YORK CROQUET CLUB – TOURNAMENT MANAGEMENT
This document sets out a sequential checklist for the management of tournaments at York Croquet Club. Further guidance on the management of tournaments is available on the Croquetwest website as follows: Croquetwest Governance Croquetwest Guidelines (Match)
1. Advertise the tournament
- At least 6 weeks before.
- Use York Croquet Club template and standardised format for advertisement.
- Email advertisement to Events Secretary (entries@croquetwest.org.au).
- Advertise to club members first.
2. Receive entries
- Acknowledge entries received.
3. Decide format
- Usually a round robin of 6 or 8 entries.
- A special draw is needed for the Over 65s as each player has a different partner each round.
4. Prepare the draw
- After the entry closing date but as long before the tournament as possible.
- Use 4, 6 or 8 player spreadsheets for round robin.
- Send out to participants along with relevant information re payment options.
5. Coordinate with key other club officers
- Treasurer re payments received and, therefore, still outstanding at start of tournament.
- Catering manager.
- Green keeper.
6. Enter tournament into Croquet Scores
- Not necessary for Over 65’s
- Croquet Scores may be accessed using the Croquetwest login.
7. Set the hoops
- May need to be moved – as per the Hoop Setting Procedure in the York Croquet Club key documents folder.
- Set hoop width appropriate to the level of the tournament – 3 11/16” for Open, Div. 1 and A Grade tournaments; 3 12/16” for all others.
8. Ensure all necessary paperwork is in place
- Handicap change report. Click her for AC (AC)
- Spare handicap cards (Click here for GC GC ) (Click here for AC AC) (Click her for Ricochet. Ricochet)
- Entries register
- Spare copies of the draw
- Certificates
- Copies of schedule for index point changes (for GC tournaments)
9. Make up whiteboard to display scores as games finish.
10. Manage cash receipts and payments
- Before the tournament begins, arrange with Treasurer for prize money to be provided.
- Before the tournament begins, ask Treasurer for tournament payments received by EFT and record in entries register.
- As players arrive, obtain cash payments from those who have not paid by EFT and record in entries register.
- Place entry moneys received and the completed entry register in a plastic bag and place in the cash lock-box.
- Note that tournament moneys received are NOT to be used for any tournament related expenses (e.g. prize money).
- In the event of withdrawal of entrants who have already paid, notify the Treasurer so that reimbursement can be arranged.
11. Welcome participants
- Give a special welcome to 1st timers at the club.
- Announce format.
- Announce whether games are timed or not.
- Arrangements for referees.
- Reminder about payments.
- Reminder to keep accurate index point changes.
12. Start the tournament
- Direct who is playing where for the first game.
13. Enter results into Croquet Scores and onto whiteboard.
14. As final games are completed, remind players to complete final index points, handicap and, where required, index points change on the Handicap Change Report.
15. Conduct presentation at completion
- Make sure all contributors to tournament are acknowledged.
- Present awards to winner and runner up.
- N.B. If the Club President is available he/she should be invited to make the presentations.
16. Submit handicap change report to State handicapper and TM report to Events Secretary