3. Running-Your-Event.docx

This graphic provides an example overview of the suggested date of your event for 2024 and how you can allocate time to your event using a shotgun start format. The event should be 3 hours in length to give enough time for all teams to complete 9 holes and attend the award ceremony. You have the fl...

This graphic provides an example overview of the suggested date of your event for 2024 and how you can allocate time to your event using a shotgun start format. The event should be 3 hours in length to give enough time for all teams to complete 9 holes and attend the award ceremony. You have the flexibility to schedule the event on a date and time of the day to suit your requirements. The event date in this example is also aligned with Fathers Day to add an additional theme to the event. The exact timings of your event will vary and be specific to the needs of your day. There is a flow to the event and recommendations for the role you play. Firstly, ensure you have the equipment you need, communicate with your club to check everything is in place and set up the teeing positions over 9-holes on your course. You will also need to setup the fun challenges on each hole. Prepare to meet and greet families, as well as provide them with scorecards, adapted rules guides and directions to their starting hole and teeing position. Be on hand to answer any final questions and direct families to their starting position to ensure that attendees arrive at their tee on time. Be on hand through the event to support families and assist with any issues. After the completion of the event, be ready to welcome families in from playing and collect scorecards. At this stage you can also direct them to prize giving and the social area where they can wait until all families have finished. Lastly, Keep the event fun by celebrating the success of all involved. You should allocate time to chat to families and promote future events and your program, as well as life at the club. We understand that each club may need to make their own modifications to the event. However, there is some additional important information to run the event format. The event uses a traditional greensomes format allowing each of the four participating family members on each hole to hit a tee shot, and alternate shots are played from the best selected shot until completion of the hole. It should be run over a maximum of 9 holes on your adapted course. Guidance is provided on how you should organise players on the adapted tee positions, however you have the flexibility to adapt the event to suit your needs. It is a team based event where attendees participate in a team of 2 to 6. Teams are required to be made up of at least one junior and one adult. Over the 9 Holes, a juniors drive must be chosen on at least two holes. It is recommended that you setup a golf course using specific tees on your adapted course. This set-up allows everyone to play from the same "tee", improves pace of play, and creates a fun and inclusive atmosphere for all skill levels. Families participate together and therefore are responsible for marking their own scorecard. A team score should be added at the end of each hole. Finally, due to the varying nature of abilities participating in your event, you may need to adapt some of the rules to make it inclusive and enjoyable. For example those new to the game may be able to tee up the ball anywhere on the hole, or air shots are not counted. It is recommended that you set your golf course up as a 9-hole utilizing a single teeing position on your adapted Academy course. This set-up allows everyone to play from the same "tee", improves pace of play, and creates a fun and inclusive atmosphere for all skill levels! We recommend you should choose from either The Ace, Albatross or Eagle Tee on each hole. You may need to use your judgement and adapt any teeing positions or use a mixture of teeing positions on your course. To drive engagement across the participants a challenge can be attempted on each hole. This will add a fun element to the event and ensure all families have a chance to celebrate success. Listed below are the challenges you can organize on each hole with a visual example of the closest to the flag chipping challenge. Straightest Drive is where Juniors and Adults can attempt to hit their drive and the person who hits it closest to the centre of the fairway places a marker where the ball came to rest. Nearest to the pin can take place on a Par 3, each participant hits their tee shot and the nearest shot to the flag places a marker where the ball comes to rest. Longest drive is where Juniors and Adults can attempt to hit their drive and the person who hits it the furthest up the fairway places a marker where the ball came to rest. Long putt is attempted from a position marked on the green. Each participant attempts a putt and records how close they got the ball to the hole. Closest chip shot is attempted from a position marked around the green. Each participant attempts a chip and records how close they got the ball to the hole. Lastly, closest bunker shot is attempted from a position marked in a green side bunker. Each participant attempts a bunker shot and records how close they got the ball to the hole. Further guidance is provided below on how families play a hole using the event format. You have the discretion to amend the guidelines on how families complete each hole, but there is recommended guidance. There should be a Maximum of Four Competing on Each Hole. Each Player Hits the First Shot. After this, the best Positioned Ball is Chosen. Players then Alternate on Each Shot. Juniors Tee Shots Must be Chosen on 2 of the Holes for fairness. Competing and Non Competing Players can both compete in the Hole Challenge. Adapted Rules can be also be used. It is up to you to develop your event to suit the needs of your club and expand on the event to drive engagement and enjoyment. There are additional ways that you can add to the event that have proven successful at other facilities. You should encourage all attending the event to dress up in family colours and you could award prizes to those who make the best effort. You can also get the families to create a fun team name to use during the event. Consider including a fun food and beverage component, like a BBQ cookout or a light buffet following the event. This can be included in your event fee or at an additional cost. Prior to or after your event you could organise fun games to include the whole family such as a fun putting competition. This will build inclusion for all and a sense of fun and comradery. To run your event effectively, you will need some equipment and you may also need to supply this to your juniors, especially those new to the program. Where necessary, this is available to you within the Coaches Toolbox. There is equipment we recommend you will need for your event. You will need Scorecards for each participant and these can be downloaded from the Coaches Toolbox and this also includes the adapted rules. You should organize a welcome table to add a professional impression of your event and ensure you have all the equipment available to those attending and any information about your event. You should set up your Academy Course and the relevant starting positions using at least colored cones. Where feasible, the starting positions can also be sprayed at the relevant yardage on the cart path, or be a permanent addition to the course. You should clearly identify the hole challenges on the course using a marker. You should also ensure participants can log their attempt and when required use a marker to mark the position of the hole ball. Some of the families attending your event will not have equipment and you need to make sure you can supply left and right handed equipment in the correct size and weight. Finally, You may choose to supply basic on course equipment such as pencils, balls, ball markers and pitchforks. This will also help with the education of those attending. How well you prepare, plan and execute the event on the day will make your event a success at your club and make a huge impact on your JGA program and activity at the club. Therefore, we have put together some additional best practice guidance for ensuring your event is a success. You should be organised with material to help you promote your program and the club. Ensure you allocate enough time in your schedule to engage with juniors and their families at the end of the event. Prioritize the time spent at the start of your event. Make sure you are there at the welcome area to meet the juniors and their families. This will create a friendly and welcoming atmosphere. Remember the event is built to welcome the families to the club, give them an experience of playing the game and make new social connections. Keep the day fun and be supportive to all. You should award the event winners based on the lowest score achieved across 9 holes. You should also award challenge winners. Try not to focus too much on winning as the event is about fun and inclusivity! To conclude, at the end of the event take some time to gather feedback from those attending to help shape any future event you run. You can also gather testimonials, imagery and engaging video content to promote your program and the club.