local and state governmental authorities. Note: The Web.com Tour logo should be displayed prominently on all signage.
Signage Furnished by the Web.com Tour Sail Banners Sail Banners are provided each week by the Web.com Tour and are typically placed in an area with high spectator traffic. Typical locations for these sails are around the front of the clubhouse, at the entrance to the club, at the driving range, etc. Work with your advance operations official on the des ired location for these sails.
Operational Areas 36 Tee Back Drops The Web.com Tour provides Tee Back Drops to be placed on 5 select holes on the golf course.
These back drops allow for a total of 4 signs each. Two of these si gns will be the Web.com Tour logo and the Web.com logo. The other two signs will be available for the tournament to display sponsors’ logos/information. All t ee back drop signs must be approved by the tournament’s Tournament Business Affairs representative. Work with your advance operations official on the desired location of these tee ba ck drops. The signs for these tee back drops can be ordered from Charlie Clarkson at Exhibit Eight (615) 574-9082.
LED Board Fence The Web.com Tour also provides a fence which can be put up around a scoreboard in a prominent location (typically the LED board on 18). This fence accommodates an additional sign for advertisement that can be sold by the t ournament. For example, this sign can display the title sponsor’s logo, tournam ent logo, etc. The sign for the LED board is the same size and material as the signs for the tee back drops and can also be ordered from Charlie Clarkson at Exhibit Eight (615) 574-9082.
********Note on Signage Signage is an important part of any event. Signs should be new and clean, and erected in places away from play and above ground leve l. Note: The Web.com Tour logo should be cobranded with the tour nament logo on all signage. Please consult your Tournament Business Affairs representative to re view all signage prior to the event. Operational Areas 37 Caddie Bibs The Web.com Tour provides caddie bibs for t he player’s caddie Thursday through Sunday of the tournament. These will be distri buted by the starters in the starting tents, and picked up at the completion of the 2 nd,3 rd and 4 th round at the scoring tents. The advance operations official will coordinate this wit h the volunteer chairperson. No te: The PGA TOUR has retained exclusive rights to branding elements related to the caddie bibs and will brand these with a combination of the Web.com Tour logo and PGA TOUR logo. The caddie bibs will have names of the professionals on the backs. The names will be furnished by PGA TOUR. Players in the Top 25 on the Money List will be assigned a GOLD Bib for the week. 38 SCORING & VOLUNTEER OPERATIONS Scoring and Volunteer Operations 39 Volunteer Training Training of the volunteers is a very important component of the scoring operation, so it is vital that as many volunteers as possible ar e present at the training sessions. The sessions will occur either at the end of advance week or within the fi rst few days of the tournament week. The advance operations official, who will be in charge of all scoring operations, will be in contact well in advance to plan dates for these meetings.
The following is an example of what will be required during the tournament week DAILY:
# Volun teers Task Days Needed 54 Walking Scorers (Thurs - Fri) 35 Walking Scorers (Sat- Sun) 4 Scoring Central (Thurs - Sun) 4 Runners (Thurs - Sun) 4 Starters (Thurs - Sun) 6 Finishing Tent (Thurs - Sun) 6 – 10 Volunteer Services (Mon- Sun) 54 Standard Bearers (Thurs – Fri) 35 Standard Bearers (Sat - Sun) Total: Approximately 350 volunteers per day, Thursday through Sunday # Volun teers Task Days Needed 6 - 10 Course set-up and Construction Committee (Mon & Tues) 4- 6 Electronic Scoreboard set- up/break-down (Mon & Sun) 10 - 20 Tournament Parking Committee (Wed & Sun) 10 - 20 Tournament Transportation Committee (Mon - Sun) 10 - 20 Tournament Admissions (Mon - Sun) 20 + Concessions (Mon - Sun) 3 - 5 *** Range Signs (Tues - Sun) 2 Media Room (Mon - Sun) 144 Marshals (Approx. 72/Shift) (Thurs - Sun) Scoring and Volunteer Operations 40 Volunteer Area The volunteer area will be the c enter of all volunteer operations. It should be at least a 30'X30' tent or its equivalent, and should be in an area that is eas ily accessible to volunteers, yet removed enough as to not cause congestion to other parts of the tournament. Most item s for the scoring operation will be distributed from here, so consult with the advance operations official as to its layout and location.
Volunteer Food The most important component of keeping y our volunteers happy is providing good quality meals each day during the event. Make plans to provide breakfast and lunch each day for the volunteers. There should be coffee and some kind of food (i e- donuts) available 1 hour before the first tee time in the volunteer area. For vo lunteers that are scheduled to work double shifts on any given day, arrangements need to be made to get them food on-course or provide them a break to allow them to eat. Scoring and Volunteer Operations 41 Scoring Central Chairperson Objective : To have at least two skilled and trained volunteers monitoring and updating the PGA TOUR scoring system throughout each tournament day. Scoring Central is the center of Tournament communica tion and score verification. I. Coordinate and Sc hedule Volunteers a. At least two in central area at all times during tournament scoring.
b. First two rounds usually start at 7:30 A.M.; 7:00 A.M. for final round (s).
c. A small, “intimate”, and well trained group, who are willing to work every day, all day is required. This system makes for a better scoring operation. d. Knowledgeable and ded icated volunteers is a must. II. Pre-tournament a. Arrange with Web.com Tour Staff for daily radio pick-up and drop-off.
b. Test equipment and take time to get acquainted. III. Tournament Rounds a. Arrive before round begins.
b. Organize staff: Che ck scorecard copies, edit scores as necessary.
c. Answer any operational questions which come in over the radio.
d. Act on any special communications.
e. Arrange for return of radios to Web.com Tour truck fo r nightly recharging. IV. Post-tournament a. Compile list of volu nteer names and phone numbers.
b. Review and evaluate operation and make any needed recommendations.
c. Communicate with volunteer chair and tournament director.
d. Communicate with Web. com Tour Staff, if needed. Scoring and Volunteer Operations 42 Walking Scorers Chairperson Objective : To have a volunteer keeping scores and statistics with each and every group during tournament rounds. Also, the chairperson is responsible for coordinating supplies furnished by the TOUR. It is strongl y advised to have a co- chairman(s) for this position. I. Coordinate and Sc hedule Volunteers a. At least 52 scorers for firs t and second rounds.
b. Approximately 35 fo r final round(s).
c. Tee times will start approx imately at 7:30 A.M. for first two rounds; approxima tely 8:00 A.M. for final round(s). Check with advance officials during tournament week for ex act starting times. II. Notify Scorers of Pre-tournament Training Sessions a. Training Session will be held during Advance week.
III. Tournament Rounds a. Three people should a rrive before volunteer force.
b. Distribute radios and walking score packs in tee time order at least 45 minutes early.
c. Answer questions the scorers may have.
IV. Breakdown .
a. Organize radios and scoring packs in original bins and deliver to Web.com Tour truck.
V. Post Tournament a. Compile list of volu nteer names and phone numbers.
b. Review and evaluate operation and make any needed recommendations.
c. Communicate with volunteer chair and tournament director.
d. Communicate with Web. com Tour Staff, if needed.
Scoring and Volunteer Operations 43 Runners Chairperson Objective : To have a volunteer (at least one (1), at both 9 and 18 greens) rout ing scorecards and their copies to the appropriate locations. The Runners Chair is also responsible fo r insuring that there is a functional copy machine available in an accessible location (usually scoring central). I. Coordinate and Sc hedule Volunteers a. At least four (4) (p referably eight (8)) each tournament day, split into morning and afternoon shift.
b. Shifts start at approxim ately (10:30 am to 3:00 pm) and (4pm to 8pm) on T hursday and Friday.
Scheduling on the weekend depends on Tee Times. II. Pre-tournament a. Determine best location for copier (usually scoring central).
b. Determine best way to get from tents to scorecard drops (is a cart necessary?).
c. If carts are used, dr ivers must be at least 16 years of age.
III. Tournament Rounds a. Arrive before volunteer force.
b. Monitor play and make sure certain volunteers are in place before first gr oups of day play through.
c. Monitor all copy destinations to be certain everything is working properly.
IV. Post-tournament a. Compile list of vol unteer names and phone numbers.
b. Review and evaluate operation and make any needed recommendations.
c. Communicate with volunteer chair and tournament director. Scoring and Volunteer Operations 44 Marshals Chairperson Objective : To have as many trained volunteers as possible scheduled and working as gallery control. Marshal Chair is also responsible for coordinating all “QUIET” paddles furnished by the PGA TOUR and carried on the Operations Truck. It is strongly advised to have a co- chairman(s) for this position.
I. Coordinate and Schedule Volunteers a. At least four (4) per hole, plus more in high traffic areas. Marshals on each side of fairway, plus green and tee are needed. There should be AM and PM shifts. . b. First two (2) rounds and Pro Am start at approximately 7:30 A.M.; Final Round(s) at 8:00 A.M.
c. Nominate co-chairs (for each nine) and hole captains.
d. 4 Marshals designated daily for Stats assistance (Long Drive Measurements). It helps to have the same people doing this all 4 days.
II. Notify Marshals of pre- tournament training sessions III. Pre-tournament a. Determine course locations for each Marshal.
b. Determine how volunteers will be able to get to each green (i.e., shuttle, walk).
c. Arrange with Web.com Tour Staff for quiet paddles.
IV. Tournament Rounds a. You and co-chairs must arrive before rest of Marshal force. b.
Send Marshals to their posts and monitor their positions.
c. Coordinate shift changes.
d. Bring Marshals in at end of day.
e. Arrange for walking Marshals with last groups for final round (s). f.
Driving Distance Marshals (Two holes are selected for the week and the Marshals will assist the Tour with recording the yardages on those drives. All material needed is provided by the Tour.) V. Breakdown a. Arrange to return “QUIET” paddles to Web.com Tour truck.
VI. Post-tournament a. Compile list of volunteer names and phone numbers. b. Review and evaluate operation and make any needed recommendations. c. Communicate with volunteer chair and tournament director. d. Communicate with Web.com Tour Staff, if needed. Scoring and Volunteer Operations 45 Standard Bearers Chairperson Objective : To have a volunteer carrying and updating a standard for each and every group during tournament rounds. Also, the chairperson is in charge of coordinating the standard names and supplies to be ready for every tournament round. The scoring standards are provided by the Web.com Tour and carried on the Operations truck. It is strongly advised to have a co- chairman(s) for this position. I. Recruit and Coor dinate Volunteers a. At least 52 standard be arers for first and second rounds. Approximately 32 for final round(s).
b. Tee times will start at (a pprox.) 7:30 A.M., first 2 rounds; 8:00 A.M., final round(s). II. Set-up Standards for First 2 Rounds. a. Usually done day before first round. Names should be pulled from Web.com Tour Truck prior to Wednesday. A crew of four is helpful.
b. Names must be put on each standard and set-up in tee time order. Usually takes two hours.
III. Tournament Rounds a. Arrive before volunteer force.
b. Distribute standards to volunteers in tee time order.
c. Give instruction to each standard bearer. 1. Stand with walking scorer.
2. Hold standard so that it can be seen.
3. At greenside, place st andard in holder by exit. (If available) 4. Update standard with cumulative par relative (this information comes from walking scorer).
5. At conclusion of round, return standard to distribution point.
d. Keep standard area organ ized and standards in tee time order.
e. After cut, set-up standards for final round (s) (similar operative to pre-tournament set-up).
f. Return the names of the players not making the cut to the tour truck for filing. Scoring and Volunteer Operations 46 Standard Bearers Chairperson (continued) IV. Standard Breakdown a. As groups finish final round.
b. Standards should all be taken apart.
c. Names must be se parated and filed in alphabetical order in dr awer of TOUR truck.
d. All equipment should be ready for removal one hour after last group finishes.
V. Post Tournament a. Compile list of volu nteer names and phone numbers.
b. Review and evaluate operation and make any needed recommendations.
c. Communicate with volunteer chair and tournament director.
d. Communicate with Web. com Tour Staff, if needed.
Scoring and Volunteer Operations 47 Starters Starters for the event will be needed as follows: 4 from 6:45 am until 10 :00 am and again from 11:00 am until 2:30 pm on Thursday and Friday and 2 on Saturday and Su nday from about 7:00 am until 1:30 pm. These numbers are a minimum, and usually there are additional starters as well. Often, the tour nament or club has people interested in being official starters. Often, help is solicited from the local PG A section for starters. In either case, tour st aff will need to train the starters. Please consul t the advance official during advance week to go over these plans.
Finishing Tents The finishing tents area is where the players sign and return the official scorecards. It is helpful if a separate committee is formed for this purpose. 2 volunteers are needed for each tent (9 & 18) on Thursday and Friday and 2 people needed for the tent on 18 for the weekend. The tournament should try to get the same people to volunteer for all tournament rounds. The hours will be approximately 11am-2pm and 4pm-7pm Thursday and Friday, and 11am-5pm on Saturday and Sunday. The advance operations official will be in contact regarding this, and will give specific instructions to these volunteers.
Scoring and Volunteer Operations 48 Official Scoreboard The official scoreboard is under the direction of the PGA TOUR official scorekeeper. The PGA TOUR will provide a professional calligrapher who wi ll keep scores on the official scoreboard. It should be positi oned as high as possible and located in an area near the 18th green that is in public view, but at t he same time does not interfere with play.
Scoring and Volunteer Operations 49 Officia l Scoreboard (continued ) 50 MISCELLANEOUS ITEMS Miscellaneous Items 51 Media Center The media center is an important area for the public relations of the tournament. Please consul t the advance media official for advice on its location. The following items should be in place by Monday of tournament week:
1) Fax machine with group capabilities, Copy machine with box of paper, high speed internet access should be wireless, at least 10 collating bins with staple 2) Telephones- 1 unrestricted for media official, 1 unrestricted for fax, 1 for volunteer committee and 1-2 for working media 3) Television, hooked up to cable, and if no cable, a direct feed will need to be provided by the Golf Channel 4) Tables- 1 for media official, 1 for volunteer committee, 1 for distribution material, and 2-4 for press 5) Trash receptacles (at least 2) and a cooler stocked with water and other available beverages 6) All stations need to have easy access to power via power strip or wall outlet.
7) Office Supplies-stapler, tape, pens, message pads, paper clips, etc.
8) All signage for the me dia center should be up and noticeable.
9) For telephone lines, see telephone requirements 10) Interview area- There must be a large area provided with space available for both print & electronic media. To lim it outside noise, the area needs to be separated from the rest of the Media Center. The interview area should not be adjacent to the food se rvice area. Make the interview area as attractive as possible for the TV cameramen and still photographers. The backdrop should have the Web.com Tour logo and tournament logo visible in all shots. A second backdrop should be positioned adjacent to the 18 th hole scoring area. The Media Official or advance Operations Official will be able to assist in determining its placement.
The advance official will want to check to make sure that plans for the media center are on schedule for Monday of tournament week.
Miscellaneous Items 52 Awards Ceremony The awards ceremony is an important component of the tournament. Please meet with the advance official and the media official on Sunday morning of the tournament to determine exact plans. The tournament will need to ma ke arrangements for a P.A. system. In general, the Champion will walk out to the 18th green after sign ing his scorecard. After the ceremony, the media offi cial will need to take him to the media center for interviews. After this is over, the Champion may be available for other functions. Additionally, when a Web.com executive is present at your tour nament, that executive will be given the opportunity to participate in the ceremony. Tee Markers & Flag Sticks The Web.com Tour will provide tee markers and pin flags for the entire week . These are carried on the Operations Truck. Flag poles and cups should be provided by the Tournament per specifications outlined in the Agronomy Checklist. (18) Pink pin flags are also carried on the Operations Truck and are available for tournam ents to use for “Breast Cancer Awareness Day” or the like. Note: The PGA TOUR has retained exclusive rights to branding elements related to thes e amenities and will brand these with the Web.com Tour logo. TV Considerations The Golf Channel has exclus ive rights to televise Web.com Tour Events. There are many additional issues that arise with television, and your tournament business affair s representative and the advance rules official will be in contact to go over specific needs. Miscellaneous Items 53 Monday Pro-Am Items The Monday Pro-Am is another way Tournaments can raise money and provide sponsors the opportunity to play with a Tour Player. Comple te details regarding the Monday Pro-Am can be provided by your Tournament Business Affair s Representative. Please be aware of the following items while pl anning a Monday Pro-Am:
-The maximum number of teams in a Monday Pro-Am is 28 -Professionals must be provided thei r own cart during the Pro-Am -Pro-Am should not start before noon due to va rying travel plans by the professionals -Requests for certain professionals should be communicated to your Advance Operations Official Wednesday Pro-Am Items The Wednesday Pro-Am is often the most im portant part of the week for tournament organizations. Please be aware of the following items:
- The maximum number of teams in the Wednesday pro-am will be 54 in a shotgun start and 52 when tee times are used. The number of teams will be split as evenly as possible between morning and afternoon, and cannot be increased.
- Players will be assigned in order of their preference of morni ng or afternoon time in order of their standing two weeks prior on the offici al money list (exception: first two tournaments of the year). The number of players assi gned will be 46 for a shotgun start and 44 for tee times. The players and their morning/ afternoon preference cannot be changed.
- The tournament will be able to pi ck the remaining players to fill the pro-am from the rest of the field; these sponsor picks will be split as evenly as possible between morning and afternoon. If the pro-am is full, the sponsor will have eight picks.
- If shotgun, allow ample time for switch over or rent additional carts.
The pro-am professional names and assignme nts will not be available until Saturday morning of advance week.
****Web.com will receive twelve (12) spots in the Official Wednesday Pro-Am, free of charge. In the event Web.com determines that it will not use one (1) or more of its reserved Pro-Am spots, Web.com will notify Ho st Organization of such determination as soon as possible prior to Pro-Am. Any Pro-Am spots not being used by Web.com will revert to Host Organization for its use. The Pr o-Am spots also includes invitations to any special events associated with Pro-Am such as the official Draw Party.
****If Tournament is televised, The Golf C hannel will receive (1) team in the Official Wednesday Pro-Am free of charge. Any spots not being used by The Golf Channel will revert back to Host Organization for its us e. The Pro-Am spots also include invitations to any special events associated with Pro-Am such as the official Draw Party.
Web.com Ticketing Accommodations Web.com will receive up to tw o hundred (200) weekly compliment ary tickets, and twenty-five (25) preferred parking passes for the Tour nament for use by Web.com and it designees.
Provided parking capacity allows, Web.com sha ll be provided proportionately more parking passes up to a maximum of one hundred (100). In addition, W eb.com shall be provided 12 Honorary Observer positions at each tournament on Web.com Tour.
Miscellaneous Items 54 Official Scorecards The PGA TOUR will print the offici al scorecards for the official rounds of all Web.com Tour events. This official PGA TOUR scoreboard progra m offers the following benefits: Consistent scorecard format design and branding, eliminatio n of costs to tournaments. Tournaments will continue to be responsible for pr inting their pro-am scorecards. Miscellaneous Items 55 Tournament Report The tournament report is an im portant document that will be completed by the Nationwide Tour each year following the event. The report serves two purposes:
To provide PGA TOUR headquarte rs and field staff, including the Commissioner, with an overview of the tournament and an objective assessment of areas which comply with TOUR standards and areas that need improvement.
To provide a means for local tournament organizations to improve and grow their tournaments each year. Prior to the event, the Web.com Tour staff will meet with the local tournament director to review the previous year’s tournament report, and to facilitate the implementation of the recommendat ions from the previous year.
Tournament Pairings Guide All tournaments provide, Thur sday-Sunday, a tournament pairing s guide or program for use by sponsors, volunteers, and spectators. Us ually, this is a professionally designed and printed pamphlet, which includes advertisements. Many tournaments choose to sell advertising within the pairings guide. Tournament Pairings Guides should highlight the players in THE 25 (top 25 on the money list). ****Web.com will receive one (1) complimentary acknowledgment page in the Tournament program, the pairings guide and spectator guide, and a welcome letter from a Web.com representative in the Tournament program or spectator guide, so long as the respective tournament produces these.
Tournaments should be aware of the follo wing items when preparing their pairings guides:
1) The PGA TOUR will determine the groupings, tee times, and tee format for all days of the official competition, Thursday through Sunday. This could include play in groups of two, three, or four, starting on one or multiple tees.
2) The tee times and groupings for the first two rounds of the event before the cut, Thursday and Friday, will be available on Tu esday of the tournament week by about 2:00 p.m. However, the advance official may be able to give you an idea of the times at some point earlier in the week.
3) The PGA TOUR will pr ovide a copy of the tee times to the local tournament director immediately after they become av ailable. The Web.com Tour Operations truck will be able to provide pairings in a PDF or TXT file. Your printer should contact the advance operations official to coordinate this process. A note in the pairings should be included to denote the caddie bib color order for the players in each group. Make sure to get with the advance operations official to get the color order.
4) The tee times for Saturday and Sunday will be available approximately 30 minutes after play has completed the previous day. A gain, the Advance Official may be able to provide advance information about thes e tee times; please check with him. Miscellaneous Items 56 Yardage Book The local tournament is responsible for prov iding a “Tour Type” yardage booklet. An example is below. Various individuals and companies produce these Tour type books for players and caddies to use during the event. Consult the Advance Rules Official wit any problems in this area. Most clubs will have these books prepared and will sell them through the pro shop.
Miscellaneous Items 57 Weather Office The Web.com Tour emplo ys a meteorologist who will be on site Tuesday through Sunday of the tournament. He usually works out of the rules office, but consult the adv ance official with any questions in this area.
Equipment Trailers The Web.com Tour club repair truck (pictured below) will be on site at every event Monday- Friday of tournament week. Arrangements will need to be made to position this truck at a location near the driving range. Additionally, a representative from one or more equipment trailers may contact you in the weeks precedi ng the event to notify you they will be coming.
These trailers are self sufficient, and are us ually positioned somewhere near the practice driving range. Consul t the advance official on this location.
Player & Manufacturer Mail As stated previously, the host fa cility will be receiving a large am ount of mail and packages in the weeks preceding the event addressed to pl ayers, Web.com Tour staff, manufacturers representatives, and others. Please make sure ther e is a system in place for the safe storage and distribution of these items (see Security Section).
Miscellaneous Items 58 Security Guidelines 1. Uniformed and plainclothes armed police must be present on-course during Monday through Sunday of tournam ent week, including play-off days, if necessary. The number of police should be determined after consulting with the TOUR.
2. Uniformed police are to be assi gned to all entry points on-course.
3. Armed uniformed police must be assigned to control access to clubhouse, player dining room, locker room, media center, practice ranges, player parking area and child care facilities.
4. Ban entry of all backpacks, packages and other carry items larger than a small purse.
Discretion should be used in determining size of the small purse and any item needed for personal health and child care . This ban also includes large camera carrying cases.
Tournament volunteers are also bound by this restriction. In 2011, PGA Tour released a mobile device policy that will allow fans at PG A Tour events to carry mobile devices in select areas of the golf course. Fans will be allowed to send and receive messages away from play. No video recording is permitt ed at any time during the week, and no photography will be permitted during o fficial competition rounds. 5. All items such as purses, camera case s and other small personal carry items will be subject to search.
6. Security should be assigned to search the entire course beginning Monday morning of tournament week and cont inuing throughout the week (to in clude all grounds, clubhouse and benefactor facilities).
7. Vendors must certify or bond all employees before they are allowed to work on tournament grounds.
8. Prior to assignment to transportation committee, all driv ers must permit a review of their motor vehicle driving reco rd for approval by tournament.
9. There must be strong enforcement of credential distri bution standards and limited access to secured or restricted areas (tight control and scrutiny of media credentials and special access badges).
Miscellaneous Items 59 Special Events **The Advance Officials must approve any special event** The following are guidelines for Special Events:
1) JUNIOR PRO - AM • Please have a system of registration for juniors • Form a line at driving range to introduce the juniors to their pro • Pros give hands-on instruction to juniors on the range with their group • Format - 9 holes, Monday afternoon, Shotgun or Scramble • Minimum payment to pro $300 for 9 Holes; $500 for 18 Holes 2) MONDAY & OTHER PRO-AMS • Must consider travel professionals have from prior event • Tee Times or Shotgun (best format will vary fr om event to event - consult tour staff) (These should never start before Noon) • Making Carts available will increase player commitment • Pay 2 alternates to be on site – c onsult the Advance Rules Official on this • Minimum payment to pro $500 and $100 for Alte rnates to be onsite (2 Alternates are preferred) • 28 teams maximum 3) JUNIOR CLINICS • Monday or Tuesday of tournament week • Schedule 2-3 tour pros to give an exhibition/demonstration for 30 minutes • Divot the Clown or some other form of entertainment after tour pros • 5-10 stations with 1 vol unteer at each station for safety as local/section professionals offer hands-on instruction • Have T-shirts or some other giveaway product available • Make arrangements for P.A. system (if necessary) 4) SHOOT-OUTS, SKINS GAME S, LONG DRIVE CONTEST, ETC • Schedule for Tuesday afternoon • Coordinate with operations staff the best format for these events • Consider format(s) that will move the event in a timely manner • Arrange emcee for event • Coordinate Purse breakdown with operations staff • Make arrangements for P.A. system The Web.com Tour Staff will assist in coordinating the s pecial events. Please contact advance official to work out any specific details.
Please note that all payments made to to ur professionals in special events should be paid to PGA TOUR via wire transfer on We dnesday of advance week. The advance operations official will c oordinate this with tournament staff. The PGA TOUR, for accounting purposes, then issues a check to each professional. Miscellaneous Items 60 PGATOUR.com Tournament Web site PGATOUR.COM was created by t he PGA TOUR to be the ultimate online destination for golfers and golf fans alike. As the official website of the PGA TOUR, Champions Tour and Web.com Tour, PGATOUR.COM provides complete coverage of the world of golf, the players, the tournaments and individual golf interests.
From scores to stats, news to ac tion, PGATOUR.COM content includes:
Live Scoring : The only site on the web where view ers around the world can follow their favorite player minute by minute wit h official real time scoring.
Comprehensive Statistic Reporting : Player stats, tournament stats, performance stats, historical stats, money lists, scoring averages, etc. All these and more enable fans to analyze their favorite player’s game.
Endless Multimedia : PGATOUR.COM walks the golf fan through every week on TOUR with audio and video broadcasts, including:
Tour Monday Online Live play-by-play audio coverage Customizable tourna ment video highlights Player Pages : From stats to biographical information, photos to individual tournament results, fans can follow their favori te players week in and week out.
Tournament Coverage : Where else to get the most updated information on where the players play but on PGATOUR.CO M? Each tournament has its own official site, offering local information, course layouts, field and tee time information, ticket and sponsorship information as well as a variet y of multimedia and interactive elements to provide the fans with greater knowledge of the tournament. Tournament sites can be used to promot e charitable endeavors, recruit volunteers, provide ticket and sponsorships sales informat ion, and are linkable directly to the title sponsor’s homepage. Tournament pages remain active throughout the year and provide brand equity for each tournament far beyond the online world.
The Tournament Update Tool (TUT) allows each event to update their site at their convenience. The tool is a web-based program which allo ws the end-user to enter information about the tournament anywhere the web can be accessed. Once information is submitted for approval, the tour nament account managers approv e and deploy the changes.
This process is usually comp leted within 3 business days.
TUT Mobile can only be acce ssed with the appropriate User Name and Password. User documentation is available fo r your convenience. Please fe el free to contact your tournament account manager shoul d you need your log-in information, User documentation or have any questions.
The Web.com Tour is active on Facebook and T witter. Please consult Anne Szeker at PGATour.com about coordinating tournament soci al media efforts with those of the PGA Tour/Web.com Tour.
Web.com Tour Tournament Account Manager:
Anne Szeker (904) 280-5138 [email protected] Miscellaneous Items 61 PGATOUR Creative & Photographic Services Web Site (www.pgatourimages.com) PGA TOUR Photographic Services has been a resource for player and course photography for over 10 years. The file pho tography has been available, fr ee of charge, for the promotion of PGA TOUR, Champions Tour and Web.com Tour events, the TPC network, and charity activities.
www.pgatourimages.com: Went on-line in Marc h 2001 as a digital photography web site allowing password protected search and retr ieval of PGA TOUR, Champions Tour and Web.com Tour players, logos, tournament scenes and TPC course images. The site is very user-friendly. Once you regist er, create a user name and passw ord, you may review current images and logos. You’ll remain registered as long as you enter the site once every 365 days. Your staff and suppliers can register as well. This web site now has thousands of registered users with over 15,000 images and adding new photos each month.
Digital images : If the photos you choose are going to be used on a web site, the 72 DPI size should be selected (downloading takes only seconds) . The same is true for the mid- size files which will satisfy most publishing situations. Your graphics or printing suppliers may log on and order the images for you sinc e they may be more comfortable with digital terminology.
You will also save scanning costs from your printer. If you order a CD, ask your supplier to copy the necessary images for layout and printi ng and return your disk (it takes only minutes to transfer the photo files). If the images on the site are still not large enough for your needs (like a large poster or outdoor ad), the PGA TOUR Photo Services library staff can scan the originals for you to the size needed. Logos : You have a choice of logos from all three TOURs, tournaments and active Tournament Players Clubs. John Rice, worki ng with Tournament Business Affairs and Golf Course Properties, maintains logo files in formats that should cover any use. Most printers prefer the EPS version, however the others are appropr iate for web, laser printing and apparel. Hiring PGA TO UR photographers : As mentioned, on-lin e images and logos are offered at no cost to you. In addition, the services of our staff photographers are offered at a fair rate.
Schedule permitting, the PGA TOUR veteran golf photographers are credentialed and know their way around a golf tournament. They know what’s important to a tournament promotion staff, and can cover items like sponsor outings, pro-ams and hospitality activities. Call for an estimate. A Tour photographer or a member of the Getty Images Team will be assigned to photograph up to 10 Web.com Tour events during the season at no charge to the tournament.
For more information on PGA TOUR photography or the web site, contact: Photo library staff : Jennifer Perez, 904.273.3625 j [email protected] Staff photographers : Stan Badz, 904.280.2444 (cell: 904.607.8206) or [email protected], Chris Condon, 904.280.2429 (cell: 904.607.8207) or [email protected] Logo information : John Rice, 904.280.2436 o r [email protected] Miscellaneous Items 62 PGA TOUR Tournament Co-branding Web Site To access the site: www.pgatourcobranding.com User Name: pgatour Password: cobranding This site has been designed to help facilitate TOUR/Tournament co-branding efforts. It includes details, and ordering capability where appropriate, for the following: Ad Kit Materials The marketing material this kit will enable you to tap into the national branding campaign at the local level. By integrat ing your tournament message with the TOUR branding message, you can benefit from the ext ensive national network and c able TV schedule and the radio and print advertisements that will be running th roughout the year. Ideally, everything you do, from outdoor advertising to beverage cups, from directional signage to press releases, should coordinate with the na tional branding campaign.
Co-branding Style Guide and Logo Usage This Style Guide was developed to provide gui dance to tournaments on what the TOUR wants to achieve from a tournament/PGA TOUR co -branding standpoint. Since the TOUR embarked on its brand building strategy a several years ago, many questions have been raised about the appropriate way to integrate the TOUR brand into tournament mate rials. This guide provides clearer direction on how co-branding benef its both your tournament and the TOUR.
Mesh Fencing/Stickers (Decals) The TOUR provides decals and co-branded mesh fencing to help support your tournament.
Additional mesh fencing can be purchased, if desi red. In the sections that follow, each of these offers is described.
1. TOUR Provided Mesh Fencing: The TOUR will pr ovide each event 1,050 feet (7 rolls) of co- branded (tournament and TOUR logo) green mesh fencing at no charge. For additional information on TOUR provided co-branded mesh f encing contact Karen Durden at (904) 273- 3267 or [email protected] 2. Additional Mesh Fencing: Additional fencing can be purchased if needed. Mesh fencing is available in 150’ rolls in several sizes. For additional information on additional mesh fencing contact T&B Equipment Co., Inc. at (804) 798-2000 or T&B Equipment.
3. TOUR Decals: PGA TOUR, Cham pions Tour and Web.com Tour decals are available to support your promotional effort s. TOUR decals are available in a variety of sizes. For additional information on TOUR decals contac t Nicole Sundermier at (904) 273-3338 or [email protected] This site compi les the key co -branding information in one locati on where it can be accessed by multiple tournament staff on a timely basis. We found that the printed binders that were previously mailed to tournaments were often mi splaced or not available where and when they were needed. This site should address those issues – the information is now available anytime and anywhere Internet access is available. Brand building has become increasi ngly important as the sports and entertainment industry becomes ever more competitiv e in attracting and maintaining fans, sponsors and media attention. By working together, we can deliver a consistent message that continues to build on the TOUR’s positive image and di stinguishes our sport from others. We appreciate your support of the TOUR’s co-branding efforts.
This site is updated throughout the year as appropriate, and as new ads are developed.
If you have any questions regarding the TOUR’s co-branding efforts or this web site, please feel free to contact: Nicole Sundermier, Brand Development Manager at 904.273.3338 or [email protected] Miscellaneous Items 63 PGA Tour Retail Licensing Any party wishing to use PGA TOUR, Champions Tour or Web.com Tour trademark must be an officially licensed vendor. For inquirees regarding licensing with the PGA Tour, please contact the PGA Tour LIcencing Department:
Mary Beth Fleegle [email protected] (904) 543-5176 100 PGA Tour Blvd Ponte Vedra Beach, FL 32082 From volunteer and staff uniforms, pro-am and gift packages, ticket incentives, to corporate hospitality gifts, you will fi nd a wide range of products to sa tisfy your merchandise needs, including memorabilia and collectibles, execut ive desk items and golf accessories, to the full compliment of apparel, outerwear and headwear. Official PGA TOUR Licensees are the only vendors authorized to use the PG A TOUR, Web.com Tour and Champions Tour marks. These would be the only vendors allowed to use these marks. Please contact your Tournament Business Affairs representati ve for a current PGA TOUR Licensee list.
Prize Money Payment Host Organization will pay to TOUR an amount equal to the t ournament and special event(s) prize money and fees no later than 10:00 a.m. eastern time on the Wednesday prior to tournament week. Such amounts shall be paid to a bank account designated by TOUR. Upon the transfer of such funds, such funds shall become the sole property of TOUR and TOUR shall not be deemed to be acting as an escrow agent or disbursing agent with respect to such funds. TOUR shall be solely resp onsible for making the appropriate prize money distributions to the participants in the Tour nament, pro-am and any secondary pro-am or special event(s).
Host organization shall have no obligation to make any such distributions. TOUR shall indemnify host organization and hold it harml ess against any claim made by Tournament participant for the non- payment of such prize money. Please contact Eric Nicolino, (904) 273- 7670 or [email protected] with questions.
PGA TOUR Tournament Liability Insurance Per the Tournament Agreement, all tournam ents must have a Tournament Liability Insurance Policy with $5,000,000 limit of insurance coverage. The Tour offers participation in a Tour group plan. Should the tournament elect to secure their Tournament Liability insurance through the group plan, the T our will provide a 25% subsidy.
Contacts: PG A TOUR, Inc. Maril yn Compton 904-273-3562 Agent: Integro, Atlanta, G A Robert W. Goldthrorp 404-439-8170 Geri Bergh 904-273-3 376 Donna Morris 404-439-8020 Note: Tournaments should require proof of general liabilit y, automobile liability and workers’ compensation insurance coverage from all vendors who will be working on your property during the event. Miscellaneous Items 64 PGA TOUR Credentials A total of six (6) credentials will be issu ed to each Web.com Tour tournament by PGA TOUR headquarters.
Two (2) photo ID badges for use by the Tournam ent Director and one other designee. Your photo ID badges provide all access includin g grounds, media center, locker room, clubhouse and practice areas at all Web.com Tour, PGA TOUR and Champions Tour events. Locker room and practice areas acce ss at PGA TOUR events is limited to practice rounds only.
Four (4) Special Guest Badges. Your s pecial guest credentials provide grounds and clubhouse access only at all Web.com Tour , PGA TOUR and Champions Tour events.
For additional questions regarding credentials , please contact Kelli Anderson at 904/273- 3460 or by e-mail at [email protected] 65 OTHER INFORMATION Other Information 66 Sample Hotel List Hotel General Information: HOTEL RESERVATIONS NEED TO BE MADE NO LATER THAN OCTOBER 5. There is a convention in the McKinney/Allen/Frisco area the same weekend as the Cham pionship. Please make reservatons through Player Links or contact Bette Rathjen at 214-944-5714 or [email protected]. Hampton Inn & Suites Allen Distance From Tournament: 5 miles; 10 minutes Double at $109.00 King at $109.00 Jr. King Suite at $129.00 More Information Reservation Request Hilton Garden Inn Distance From Tournament: 6 miles; 15 minutes Double at $99.00 King at $99.00 King Jr. Suite at $119.00 More Information Reservation Request Holiday Inn Express Distance From Tournament: 5.5 Miles; 10 minutes King or Double Suite at $99.00 Two-Bedroom Suite at $99.00 More Information Reservation Request Holiday Inn & Suites McKinney Distance From Tournament: 8 miles; 15 minutes Double at $109.00 King at $109.00 More Information Reservation Request Homewood Suites by Hilton Distance From Tournament: 5 miles; 10 minutes 1 Br Suite at $115.00 Studio at $105.00 Triple at $175.00 1 Bedroom Double Queen Suite at $125.00 More Information Reservation Request NYLO Plano at Legacy Distance From Tournament: 7 miles; 10 minutes More Information Other Information 67 King at $119.00 Jr. Loft King Suite at $140.00 Loft King Suite at $199.00 Reservation Request Wingate by Wyndham Distance From Tournament: 3 miles; 5 minutes Double at $79.00 King at $79.00 King Suite at $99.00 More Information Reservation Request Shady Creek RV Park & Storage Distance From Tournament: 17.5 miles; 30 minutes More Information Other Information 68 Sample Cart List ‘ 2012 Stadion Classic at UGA Cart List * Topless Carts # of Carts Department Name 7* Rules Officials Matt Delaney 5* Nationwide Tour Adam Renfroe 1 Shotlink Coordinator Brian Swinton 1* Nationwide Tour Joe Chemyz 1* Tournament Chairman George Stafford 1 Walking Scorers John English 1 Volunteer Chair Keith Wenrich 1 Volunteer Co-Chair Steve McGrath 2 Shuttles Gary Kilgos 1* Tournament Director Dave Cousart 1* Asst. Tournament Director Matt Peterson 1* Operations Director Brian Gaydica 1 Tournament Intern 1 Media Bryan Harris 1 Admissions Brett Jackson 1 Driving Range John Doyle 1 Office Pam Bowers 1 Standard Bearers Devin DeCamp & Jerry Waldrop 2 Parking Don Walter 1 Locker Room Jim Cleveland & Tom Howell 3 Runners/Scoring Centra l Phillip O'Neal 3 Pack Chasers Phillip O'Neal 1 Hospitality Camilla Bracewell 1 Skybox and Security Tom Deus 5 UGA Police Eric Gattiker 2 Pro Shop Chris Waters &Kevin Booth 2 First Aid CERT Team 2 Marshals Jim Hubert & Charlie Ashburn 3 Concessions Susan Van Gigch 6 Electronic Scoreboards Nationwide Tour 1 Event Services of GA Jody Tinsley 1 All Seasons Brooks 2* Bobby T Tee Works Carry All/People Mover List # of Carts Department Name 1 Trash UGA Golf Course Staff GAS Carry All 1 Recycling Athens Clarke County Carry All 2 Concessions UGA Food Services Carry All 2 Concessions Foundry Park Inn & Spa Carry All 1 Concessions Coca Cola Carry All 1 Beverage Distribution Eric Jensen GAS Carry All 6 Shuttles Gary Kilgos People Mover Any additions to this list must be approved by Adam Renfroe with the PGA Tour (904) 252-9515 or Brian Gaydica with the Stadion Classic at UGA (706) 296-2400 Other Information 69 Sample Radio List Please pick up and return radios in Scoring Central 2012 Chiquita Classic - Charlotte, NC Radio # Person Assigned Channel 14 Kip McBride 5 15 Ann Spencer 5 16 Mike McGovern 5 17 Teddy Hines 5 18 Tom Sprouse 5 19 Rob Fredrick 5 20 Steve Caddies 5 21 Lauren Barbee 5 22 Carla Teitz 5 23 Dan Haag 5 24 Kip Erikson 5 25 Marcy Williams 5 26 Chad Warpula 5 27 EMS 1 28 EMS 1 29 Police-David Kale 1 30 Police-Ben Bailey 1 31 Thomas Lawing 2 32 Patty Whitner 2 33 On Course Service 2 34 On Course Service 2 35 On Course Service 2 36 On Course Service 2 37 Greg W ylie 4 38 Jonathan W ylie 4 39 Wendy/Brian D 4 40 Tom Palombo 4 41 Stacy Russell 4 42 Dick Baker 4 43 Jack Skolds 4 44 Bill Owens 4 45 Transportation 4 46 Transportation 4 47 9 Scoring 4 48 18 Scoring 4 49 Jeff Dudas 4 50 SESR-Jacob Piud 5 51 Front Gate 1 52 Monster Board 4 53 Brian Paschal 5 54 David Williams 16 55 56 57 Thomas Federl 5 Channel Guide 5 HNS 1 Security, First Aid 6 Operations 2 On Course 7 Rules 3 Volunteer Committee 9 Marshalls 4 Scoring 16 Walking Scorers Other Information 70 INSTRUCTIONS FOR MARSHALS 1. Check-in at volunteer headquarter s 1/2 hour prior to assigned time.
2 .Pick-up supplies needed (qui et please paddles, etc.).
3. Proceed to assigned area.
4. The primary function of the marshal is to control the gallery and assist the players.
5. Spectators should be kept behind r opes (when available) at all times.
6. Spectators should cross playing areas af ter players have passed. Spectators must never stand on the fairways to watch play.
7. Only the following persons are allowed inside the ropes:
• Contestants and their caddies • Scorers • Standard bearers • Appropriate credent ialed photographers • Tournament Officials • Marshals on duty at hole 8. Anyone inside the gallery liens should sit or kneel next to ropes to avoid blocking view of spectators.
9. To maintain control of noise or movement in the gallery while a shot is being played, raise the QUIET PLEASE paddle or ho ld your arms above your head.
10. On the tee, help clear path for players coming from previous green.
11 .Around the green, keep gallery out of traps and watch for bad shots to green to warn gallery.
12. Properly maintain sand traps in compliance with tournament regulations.
13. If a ball is hit outside ropes, protect ba ll immediately while another marshal clears a wide path from ball to green.
14. Report any need for assistance such as re quests for rulings or emergencies to the nearest radio headset.
15. Do not give rulings or advice to players.
16. At all times be firm but tactful. S pectators will respond to considerate treatment.
17. If a person is causing trouble go to t he nearest radio and request assistance from Scoring Central. Give your exact lo cation and the nature of the problem.
Important Hints a. Dress for the weather b. Wear comfortable shoes c. Do enjoy yourself! Other Information 71 INSTRUCTIONS FOR RUNNERS 1.Check-in at volunteer headquarters 1/2 hour prior to assigned time 2. 9-Hole procedure:
• Take hole by hole summary (provided by scoring central) to Official Scoreboard 3. 18-Hole procedure:
• Pick-up official scorecards from scoring tent after players have left tent • Make two (2) copies of official cards • Deliver original to PGA TOUR truck • Distribute one (1) copy each to: a) Scoring Central (CONTROL) b) Official scoreboard This procedure is critical as these are the scores ultimately recognized as official and may have to be used at a later time to reconstruct a player’s round. Insure that Official Scorecards are not lost and are delivered promptly (n o dilly-dallying allowed).
Important Hints a. Dress for the weather b. Wear comfortable shoes c. Do enjoy yourself! Other Information 72 INSTRUCTIONS FOR WALKING SCORERS 1. Check-in at volunteer headquarters 45 minutes prior to tee time.
2. Pick-up scoring pack (Radio and Walking Score pack) 3. When you get your equipment make sure you make a radio check with scoring central and make sure your pack is linked up properly.
4. Do not report to tee until preceding group has departed.
5. Starter will introduc e you to players!
6. Identify players by caddie bib colors.
7. Follow players down fairway marking each stroke and stat as taken.
8. Right side of fairway is best to follow players.
9. Upon reaching green, go dire ctly to exit by the green.
10. Should you ever be unsure about a score or stat, you may question player’s caddie.
Never question player.
11. In the event you cannot get to player’s caddie, enter score you believe is correct.
12. If your group has standard bear er, you are responsible for giving appropriate change.
13. Upon completion of 18 holes proceed to scoring tent and be prepared to read scores back to players.
14. After players have left tent, immediately return to walking score area with your equipment. IMPORTANT HINTS a. Dress for the weather.
b. Wear comfortable shoes.
c. Do not mark stroke before stroke is taken. d. Do not walk on green.
e. Do not converse with players.
f. Do not offer advice or make rulings.
g. Do not position yourse lf directly behind player. h. Do enjoy yourself! Rulings 1. Should a player request a ruling, call sco ring central with location (i.e. hole 3, greenside bunker).
2. If ruling should take place, attempt to get close to official. Official will inform you as to outcome of ruling. Other Information 73 One-Year Media Plan Year-Round Public Relations Plan 12 months out -Create a media packet for Web. com Tour (send to Tim Benton) -include all stories about the tournament, prin t advertising, special sections, photos of Billboards, TV spots, radio ads, ob tain tapes of local TV coverage -Send thank you letters to me dia who covered your event -Begin work on your next event by obtaining year-round professional public relations help -utilize local college or univers ity Sports Information Office -utilize public relations st aff of presenting sponsor -utilize local public relations firm -Create local public relations committee -have all key local medi a outlets represented * Update your key media contact list (e-mail address, fax, etc) * Create a list of press rel eases for the upcoming year 7-11 months -Meet with key local media once a month -pass along any local news -keep local media up-to-date on Web.com Tour developments -utilize weekly e-notes to supp ly local media with information -Begin work on tour nament media guide -call other tournaments (on a ll three tours) for copies -Begin work on tournament program (if you have one) -line up ad sales -line up local writers for feature articles * Determine location of media center for next event -if outdoors, arrange to have weatherized tent * Develop ticket and sales brochures * If you have a local golf show on TV or radio, be a regular guest * Host a luncheon to distribute charit able proceeds from previous event 4-6 months -Begin preparations for media day -work with TOUR on obtaining a player -secure use of golf course for a day -secure room for breakfast/luncheon -Pass out ticket brochures at all local functions -state and county fairs -local college activities -local golf courses -malls, concerts, plays, etc. Other Information 74 One-Year Media Plan Year-Round Public Relations Plan (continued) 4-6 months (continued) -Speak to as many local civic groups as you ca -you may have several people on your co mmittees who can do this as well -Maintain regular contact with local media -Utilize PGA TOUR provided advertising kits -Press release on kickoff of sales drive 3 months -Arrange for press center volunteers -Create volunteer job description -Send media a “hold this dat e” card for media day -Have press room signage done -interview backdrop with appropriate logos -18th green backdrop -directional signs -Have press credentials ordered -make sure they are unique in color from general credentials 2 months -Create a minute by minute plan for your player to use at media day -Go over the plan with the player -Arrange players travel plans -Send media an invitation to media day -Do not limit the invites to sports writ ers, add business writers, lifestyle, etc -Send media credential application forms -Set up TV opportunities with loca l pro, course superintendent, etc -Have pro play a hole a day with description of how to play the hole -Have superintendent explain how c ourse is set up for competition *Secure all necessary items for press c enter (see Setup Guidelines for list) -Take local media to another Web.com Tour event in area to assist in obtaining pre-tournament publicity stories. Other Information 75 One-Year Media Plan Year-Round Public Relations Plan (continued) 1 month - Hold media day -Distribute media packets prepared by Web.com Tour staff -Arrange volunteer schedule -If you have a presenting sponsor, arrange fo r spokesman to speak with local business writer -Have Press Room chair discus s media credentials with Web.com Tour Media Official -Script closing ceremony so that it runs smoothly and effectively -Set-up press center so that it is functioning Monday morning -Arrange for dedicate d parking spots for key media (create signage with name on the spot) -Continue releases concerning ticket sales, parking, traffic info, etc -Visit key media (tv, radio, print) in person -Work with Web.com Tour Media Official to set up interviews with key players for pre tournament publicity Other Information 76 Common Situations that are sometimes Overlooked : 1. Volunteer Breakfast / Coffee Thursday (Round 1):
-Food and Coffee should be set up 1 hour and a half prior to the first tee time 2. Volunteer lunch deliver y to on course volunteers -Lunches for people that work double shifts should be organized by Marshal Chairman /Volunteer Services -4 people is ideal for delivery travel ing 1 & 10 forward, 9 & 18 backwards 3. Marshal on course pickup after final group completes their hole -The Marshal Chairman and anybody available to assist with a cart should coordinate to make sure that all volunt eers are picked up once the la st group goes through.
4. Lack of Standard Bearers with all groups all four days - It is important to try a nd fill these spots every day.
-What happens is the Tournament Director spends entire year knocking on doors and selling. After 14 turndowns, TD gets commi tment for $20,000 to purchase a skybox for the week. Weather is nice Friday so the spons or decides to bring 10 employees to your tournament to enjoy his skybox. Food is excellen t, drinks are flowing as they begin to watch golf. Frank turns to Beth and says, "Who's in th is group"? Jeff leans over and explains the pairing sheet so they all now know who is in the group. Beth now a sk "I wonder how their doing?" Possible Solutions :
-Have walking scorer bring standard bearer with them.
-Assign Strong Chairman to head committe e and he/she develops own ideas.
-Have local High School Band or Athletic De pt. sell and keep money. Standard Bearer wears Sponsor designed T-Shirt while carrying Standard. Athletic Dept., Football Team, Band or whoever is responsible for filling all groups Thurs., Friday, Sat., and Sunday. 5. Use same Marshals on Driving Distance Hole s -- These are 2 designated holes during tournament rounds 6. Creating Dysfunctional Voluntee r Structure just to fill spots. Only fill spots with people that others like to be around. You are putting toget her a 'Team' that will be together and work together to build your event. "Sometimes may be year 2 before all areas are filled" Other Information 77 Common Situations that are sometimes Overlooked : 7. Not having a Volunteer Services Committee -Their sole responsibility is to take care of Volunteer Tent Area and Volunteer needs.
This committee also needs to be avail able to fill in other areas as needed.
8. We are also starting a "Thank you note Procedure " for Monday and Wednesday pro- ams. The advance Operations official will be looking for the amateur na mes and Professionals they played with by group after the pro-am goes gets started. We will provide the envelopes and cards unless you would like to use your own. We will make sure all Professionals return these cards prior to Sunday of Tournament Week. (Please contact your Advance Operations Official for more details) Additional Pictures 78 Additional Pictures 79 Additional Pictures 80 Additional Pictures 81 Additional Pictures 82
