Women's Golf Association of Western NY
WGAWNY Rep Duties and Hosting Procedures
Handicaps by Event:
Under 50 Day 1
Champion can come from any flight/division. Low 16 and players within ten shots of the lead play on Day 2 if signed up on entry for both days
One Day Medal:
Net champions with gross prizes. Playoff for Net Champion only
Net champions with gross prizes
Playoff for Net Champion only
The Rep is responsible for arranging the event food and for coordinating the golf tournament with
The budget for the event is the number of entries multiplied by the $75 entry fee (2022). The entry fee covers any cart fees, all food, sales tax and food service gratuities. Remember that there is sales tax on the cart fees. The remainder of the entry fee after you deduct the cart fees (including sales tax), is to be spent on food (including the tax and gratuity).† The money for the event prizes and bag room tips come from our WGAWNY treasury so the entire entry fee is for carts and food.†
Example:† $75.00 entry fee - $25.50 carts with tax = $49.50 per person to cover continental breakfast, snacks, lunch/dinner, including tax and gratuity.† (This is about $35.00 before tax and gratuity.)†
For the 2 Gal/2 Day Event, this amount is doubled.
Keep in mind that our group will remember the meal. And the meal value. Reps should work closely with the club manage and chef to make sure the food is planned and enjoyable.† Meals should be ready approximately 4-1/2 hours after the start of play.
The prizes for the event and bag room tips are paid from the WGAWNY treasury (our annual dues).† These amounts are budgeted by the board for each event and are listed in the event binder.† If the field is small, please consult with the tournament chair to determine if the prize money should be reduced.† Prizes are paid in Host Pro Shop gift certificates.†
Event Sign-up:† The event entry form will be emailed to members and posted on the WGAWNY website. Participants must print a copy of the entry form and send the completed copy to the treasurer listed on the entry form, along with a check in US Dollars for the required entry fee.† The treasurer will create an event roster and will provide that Roster to the Club Rep periodically as the entries are received.† The Club Rep must provide the treasurer with the email address of the Club Pro or the Assistant in charge of this event so the treasurer can email the Final Roster and Prize Chart to the Club Pro.††
Pairings, Handicaps and Rules:
The assigned officer will assist the Club Rep who will make the pairings by index, be the contact for her host Club Professional, and advise as to handicap adjustments if required.† See the Index Conversion Chart.† (The applicable handicap percentages are listed on the entry forms.)† Pairings are to be made only based on handicap, except that we do try to mix Rochester and Buffalo players.† No players can request special pairings or change pairings once made.† Players who are accepted to enter after the pairings have been made shall be placed in the field as determined by the Club Pro.†
We encourage playing the normal Ladiesí tees (ie, ladies day or league tees) for each host course.† There will be an event outline in every event binder.† The Rep should give a copy of this event outline to the Club Pro to incorporate into the Rules handout for the event.† USGA rules govern all play.† Local rules are to be established by the host course before play.† The maximum number of handicap strokes allowed in any tournament is the number of strokes allowed for the event based on an index of 28.4, but at no time should a player receive more than one stroke on a par 3.
The Assigned Officer will assist the Club Rep and Club Pro with setting up the flights and the prize allocation.† After the golf ends, our ladies are anxious to eat and get to the Pro Shop to spend their winnings.† To help make this process more efficient, we ask that the Club Pro have all of the prize gift certificates made out before we arrive that day listing the prize won and the amount.† If the Pro Shop needs to add names to the gift certificates, this can be done quickly after the scores are all calculated and reviewed.† We prefer that no names be listed on the gift certificates so handing out the prizes can be done faster.† Each of our events will have a prize chart that will list each flight, place and prize amount.† The Pro can just fill in that chart and make copies for each table, the Rep, the treasurer and the president. This will help make our events run smoother and faster.† The president and Rep will assist the Club Pro in handing out the gift certificates as soon as possible.† Note: gift certificates are only valid at the host Pro Shop and must be redeemed by October 31st of that year or such later date as determined by the Club Pro.
The treasurer will bring checks to the event to pay for the carts and food, prizes, and bag room tips.† The Club Rep should discuss in advance with the Club and Pro as to how these checks should be written and to whom.† A copy of any invoices from the Club should be added to the event Binder, along with the final roster, pairings sheet, and prize chart.† The event Binder should then be given to the Rep for the event to be held the following year.† A copy of the final report should also be given to the treasurer.
WESTERN CLUB REP ó EVENT HOSTING GUIDE AND INSTRUCTIONS
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