Question 1

How can I become an Event Leader?

Accepted Answer

Our club needs volunteers to lead events.  We encourage you to talk to our VP of Operations about helping out the club with this important role. We also provide additional information for Event Leaders on our website.

The Event Leader enjoys one round of free golf for the event they lead as our thanks for leading the event.

Question 2

How do I Sign Up to be an Event Leader?

Accepted Answer

If you see an event that you would like to lead, the first step is to contact us at villagesgolfclubinfo.com to let us know.  We will respond to let you know if the spot is available.  If so, the next step is for the Event Leader to  sign up for the event online to ensure there is a spot available for them. Please note that the club provides complimentary golf for the event to the Event Leader (1 person) only.

Question 3

Is it true that I will Receive Complimentary Golf if I Lead an Event?

Accepted Answer

The Event Leader (one person) will be given complimentary golf for events played outside The Villages.  If an Event Leader pays for golf on the website or at the course, they will be reimbursed afterward by the VGC Treasurer.

Question 4

Do you have any documents for Event Leaders to follow?

Accepted Answer

VGC has sample documents, in pdf or docx format, available on our website under the heading, Event Leader Info. This same information can be printed out for your convenience. (See the document entitled VGC Leader Information Summary).

Basically, the leader:
-Receives the list of players from the Webmaster about a week before the event
-Puts together the foursomes
-Decides the game to be played and CTP holes
-Sends an email to the players prior to the event to let them know the groupings, games and other information (See the sample document entitled Event Information for Email and Day of Play)
-Arrives at the course in advance of the first tee time to greet the players at the event, answer questions and assist as players begin play
-Joins players after golf for dining/socializing at the location chosen by the VP of Operations
-Works with the Handicap Administrator and VP of Operations to decide the event winners and prizes
-Communicates the winner information to the Webmaster for posting
-Submits the expense form to the Treasurer for reimbursement (See document entitled VGC Event Leader Expense Report).

Question 5

Who pays the Greens Fees at the course?

Accepted Answer

Once everyone has checked in, Event Leaders must use a personal credit card or cash to cover the expenses. You will pay only the agreed green fees for the number of players playing in the event minus the comps (if any) determined by the number of golfers that day.   The VP of Operations can confirm the agreed prices negotiated with the course prior to the event. This price  per person will be less than the price paid online for the event. After the event, the Event Leader completes and submits the VGC Event Leader Expense Report to the Treasurer to receive reimbursement. (Refer to the webpage entitled Event Leader Info for the form and other helpful information)

Question 6

As the Event Leader, how do I score the event?

Accepted Answer

The scoring will depend first on the game the event leader has chosen.  Below are the general rules for scoring according to our current VGC by-laws.  The Handicap Administrator will assist the event leader with any questions about scoring and/or distribution of prize money.

Score Cards
When scoring games at an event, each cart should maintain a scorecard recording gross scores for each golfer and the tee box each player played. Scorekeepers on each team should check with each other periodically throughout the round (e.g., at least every 3 holes) so that the final scoring and collaboration for the group will take a minimum of time once the round is finished.

Both scorers in a team must have the same numbers. If one scorer is unsure of a person's score, they should consult with the other scorer at the next tee box rather than beside the green for speed of play purposes. The maximum score is Double Par regardless of whether the actual score is higher for both individual scoring and team scoring (I.e., you cannot be disqualified for picking up on a single hole). 
1.	Double Par on a Par 5 is 10.
2.	Double Par on a Par 4 is 8.
3.	Double Par on a Par 3 is 6.
If a player picks up their ball upon reaching double par, the scorer should record the number with an “X” beside it on the scorecard to indicate that the player picked up before finishing out the hole.

Slashes, dashes, and other unintelligible markings on the official scorecard should be avoided and must be reviewed with the Handicap Administrator when the scorecard is turned in.  Failure to do so may invalidate that team in the game.

Event Scoring
Event Scoring will be completed by the Handicap Administrator and Event Leader as follows:
•	Prior to the event, based on the groupings identified by the Event Leader, the Handicap Administrator will draw the “blind draws” for teams who do not have 4 players.
•	All event participants will turn in their scorecards to the Handicap Administrator at the conclusion of the event. If the Handicap Administrator is not in attendance, scorecards are to be turned into the Event Leader who will pass them on to the Handicap Administrator within two (2) days of the event. Participants needing a copy of their scorecard to report their GHIN handicap, should take a photo. 
•	Two (2) score cards must be turned in for each team.  Failure to turn in two cards will result in that team being ineligible for prizes.

Source: Article XI of VGC By-Laws, Effective 1 April 2023.