Preparing for Play Day
On the Thursday or Friday PRIOR to a given play day, reach out to Kim Mathers (firstname.lastname@example.org) to obtain the list of people that have signed up for the play day. Once you receive the information, send an email out through Peggy White (email@example.com) reminding the ladies to sign up for the play day. It is helpful if you include the list of who has already signed up (you can also include those who have said ‘no’ and/or have not responded). Encourage them to use the link they received from Kim to sign-up or the confirmation email to change their response. If someone reaches out to you via email and wants to be added in or to change their response, please let Kim know.
If you are made aware of a match being played, let Kim know (she will do the same). All Shaver-Walls participants will be put in the back of the pairings. Our preference is to put matches together in the same foursome where possible so that the same game will be played by all. If someone requests to have a non-match play person play with them, it is up to you to decide. If you agree to the request, let Kim know before she does the pairings. Be aware that it will generally mean you and/or your hostesses will have to stay later to determine winners for the play day.
You will need to let Kim know your preference for the tee time/beginning hole for each of your hostesses. Have at least one of the hostesses go out with the first tee time and at least one go out on the first hole (1A) with the shotgun. If there are more than 2 the others can go in between those two.
On Wednesday, you will receive a copy of the pairings, the handicaps for each of the ladies playing and an alphabetized list of the players with their starting holes. Please review the pairings. If there are major adjustments that need to be made, please let Kim know as soon as possible. If someone cancels after the pairings have been sent, you will need to make the adjustments on the sheets.
Email the 12 ladies that have been assigned to the 3 early tee times as early as you possibly can once you receive the pairings Wednesday (this MUST be done before 6pm). You only need to send out 3 emails (one for each of the tee times). Send the emails TO yourself and blind copy (bcc) the 4 ladies on their specific tee time. Because these are going out so late, you may want to ask them to respond to you by a certain time when they receive the email and plan to follow up with a phone call if you have not received anything from them by that time.
Please print out at least 3 copies of the pairings, a copy of the handicaps and 2 copies of the alphabetized list to bring with you on Thursday morning.
If you are going to be out one of the play days and have one of your hostesses fulfilling the lead hostess duties, please let Kim know as soon as possible so she will be communicating with the correct person.