AAWGA PlayDay Process

	A	B	C	D	E	F	G	H	I	J
1	AAWGA PlayDay									Last Updated: 03/21/2025
2	Location			<Hosting Club Name>
3	Date			<event date>
4	Host			<Host Name(s)>
5	Cost			<Event Cost>
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7	Timeline	Date	Status	VP	E-Admin	PlayDay HOST	CLUB REPS	MEMBERS	Action	Template
8	T - 6 weeks	#VALUE!		X					Create & share a PlayDay spreadsheet with the PlayDay Host
9					X				Create the PlayDay event in AAWGA's Golf Genius
10				X	X	X			VP and/or E-Admin to meet with the PlayDay Host to align process and timelines
11						X			Work with Pro/Club to understand cost (including cart fees and all taxes), down payment requirements, participant minimums, etc. Be sure to understand refund options if we don't hit minimums or weather cancels the event
12						X			See if Club Pro will donate a round of golf for 4 for our Raffle. If Pro agrees consider adding this to the flyer to further promote the event
13						X			Inform the Pro that you'd like him to utilize our AAWGA Golf Genius account as opposed to their own. Find out emails for the Pros that will be working in the AAWGA system and send to AAWGA Golf Genius rep so they can add them to this event
14					X	X			Send Pro's email to the E-Admin so they can make them a Manager on our AAWGA Golf Genius Account
15						X			Coordinate with Rep of previous event to get the Raffle Ticket, Money Bags and Raffle Signs for your event
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17	T - 5 Weeks	#VALUE!				X			Create the PlayDay Flyer and distribute to the AAWGA VP and E-Admin Make sure Flyer is clear about Cancellation Policy as well as availability of Food & Practice Rounds
18					X				Update Golf Genius Round to include information from the Flyer
19					X				Add Club Pro as a Manager to the AAWGA GG League
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21	T - 4 weeks	#VALUE!		X					Send PlayDay Flyer to all the Club Reps and the AAWGA Exec Board Participants need to provide Name and GHIN to register
22							X		Distribute PlayDay Flyer to all your members within 48 hours of receiving it Registration requires Name and GHIN
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24	T - 3 Weeks	#VALUE!		X					Distribute event reminder email via Golf Genius to all AAWGA Members
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26	T - 2 weeks	4/1						X	Last Day to Register for the PlayDay
27							X		Email the your PlayDay Roster to the PlayDay Host (Name and GHIN), E-Admin & Treasurer
28							X		Mail your Club's entry fees to Treasurer - Kathleen West, 102 Verrena Way, Georgetown, Tx 78628
29						X			Email PlayDay Roster to E-Admin to import into Golf Genius
30						X			Get 2-3 ladies from your club to work the registration table
31						X			Send Club Pro the AAWGA Hardcard Rules sheet so they can add their own local rules to it	CLICK HERE to make a copy of the AAWGA Hardcard
32						X			Confirm with Pro that they can enter the scorecards into AAWGA Golf Genius (i.e. no live scoring) by COB the day of the event. Let VP & E-Admin know if they are not willing to enter them
33						X			Check with VP if a Sponsor will be speaking at your event
34						X			Work with Pro to understand logistics for getting golfs bags to the carts
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36	T - 1 week	#VALUE!						X	Last Day to cancel for a refund. NOTE: some is Club dependent as some Clubs require a 10 day notice
37					X				Import the PlayDay Roster into the AAWGA Golf Genius system as well as the PlayDay Template
38					X				Work with AAWGA Treasurer to determine # of Flights and confirm monies available for payouts of total number of flights, and any other awards like CTP or Long Drive. Let E-Admin know the # of Flights
39					X				Create the Flights in AAWGA Golf Genius
40					X				Once Flights are created in GG let the Host & Pro know that GG is ready for them to do the Pairings & Tee Sheet.
41		Done				X			Coordinate with the Host of the next PlayDay to ensure handoff of the Raffle Tickets, Raffle Signs & Money Bags
42						X			Ensure you have $150 of change (e.g. $1 bills & $5 bills) for the Raffle collection
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44	T - 3 Days	#VALUE!				X			Obtain the Pairing and Tee Sheet from the Pro. Review and make any advantage pairings within flights to pair as many people knowledgeable of the course with visiting members as possible.
45						X			Once finalized ask the Club Pro to distribute Pairings and Tee Sheet to the PlayDay Participants utilizing GG
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47	T - 1 Day	#VALUE!				X			Let Club Pro know about any last minute cancellations and they can be marked as No Show in GG. Request that Club Pro not print cart cards until last possible time frame for their staff to avoid misinformation
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49	Day of Event	<event date>				X			Have registration table set up and open by 7:30am. At the table have pairing roster, 50/50 raffle collection and Round of Golf Raffle collection
50						X			Have Club Pro review rules sheet and local rules with the participants. Also communicate that scores will be posted to GHIN by Golf Genius and scorecards must be turned in as there is no Live Scoring in Golf Genius
51		N/A				X			Host to announce sponsors in welcome speech and allow for 2 minutes if a Sponsor is schedule to speak at their event
52								X	Have a great round of golf
53						X			Give any Raffle earning to the Treasurer
54						X			Give Raffle Tickets, Money Bags and Signs to the Rep for the next month's event
55				X	X				Either Club Pro, E-Admin or VP enters the scorecards into Golf Genius
56
57	T + 1 Day	#VALUE!			X				Update the Consolidated ICC Report with results from this event
58					X				Distribute results via AAWGA Golf Genius to all AAWGA Members; Post the results on the AAWGA Member Portal
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