Tournament Outing Guide - Red Tail Golf ClubRed Tail Golf Club – 15 Bulge Road – Devens, MA – 01434 – (978) 772-3273 – Starting Your Event: An RTGC staff member will give

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

TournamentOutingGuide&Contract

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

TableofContents

RedTailGolfClubispleasedthatyouhavechosentohostyourgolfeventatourfacility.Thisguideisdesignedforyoutohavetheorganizationaltoolsyouwillrequiretosuccessfullymanageandexecuteyourgolfouting.

TableofContents:

1. StepstoaSuccessfulGolfOuting2. WhattoExpectontheDayofYourGolfEvent3. CommonlyUsedOutingTournamentFormatsandPrizeOptions4. FoodandBeverage5. ProfessionalServices6. PoliciesandProcedures7. OutingContract

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

1.StepstoaSuccessfulGolfOuting

Thechartbelowwillassistyouwiththeplanningandimplementationofyourgolfeventfromstarttofinish.

Task TimeframeSelectandconfirmadatebysubmittingtheoutingcontractandyouroutingdeposit

Upto1yearinadvance

Solicitsponsors,donations,VIPs,andspecialinvitees 6–8monthsinadvancePrepareinvitationsandmarketingmaterials 6–8monthsinadvanceSecureHole-in-Oneinsuranceandprizes 6–8monthsinadvanceOrderanyspecialmerchandiserequiringlogos 3monthsinadvanceRecruitvolunteersandanymediarequired 2monthsinadvanceOrganizeyoursponsorsignsandconsultaprinterforproductionanddelivery

1–2monthsinadvance

Ascertainguestlistprogress 1monthinadvanceConfirmbanquetmenuandrequirementswithRTGC 2–3weeksinadvanceConfirmyourfinalsponsorandvolunteerlist 2–3weeksinadvanceCollectandorganizeyourdonationsandprizes 2–3weeksinadvanceFinalcountforgolfandbanquettoRTGC 2weeksinadvanceContestandGolfShopallocationlisttoRTGC 3daysinadvanceDeliversponsorandteesignstoRTGC 1–2daysinadvanceFinalgolferlisttoRTGC 2daysinadvanceEventpaymentdue DayofyoureventPreeventset-upandregistration DayofyoureventEnjoyyoureventandtheresultofyourhardwork DayofyoureventBookyoureventfornextyear DayofyoureventEvaluateyoureventfornextyear 1–2weeksaftertheevent

ThestaffatRedTailGolfClubisalwaysavailabletoyouasaresource.Pleasedonothesitatetocalloremailusshouldyouhavequestionsorconcernsregardinganyoftheaboveitemsonthechecklist.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

2.WhattoExpectontheDayofYourGolfEvent

CoordinatorsandVolunteers:YourcoordinatorsandvolunteersshouldplantoarriveatRedTailGolfClub2hourspriortothescheduledstartofyourevent.Thiswillgiveyouampletimetoorganizeyourregistrationareaandprepareanyteegiftsfordistributionwhenyourguestsarrive.

Guests:Participantsshouldbenotifiedthatregistrationends15minutespriortothestartoftheevent.Thiswillallowtimeenoughforallparticipantstoregisterandsettleintheircartbeforetheeventstarts.

GuestArrival:Uponarrival,guestswillbegreetedattheentranceandinformedoftheirstartinghole.Astaffmemberwillcollectyourguest’sclubsfromtheircaratthebagdropareaandloadtheirclubsontotheirassignedcart.Guestswillthenbedirectedtotheregistrationarea.Forguestsarrivingafterthestartoftheevent,astaffmemberwilldrivethemouttotheirgrouponthecourse.

Registration:RedTailGolfClubwillprovidetwo8-foottablesforregistrationofyourguestsanddistributionofteegiftsandhand-outs.Registrationistypicallydoneinthefrontoftheclubhouse.However,ifyouprefertohaveyourregistrationareasetuponthebackdeckoverlookingthegolfcourse,wecanarrangethatforyou.

TeeSignsandSponsorSigns:RedTailGolfClubwillplaceallteesigns,hole-in-onesigns,andsponsorsignsforyoureventonthegolfcourse,providedwehavetheminourpossessionaminimumof3hourspriortothestartofyourgolfevent.Weaskthatyouhaveyouron-coursesignagedeliveredtoRTGC1–2dayspriortoyoureventdate,ifpossible.Afteryourevent,yoursignswillbecollectedandreadyforcollectiononthedayfollowingyourevent.

GolfCartStaging:Allgolfcartswillbeoutfittedwithscorecard,pencil,andcartplacardthatincludestheeventname,playernames,starttime,andstartinghole.Forshotgunstarts,allcartswillbearrangedinrowsandgroupedaccordingtotheirstartingpositiononthegolfcourse.Forsafetyconsiderationsandorganizationalreasons,wewillhandoutcartkeysjustpriortothestartoftheeventasthefinalgreetingandeventinstructionsarebeingdelivered.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

StartingYourEvent:AnRTGCstaffmemberwillgiveyourgroupawarmwelcomeandgoovertheoutingformat,rulesofplay,andotherinstructionsfortheday.RedTailGolfClubstaffwillthenescortyourguestsouttotheirrespectivestartingholesforthecommencementofplay.

ContestSigns:RedTailGolfClubwillprovideallrequiredcontestsignsforyourevent.RTGCwillplacethemoutonthegolfcourseandretrievethemattheendofyourevent.Forteetimeevents,wewillplacecontestsignswithyourfirstgroupandremindthelastgrouptoremembertocollectthemastheypassthroughthecontestholes.

Scoreboard:RedTailGolfClubstaffwillhaveascoreboardsetupandwillpostscoresasplayerscompletetheirrounds.

BanquetService:TheFood&Beveragestaffwillmonitorthepaceofplayduringyoureventsothatfoodservicewillbeginwithinareasonabletimeframeafterplayershavefinishedandturnedintheirscorecards.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

3.CommonlyUsedOutingTournamentFormatsandPrizeOptions

FormatofPlay

Scramble:Thisformatisthemostpopularandthemostcommonlyusedformatforgolfoutingsasitallowsplayersofallabilitiestocompeteandcontributetotheteamscore.Everyoneinthegroupteesoffandthenthebestshotofthegroupischosen.Allplayersthenplayfromthespotofthebestdriveforthesecondshot.Thisselectionandplayprocesscontinuesuntiltheballisholedout.

BestBall:ThisformatisgenerallychosenwheneachplayerhasaUSGAhandicap.Playersplaytheirownballforeachhole,andthebestscoreisusedastheteamscore.Variationsofthisformatincludeoneballpergrouportwoballspergroupperhole.

CommonStarting-HoleArrangements

ShotgunStart:Allgroupsbeginplayatthesametimefromeachholeonthegolfcourse.Thisstartingarrangementaccommodatesgroupsof100–144players.Fortheselargegroupswilloftenhave2groupsonsomeholes,soan“A”anda“B”groupwillbeassignedtotheseholes.Dependingonthegroupsize,RTGCmayadjustthestartingholestoensureabetterpaceofplay(ex.Onlyonegroupstartingontheholesfollowingapar3).

ModifiedShotgunStart:Allgroupsbeginplayatthesametimefromselectedholesonthegolfcourse.Thisstartingarrangementaccommodatesgroupsof24–99players.Fortheselargegroupswilloftenhave2groupsonsomeholes,soan“A”anda“B”groupwillbeassignedtotheseholes.Dependingonthegroupsize,RTGCmayadjustthestartingholestoensureabetterpaceofplay(ex.Onlyonegroupstartingontheholesfollowingapar3).Modifiedshotgunstartsoftenareassignedhole#1andhole#18backthroughthecoursetofilloutthefield.

TeeTimeStarts:Eachgroupbeginsplayfromthe1stor10thteeinsuccession.Thisstartingarrangementworksbestforsmallergroupsofupto40players.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

SkillCompetitionMarkers

Competitionmarkersaredesignatedforsingle-holecompetitionsduringyourgolfevent.CompetitionsincludeClosesttothePinandLongestDriveandmaybeseparatedbymale/femalecompetitionsdependinguponthenumberandmixofgendersinthefield.ProximitymarkersareplacedonthecompetitionholesbymembersoftheRedTailGolfClubstaffpriortothestartofyourgolfevent(note:forsmallergroups,markersmaybeplacedinthefirstgroups’cart).

ClosesttothePinHoles:3,5,11,15(Holes3and11arerecommended)

LongDriveHoles:2,6,7,10,14,18(Holes7and14arerecommended)

Typically,eventplannersattempttohavemoreclosesttothepinconteststhanlongestdrivecontests.Closesttothepinconteststendtogiveeveryoneafairshotatwinning.Longestdriveconteststendtoundulygivetheadvantagetothemoreskilledandexperiencedplayers.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

4.FoodandBeverage

Thefoodandbeverageserviceselectioncanbeassimpleoraselaborateasyouwish.RedTailGolfClub’seventmenuhasselectionsthatwillsatisfyallofyourinvitees.Servicesavailableinclude:

• Continentalbreakfast• Breakfastsandwiches• On-coursegrill/BBQ• Lunchand/ordinnerbuffet• Boxedlunches• Cocktailsandappetizers

ThemostimportantfactorwithregardtotheFoodandBeverageaspectofyoureventisadvancedplanning.YourfinalfoodcountisduetoRedTailGolfClub7dayspriortoyourevent.Mealswillbeservedapproximately30minutesafterthecompletionofplay.Thisallowsplayerstounloadtheirequipment,posttheirscores,relax,andhaveabeveragebeforefoodservicebegins.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

5.ProfessionalServices

TeeSignsandSponsorSigns:RedTailGolfClubstaffwillplaceanyteesignsorsponsorsignsthatyouhaveforyoureventonthegolfcourse,providedthatRTGChasthesignsaminimumof3hourspriortothestartofyourevent(werequestthatyouhaveyoursignsdeliveredbythedaypriortoyoureventifpossible).Uponcompletionofyourevent,signswillbecollectedfromthecourseandheldforcollection.

SkillCompetitionMarkers:CompetitionmarkersareplacedonthecompetitionholesbymembersoftheRedTailGolfClubstaffpriortothestartofyourgolfevent(note:forsmallergroups,markersmaybeplacedinthefirstgroups’cart).Uponcompletionofplay,allmarkerswillbecollectedandbroughttothescoringarea.

CartPlacardsandScorecards:Priortoyourevent,RedTailGolfClubwillgeneratecartplacardswiththenamesofeachplayerandwillaffixtheplacardstothecartstodesignatewhichplayersareridinginwhichcarts.RedTailGolfClubwillalsogeneratecustomizedofficialscorecardsforeachgroupandwillplacetheseonthesteeringwheelofthecarts.

PracticeBalls:Practiceballswillbemadeavailableforyoureventonthepracticeareatoallowyourgueststowarmuppriortothestartofplay.Thepracticeareawillopen1hourpriortothestartofyourgolfevent.

RentalClubs:RedTailGolfClubshasalimitednumberofrentalclubsandtheseareavailableforguestsastheyareneeded.PleasenotifyRTGC3daysinadvancewhichofyourguestsrequirerentalclubs,sowemayhavethemreadywhenyourguestarrives.

ScoringandResults:RedTailGolfClubwillcreateascoreboardandwillscoreyourevent.Aresultssheetwillbegeneratedthatwillincludetheteamsthatplaceforprizesandallcontestwinners.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

6.PoliciesandProcedures

Reservations:Depositsarerequiredtoreservedatesandarenon-refundable.Alldepositsareappliedtothefinalinvoice.

• Groupswithfewerthan50playersrequirea$250depositandasignedcontracttoconfirmthedate

• Groupswith50–75playersrequirea$500depositandasignedcontracttoconfirmthedate

• Groupswithmorethan75playersrequirea$1000depositandasignedcontracttoconfirmthedate

FinalPlayerCountandGolfList:RedTailGolfClubmustfullyutilizethegolfcourseeachday.Inordertoaccuratelyscheduleyourevent,RTGCrequiresthatyourfinalguestcountbesubmitted7dayspriortoyourevent.Thefinalguestlistshouldbesubmitted2dayspriortoyoureventandshouldbeingroupformat.

Example:

Group#1:RickieFowler,JordanSpieth,JasonDay,AdamScott

Group#2:JackNicklaus,ArnoldPalmer,LeeTrevino,TomWatson

Group#3:LeoDiegel,GeneSarazen,HarryVardon,WalterHagen

Theguestlistisoneofthemostimportantresponsibilitiesoftheeventcoordinator.Theguestlististhedatasourceforgeneratingyouralphabetizedcheck-inlist,cartplacards,scorecards,andscoreboard.

ChangestoFinalCount:GolfcourseutilizationistantamounttoRedTailGolfClub’ssuccessasabusiness.Itisforthisreasonthatweareunabletodropyourgolfercountoncethefinalplayercounthasbeensubmitted.Wewillmakeeveryefforttoaccommodatechangestoyourcountastheeventdayapproaches.Inmostcases,wewillbeabletoaccommodateadditionalplayerswhosignupafterthefinalcounthasbeensubmitted.

Payment:Finalpaymentisdueonthedayofyourevent.Depositswillbeappliedtoyoureventinvoiceonthedayofyourevent.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

DonatedFood/AlcoholGoods:RedTailGolfClubdoesnotpermitcustomerstobringfood,beverages,oralcoholtotheclub.Thispolicyisapplicableevenifthefoodoralcoholhasbeendonated.Massachusetts’sAlcoholandBeverageCommissionlawsdonotallowforoutsidefoodandalcoholvendorsattheclubasitviolatesourlicensing.

BeverageCartService:RedTailGolfClubhasdedicatedbeverageserviceonthecourse.ThesebeveragecartsarestationaryandarelocatedonHole#5teeandHole#13green.

InclementWeatherPolicy:Ifthegolfcourseisofficiallyclosed,theoutingmayberescheduled.Exceptinthecaseofwidespreadextremelyinclementweather,yourguestsshouldbeaskedtocometothegolfcourse.Priortothestartofplay,ourgolfcoursesuperintendentwilldeterminetheplayabilityofthegolfcourse.Ifthegolfcourseisdeemedtobeplayable,youreventwillbeplayed.Itisdifficulttorescheduleagolfeventifthereisfoodserviceinvolved.Foodwillhavebeenordered,delivered,andbeinthepreparationphasebeforeyourguestsarriveattheclub.Wewillmakeeveryefforttoreachafairdeterminationofhowtoproceedshouldweatheraffectyourevent.PleasenotethatthecourseatRedTailGolfClubhassuperbdrainageandisoftenplayablewhenothercoursesinthearea/regionarenot.

DressCode:Properdressisrequiredatalltimeseverywhereonthegolfcourse(includingthepracticerangeandtheputtinggreen).Nojeansorequivalentareallowed.Shortsshouldbeanappropriatelength(toknees),andcollaredshirtsarerequiredformen(notanktops,teeshirts,orsportsjerseys).Onlyspikelessgolfshoesorsneakersareallowedonthegolfcourseandpracticeareas.

PaceofPlay:Aroundofgolfshouldnottakemorethan4hoursand30minutestocomplete.However,eventssometimeshavesuchalargenumberofplayersthatpaceofplaycanbecompromised.RedTailGolfClubwillhaveplaycoordinatorsroamingthegolfcoursetoassisttheplayersinyoureventwiththepaceofplay.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

7.RedTailGolfClubOutingContract

TheundersignedinconsiderationofRedTailGolfClub(hereinafterreferredtoasRTGC),rentingtousaportionoftheirfacilitiesandgroundsforthepurposeandnumberofguestsasoutlinedhereinafteragreetothetermssetforthbelow:

NameofOuting:

ContactName: Phone:

Fax:OutingDate:

GuaranteednumberofGuests:Golf:Meals:

Format:

PricePerPerson: TotalPrice:

DepositAmount: DateRec’d:

20–49Players due$250

50–74Players due$500

75+Players due$1000

I. CANCELLATION POLICY: In the event we cancel the outing, a. We will lose our full deposit if we cancel thirty (30) days prior to the day of the outing.

b. We will owe RTGC 100% of the total guaranteed golf and food commitments as stated in this agreement if we cancel less than one week to the day of the outing.

c. We are liable for payment of all items ordered or reserved by RTGC.

II. In the event that the course is deemed unplayable by Golf Course Superintendent, RTGC reserves the right to postpone the outing and reschedule it at a mutually convenient time.

III. In planning your outing, we will arrange the menu with RTGC at least two weeks in

advance of the outing date.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

IV. We will furnish RTGC with a final guaranteed count and the completed paperwork

for the golf shop at least one week prior to the outing date. Increases that require additional tee times are subject to availability. We are responsible to pay RTGC for the said guaranteed count.

V. We must pay by check (payable to Red Tail Golf Club) or by credit card. The balance due after deposit is required on the day of the event. Red Tail Golf Club will not bill you at a later time.

VI. RTGC reserves the right to cancel outings at any time where the rules are not being

observed or when the outing is not of a nature acceptable to RTGC. RTGC is not liable for the failure to complete this contract due to strikes, accidents or other causes beyond its control.

VII. All food and beverages must be purchased from RTGC and outing patrons are not permitted to bring their own beverages. In accordance with Massachusetts State Law and RTGC’s alcohol awareness policy, no alcohol may be purchased or served to anyone under the age of twenty-one (21). RTGC practices responsible serving practices and will refuse service to any guest deemed to be intoxicated. Alcoholic beverages are only allowed in designated areas and may not be removed from the premises.

VIII. We assume all responsibility for any and all physical damage to the facility and/or

equipment and for any personal injury to guest and employees of RTGC caused by our acts, conduct, or omissions or the acts, conduct or omissions of our guests.

IX. We agree that, if we breach this agreement and/or fail to pay any money due under

the terms of this agreement, we will pay RTGC all reasonable attorney’s fees and court costs incurred by them to enforce any of the terms of this agreement.

X. We acknowledge that RTGC is not responsible for the items left on premises from

outings.

XI. Decorations in the function and meeting rooms must be approved by the General Manager, and outdoor signage must be approved by the Golf Course Superintendent. It is our responsibility to provide the signage to RTGC three (2) days prior to the outing.

RedTailGolfClub–15BulgeRoad–Devens,MA–01434–(978)772-3273–www.redtailgolf.net

WITNESSourSignaturethis_________dayof_____________,20__________

SIGNATURECONTRACTEE________________________________________

Address:__________________________________________________________

Phonework:________________________Fax:___________________________

SIGNATURECONTRACTOR__________________________TITLE________

PleaseMakeCheckPayableto:RedTailGolfClub

RedTailGolfClub

POBox2082

15BulgeRoad,

Devens,MA01434

Phone:978-772-3273ext.9