Event Coordinators 
Information to make your job easier! 

Guidelines for running an event:

Definitions: 
  • 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.  
Using CourtReserve 
  • Coordinator instructions for reviewing and printing your roster.   Click here.  
  • Questions?  email admin@scfpicklballclub.com 
Rotation play 
  • 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. 
Safety! 
  • 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.

Covid Protocol

Club members are strongly cautioned not to play if they feel ill or have tested positive for Covid 5 days prior to the event. 
  •  If a member reports that they have been exposed to Covid or have tested positive for Covid  after playing in a rotation, please follow the CDC guidelines on handling the situation.  Click here for access to the CDC website and the latest directions from the CDC. 
    • To summarize - if the exposed player has been fully vaccinated and boosted, no action is necessary by the coordinator.  If the exposed player has not been vaccinated, an email should be sent to those that played in the rotation regarding the possibility that they have been exposed.   
    • If a player reports they have tested positive for Covid up to 5 days after the rotation, it would be appropriate to send an email to all players that played in that rotation.  
    • If an email is sent, DO NOT include any names.
  • If you would like some further guidance on the CDC guidelines and how to apply them to club situations, please contact the Director of Player Development.  
​