Duties of the Hostess

Preparing for Play Day


On the Thursday or Friday PRIOR to a given play day, reach out to Andie Beatty (aabeatty@comcast.net) to obtain the list of people who have signed up for the play day.  Once you receive the information, send an email out through Peggy White (plwhite1031@gmail.com) reminding the ladies to sign up for the play day.  Please include those who have already signed up, as well as those who have responded with a "no".  Encourage them to use the link they received from Andie to sign-up or the confirmation email to change their response.  If someone reaches out to you via email/text and want to be added on or to change their response,  please let Andie know.


If you’re made aware of a match being played, let Andie 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, but only if there are an uneven number of matches being played.  If you agree to the request, let Andie 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 Andie 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 adjustments that need to be made, please let Andie know as soon as possible.  If someone cancels after the pairings have been sent, you will need to make the adjustments on the sheets. Once you have reviewed the pairings, it will be your responsibility to send the pairings to Peggy White (plwhite1031@gmail.com) and she will send them out to the entire league.  


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 Andie know as soon as possible so she will be communicating with the correct person.


Play Day Duties


Arrive early!! All hostesses should arrive at least 30 minutes prior to our first tee time and the lead hostess should be there sooner, about 45 minutes prior.  The Clubhouse may not be opened, but it will allow you to get your clubs on a cart and otherwise be ready to golf. 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 (Cart path only, bunker conditions, lift, clean and place, etc.).


Put out the sign-in sheet, the course handicap sheet, the pairing sheet, 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 forms needed for play day will be stored in locker #9 in the top drawer in a folder with the month on the outside.

While everyone will have received an email with their starting hole, it’ll be helpful to have someone outside guiding ladies to the right cart, using the alphabetized list you printed.  They may also want to take one copy of the pairings should someone ask who else is in their foursome. There is a clipboard in the locker that they may use to hold their papers.


Tape one copy of the pairings on the door/window of the clubhouse.


Be sure the first group that will reach a 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.  It is also helpful if the group bringing in the last CTTP markers can text the respective winners to one of the hostesses.


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


Determine Play Day Winners


Set out the Birdie Book.


Review the players’ scorecards for completeness and accuracy as they are submitted. Provide assistance, as needed, in calculating game of the day and adjusted gross scores. Verify that the scores on the play day sheet match the scores on the scorecard.  Please note that for regular play days, we are requiring the ladies to pick up once they reach Double Par.  We are hoping this will speed up play given the membership numbers we currently have.  Tournament committee members are available to assist at 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 (green) in the folder.  Please confirm that they are eligible to win that day (have posted 90% of their scores – you will receive a list of those NOT eligible from Andie on Wednesday with the pairing information).  


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 HHLGL 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 HHLGL 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 the sign-in sheets and the completed green 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 or give to Andie Beatty if she is there to collect.


Please take a photo of the Sign-in Sheets (they can overlap, just make sure the “Name” and “Here” columns show for all pages).  Please send via text or email to Vicky Shofner (vrshofner1@gmail.com), (615) 330-5562, Andie Beatty(aabeatty@comcast.net), and Teresa Baese (Tbaese@comcast.net) (615) 554-9041.‬‬


Send a photo of the Play Day Winner sheet to harpethhillsladiesgolf@gmail.com so we can recognize them on the website. Also, send an email to the league (plwhite1031@gmail.com) with the winners.  It is your call on whether to include scores in the email.