Duties of the Hostess

Preparing for Play Day


Approximately 3 weeks prior to your month as hostesses, the webmaster will send the lead hostess a link to the spreadsheet that captures the website sign-ups. Please make sure you can access the spreadsheet. If you have trouble, contact Donna Banks at banksd05@gmail.com for assistance.

Send an email to the league (plwhite1031@gmail.com) either on the Thursday or Friday before a specific play day reminding the ladies to sign up. If some have already signed up, list those

names, and remind them to let you know if their plans change. Encourage everyone to use the

website (www.hhlga.org) for sign-ups or to email you if they have issues with the website.

It is the responsibility of the hostess(es) to pair the groups for each play day for which they are in charge. Our shotgun start is at 8:00am (Apr, Sept, Oct) or 7:30am (May, Jun, Jul, Aug). Using the names from the sign-up sheet, pairings should be made randomly or by handicap, as the game of the day requires. The hostesses should go out in the first group.

Email a copy of the foursomes to Kevin Forte (kevin.forte@nashville.gov) and Andie Beatty (aabeatty@comcast.net) by late Tuesday afternoon or no later than Wednesday morning.

Email the foursomes to the league through Peggy White (plwhite1031@gmail.com). It is your choice on when to do this, but no later than Tuesday afternoon.

Notify the Pro Shop of any changes to the pairings as soon as possible. Do not wait until you get there on Thursday mornings.

Kim Mathers will email the lead hostess the Course Handicap sheet on Wednesday evening. Be sure to print the sheet and bring it on Thursday. If the lead hostess is unable to be at the play day, please have one of your other hostesses be responsible for printing the sheet. You should inform Kim (kimathers08@gmail.com) of the name of the hostess who should receive the handicaps if it is not the lead hostess.

Play Day Duties


Arrive early!! Hostesses should arrive 30-40 minutes prior to our shotgun start. The lead hostess should consult with the golf pro about any conditions that may affect play that day and what actions should be taken to deal with them.

Put out the sign-in sheet, the course handicap sheet, the sheet showing the foursomes, the

Game-of-the-Day sign, the boxes for collecting Chip-Ins and Closest-to-the-Pin money and the explanation of the day’s game on the table. All the forms needed for play day will be stored in locker #9 in the top drawer in a folder with the month on the outside.

Be sure the first group that will reach the designated hole takes the Closest-to-the-Pin markers with them. Designate one hole on the front nine (#3 or #6) and one on the back (#11 or #15) and write them on the markers; holes should rotate each week. Remind the last group to reach a designated hole to bring the marker in so the award can be made.

Make sure to lock the money up in the locker prior to going out to play.

Determine Play Day Winners


Review the players’ scorecards for completeness and accuracy as they are submitted. Provide assistance as needed in calculating game of the day and their adjusted gross scores. Verify that the scores on the play day sheet match the scores on the scorecard. Tournament committee members are available to assist any time.

Using the play day sheet, award 1st, 2nd and 3rd place or 1st for team events as specified by the Tournament Committee on the monthly winner sheet (goldenrod) in the folder.

Award prizes for Chip-ins. All the money collected is divided evenly among the winners for each Chip-In. Example: A player who gets three (3) chip-ins will get three (3) prizes. If there are no chip-ins to award, all the money goes into the HHLGA treasury. If the treasurer is not present, put the money in an envelope marked with the date, amount, chip-ins and put in the Chip-in collection box.

Award prizes for Closest to the Pin. One half of the money collected will be split between the winners and the remaining half will go to the HHLGA treasury. If the Treasurer is not present, put the money in an envelope marked with the date and amount and put in the locker in the Closest to the Pin Collection Box. If either or both holes do not have a winner, the money designated for that hole(s) should be given to the treasury.


Final Touches


Complete Play Day winner sheet and post on the bulletin board in the locker room. Place play day sheets and completed the goldenrod monthly winner sheet in the play day folder and place in the top drawer of the locker #9. The membership chair will gather this information. Put collected scorecards in the gray box in the locker room.

Send the name of the game of the day winner(s) and closest-to-the-pin winner(s) to harpethhillsladiesgolf@gmail.com so we can recognize them on the website. Also, please send an email to the league (plwhite1031@gmail.com) with the winners and their scores.