Tournament Director's Guide

This guide is intended to ease the burden and reduce the stress that a Tournament Director (TD) will typically encounter.  These guidelines apply to tournaments sanctioned by the BCDSS but they can be adapted to any tournament.  If you have any questions or if something is not covered in this guide, please contact the Duck Golf Series Coordinator.

Contents

  1. Items required
  2. Description of roles and responsibilities
  3. Tournament preparation timetable
  4. Tournament day activities
  5. Dealing with financial irregularities
  6. BCDSS/DGB Sponsorship

Items Required

  1. Temporary baskets (optional)
  2. Tee pad markers
  3. Out-of-bounds markers (e.g. flagging tape)
  4. A float of $250 for giving out change
  5. Envelopes for payouts
  6. Sign up forms (Duck Golf signup forms)
  7. Payout tables
  8. Golf pencils (optional)
  9. Tent, table, chairs (optional)
  10. Scorecards
  11. Prizes
  12. Light source (in case daylight runs out)
  13. Pencils/pens, notepad, calculator

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Roles and Responsibilities

Tournament Director Responsibilities* DGB Responsibilities
  • Promotion and advertising
  • Course design
  • Tournament format
  • Sponsorship and merchandising
  • Temporary baskets
  • Tents, tables, chairs, etc
  • Park permit
  • Washrooms
  • Float
  • To understand the payout schedules
  • Envelopes, pencils, and other misc items.
  • Know and Enforce the Code of Conduct
  • Ensure that the TD is sufficiently prepared
  • Be a resource person for the TD – answer questions, provide guidance.
  • Provide on-line access to signup forms, payout table, and scorecard templates (applies to Duck Golf Series only)
  • Provide scoreboard if required
  • Collect the scorecards and signup sheets after the tournament
 

* Even though many of the above tasks may be delegated to others, the TD is ultimately responsible for each of them

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Tournament Preparation Timetable

# Of Days Before Tournament Action
(click on the item for more details)
Time Required (hours)
60 Advertise 5
60 Approach sponsors to provide prizes 10
60 Obtain permit for the park 2
14 Design the course 3
14 Decide on the tournament format 1
14 If necessary, arrange to have temporary targets brought to the course. 1
14 Print scorecards, payout schedule, and signup sheets. 1
7 Arrange for the scoreboard, tent, table, and chairs to be brought to the course. 1
7 Get volunteers to help run the tournament 2
1 Get a $250 float for giving out change 1

Advertising

Sponsors

Park Permit

Course Design Considerations

Tournament Format Considerations

Course Equipment

Volunteers

Scorecards, Payout Tables, Signup Sheets

Float

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Tournament Day Activities

Tournament Setup

  1. Arrive at the course at least 2 hours before the players’ meeting

  2. Have the course and "tournament central" up at least an hour before the players’ meeting

  3. Have a copy of the park permit with you

Registration Procedure

  1. Have a safe place to put money.  Never leave money or merchandise out of your sight.
  2. Two tables are recommended for registration.  They should be located about 20 ft apart to avoid congestion
  3. The first table is where players pick up tournament programs, course maps, etc and sign their ID card that will be used for the scoreboard
  4. The player then proceeds to the second table and enters the tournament by submitting the signed ID card and paying the entry fee and non-member fee, if applicable.
  5. The player receives a scorecard that must be turned in after the round
  6. One of the registration volunteers enters that player's name on the appropriate signup sheet and places the cash in the designated safe location.

Grouping / Running the Scoreboard

Players' Meeting

Calculating Payouts

Awards Ceremony

Course Tear Down

Complete Tournament Paperwork

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Dealing with Financial Irregularities

Player Overpayments

If an overpayment is discovered onsite you should appeal to the player to return the overpayment.  The player should be offered an explanation and given an apology. 

If the overpayment is discovered offsite then no attempt to recover the money will be made.  The shortage will be covered by any cash surpluses, if available, or by the series fee.

Post Event Cash Surpluses

If all the money was awarded properly, the only money left at the end of the day should be the amount of the float.  Due to human error it is common to have a surplus and often the result is that a competitor was short changed.  The procedure you must follow to ensure fairness and accountability in the series is as follows:

  1. Report the surplus to the Series Coordinator by giving him the surplus in a labeled envelope.
  2. The Series Coordinator will hold the surplus for seven days following the event.  In that time he will conduct an audit of the event to find the error.  Within that seven days the shortchanged player will usually call or the Series Coordinator will discover the error and will pay the money.

BCDSS/DGB Sponsorship

In an efforts to add value to tournaments, TD's frequently must take on added financial and liability risks, both as an event sponsor and through purchasing materials for the event and players packages. The DGB has developed three programs designed to reduce the risks TD's take when they decide to put on an event. To take advantage of these programs, please contact the Tournament Director, or any DGB Officer.

Title Sponsorship (PDGA)

PDGA tournaments are generally more formal than many local tournaments and require a greater inverstment in time and resources to run. To support the added level of competition and professionalization offered by these tournaments, the DGB may support PDGA tournaments with cash sponsorships as follows. All DGB sponsored tournaments must require players to be current BCDSS members. Each sponsorship level also includes event insurance. To take advantage of this program, the DGB must also have the option to serve as the prize provider for all nonprofessional divisions (per PDGA regulations, nonprofessional divisions must be paid out in prizes).

Buy Back Program

TD's take some financial risks in purchasing player pack and payout items for their event (discs, shirts, bags, towels, mini's etc.). To help mitigate that risk, the DGB will buy back up to 25% of such purchases from the TD at cost, to a maximum of $250 per event. Items purchased through this program become the property of the DGB and may be used as prizes in future events, or for sport promotion, fundraising, or for other purposes as deemed appropriate by the DGB. TD's wishing to take advantage of this program must apply to the DGB before their event is held and will be approved on an individual basis. We encourage interested TD’s to apply to the DGB at least three months before their event.

Event Insurance

Most localities require event insurance in order to obtain a permit to use a course for a tournament. This insurance protects both the city and the TD in the event of a law suit stemming from the tournament. The BCDSS/DGB will provide $6 million of event insurance at no cost to the TD. To take advantage of this program, the TD must require all players to be current BCDSS members and contact the DGB prior to the event.

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