Information to make your job easier!
Guidelines for running an event:
- The term "event" describes club sponsored activities such as skills & drills, rotations and ladders.
- Rotations are events mainly focused on social play. Scores are not recorded. Ladders are competitive events where scores are recorded each week and used to establish a player's overall ranking in respect to the other participants.
Coordinating the event:
- Club members must register for events. No drop-ins are allowed. However, if there is a shortage of players and some will have to sit out, at the coordinator's discretion, unregistered members can be asked to play.
- Per HOA/Club guidelines, only club members can play in club events. Guests cannot be included.
- To ensure enough players, at the coordinator's discretion, rotations will be overbooked by 4 players. No extra players will be added to team play. This will provide some padding for no shows. These players are guaranteed to play since they are on the roster. If all players show up, this method will mean there is a limited amount of players that will need to sit out.
- Waitlisted individuals should not be rotated into play. If they are available to take the place of a no show or late drop out, they can be asked to play.
- To help manage the occurrences of "no show" players, an email can be sent to remind the player they were expected. Click here for the standard email message. Copy and paste the content into your email message.
- In dual-level events ( ie. 2.5/3.0; 3.0/3.5) no segregation of players is permitted. Players should be randomly assigned to courts regardless of their skill rating.
- Rotation cancellations will be cut off at 7 p.m the night before the event. This will allow those on the waitlist to receive notification that they are playing the night before the event.
- Good sportsmanship is the key to a good event. Players that decline to play with another player or walk off the court in anger/frustration will be asked to leave the rotation.
Communicating with registered players:
- There may be times you need to communicate with all players that are registered for your event. A good example is canceling your rotation due to inclement weather.
- Open up your list of registered players from the event list.
- Click on the first email icon. This will open up a screen where you can choose members to send the email to (select all is an option).
Another option is to open up your registrant list from the calendar of events. You will see an option at the top of the page to email registrants.
- Coordinator instructions for reviewing and printing your roster. Click here.
- Questions? email email@example.com
- Rotations should start with a 10 minute warm-up period.
- Games should be timed - 11 or 12 minutes.
- Rotation formats allowed are:
- assign courts with a deck of cards
- up/down split
- up/down split with a twist
- Round Robin charts - click here to access charts.
- Club safety guidelines can be found here. Please read carefully!
- Please don't leave the courts until your last group of players have finished the last game of your event.
- If a player is injured while playing, please complete a Liability incident report form and submit it to the Director of Player development. Click here to access the form.