Event Coordinators 
Expectations & Guidelines

Expectations

Coordinators shall abide by and conform to the following expectations for appropriate conduct and behavior while in the performance of their volunteer duties for the Club:
  1. Create a fun and welcoming environment for players of all skill levels.
  2. Treat all members with kindness, courtesy, and respect.
  3. Apply rules fairly and consistently to all players.
  4. Offer constructive feedback to players regarding their behavior and court etiquette, when needed.
  5. Act and speak responsibly about others, always maintaining a positive attitude.
  6. Ensure all rotation players are active Club Members. Per the Club’s by-laws, non-members and guests are excluded from Club Activities and Events.
  7. Communicate incidents or concerns promptly with the Board via email at [email protected].
  8. Comply with the following rules during Club Board Elections:  
  • Support a fair and ethical election process.
  • Remain neutral in public, while running a rotation or around groups of members.
  • Provide accurate and unbiased information about the running candidates, when asked.
  • Promote the election – not the candidates – and encourage members to vote.
  • Refer members to the candidates’ bios posted on the Club’s website.
  • Invite candidates to rotations to introduce themselves to members.
  • Note: The Board is committed to ensuring that Club Board elections take place without pressure or influence. Therefore, coordinators are prohibited from engaging in behavior that may interfere in the election process. Regardless of private opinions, coordinators may not openly support or oppose a running candidate, promote one candidate over another, or behave in any way that could sway members’ votes or change an election’s outcome. ​
​Attach Document for signature here.​

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. Individual 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 may be asked to play.   
  • Per HOA/Club guidelines, only club members can play in club events.  Guests cannot be included. 
  • In order to accommodate as many players as possible, the number of registrants for each rotation will reflect the full use of symbols on round robin charts.  Using the symbols on the charts means that more players can participate in rotations but no one player will need to sit out more than one game.  
  • If waitlisted individuals show up to play, they 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 registration is cut off 12 hours prior to the event, and cancellations will be cut off at 12 hours prior to 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 are not displaying good sportsmanship will be asked to leave the rotation.  
Finding a substitute coordinator:  
  • ​There will be times when both you and your partner are not available to coordinate your event. In these instances, the list of coordinators for all events is provided.  Your fellow coordinators should be your first option for finding someone to fill in for you.   Check CourtReserve for their contact information.
Rotation play 
  • Coordinators should be available to check-in players at least 30 minutes before the event. 
  • Check-in closes 5 minutes prior to the event.  Players arriving after the 5-minute close should expect to be a 'symbol' on the charts or may have lost their place in the rotation. 
  • Rotations should start with a brief warm-up period. 
  • Games should be timed - 11 or 12 minutes.  
  • Players should be encouraged to hydrate and move to their next court in a timely manner.  
  • Rotation formats allowed are: 
    • Round Robin charts published on this website.  Click here. If you discover an error, email [email protected] and report the mistake.  
    • Cards can be used if a particular Round Robin chart is not available. 
Using CourtReserve: 
  • Coordinators can use CourtReserve  to communicate with players regarding a specific event.  
  • Coordinators can export and print their rotation roster in CourtReserve. Click here for instructions.  
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Questions?  email [email protected].
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 [email protected].  Click here to access the form.

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