WESTERN CLUB REP — EVENT HOSTING GUIDE

Host reps are responsible for arranging event food and for coordinating the golf tournament with the Club Pro. The rep acts as the contact for the host club and will provide an information sheet for her event. This process should not be modified if at all possible.

Players should review the Tournament Guide for Players link for entry information.

Host Club Reps will receive specific instructions for hosting prior to
their assigned event.

These will be provided by the Western Golf Chairwoman.

EVENT BUDGETS

¨ The Club Budget for one-day events in 2026 is $95.00 per day per person for events with lunch or for events with dinner. Two day is $200. Championship second day is cart fee paid to the host pro shop (or their preferred method).

¨ WGAWNY players pay $100 which includes a $5 fee for Golf Genius and credit card processing expenses for a total cost of $100 for events.

¨ The net $95 must cover cart fees + tax, food + taxes and food service gratuities.  Remember that there is a sales tax on the cart fees. The the Two Gal, 2 Day, it’s $190 to cover all charges.

¨ To determine your food budget: subtract cart fees (including sales tax) from the $95 entry fee budgeted amount. The remainder pays for the lunch or dinner being served and is your food budget plus taxes and gratuities. Keep breakfast very light with coffee, water, a simple grab and go like bananas, apples, etc.

¨ Prizes and bag room tips are funded from our WGAWNY dues.

EVENT SIGN -UP

Ladies will sign up and pay their entry fee on the Golf Genius website. This will generate a roster for the tournament. Sign-ups will end approximately two weeks before the event or on the GG stated date.

CANCELLATION POLICY

Also posted on WGAWNY Golf Genius site:

¨ A player may cancel their registration in Golf Genius

¨ Refunds are returned by check once approved, US Mail. We cannot send refunds any other way.

¨ 14 days or more prior to the event, you will receive a full refund minus the GG sign-up and transaction fee of $5. 

¨ 13 to 7 days prior to the event, you will receive a 50% refund minus the GG sign-up and transaction fee of $5. 

¨ 6 days or less prior to the event, no refunds will be given unless you have an extraordinary exception due to a personal issue. 

Pairings and flights will be determined by the Golf Genius Administrator. Pairings are to be made strictly based on the handicap, except that we do try to mix Rochester and Buffalo players.  No players can request special pairings. 

We are working to improve our processes for setting up tournaments, providing pairings, and scoring. We always need help from the Club Pro.

Adjustment Examples and the USGA Course Calculator