Competition Day Planning Guide for Community Golf Clubs

It's 7:15 on a Saturday morning and the first group in the monthly medal is due on the first tee at 7:30. The greenkeeper has set the pins but two of them are within three feet of the edge - too close for a competition. The tee markers on the 4th are still in the same position as yesterday's casual play. The competition noticeboard shows last month's draw. The card box is locked and nobody at the pro shop has the key. And the starter - the person who's supposed to be managing all of this - hasn't turned up.

Golf competition days look simple from the outside. People play golf. Someone collects the cards. Results get posted. In reality, a well-run competition requires course preparation, careful scheduling, clear rules administration, and at least half a dozen volunteers doing specific jobs at specific times. When those things happen, the competition runs smoothly and nobody notices. When they don't, the complaints appear on the notice board by Monday.

This is the operational planning guide. Tee sheet management, course setup, volunteer roles, weather protocols, and the midweek checklist.

The midweek timeline

Wednesday - confirm and communicate

Tee sheet: Build the tee sheet if entries are confirmed by this point. Interval between groups depends on the format and the course - 8 to 10 minutes for a stroke play medal, 10 to 12 for a Stableford if groups are three-balls. Factor in the expected pace and any known bottlenecks on the course.

Course preparation request: Brief the greenkeeper or course manager on pin positions for Saturday. In competition, pins should be in fair but challenging positions - not tucked in corners or within five feet of the edge. Tee markers should be set at the correct yardage for the competition tees.

Volunteer roles: Confirm the starter (first tee), card collector (18th green or clubhouse), and results processor. For larger competitions (club championship, open events), add a course marshal and a halfway house volunteer.

Communication to members: Post the draw on the noticeboard and send it electronically. Include the format, local rules, any temporary course conditions (GUR, preferred lies), and the closing time for results.

Thursday - the buffer

Weather check: Check the weekend forecast. If conditions look marginal, review your competition conditions document. Who has authority to cancel? What triggers a suspension? When is the decision communicated?

Card stock: Check that enough scorecards are printed and available. Competition cards often differ from casual cards - they need the stroke index, competition name, date, and space for marker and player signatures.

Friday - final checks

Course walk: If possible, walk or drive the course to check:

• Pin positions are correct and fair
• Tee markers are in the right positions and at the correct yardage
• Hazard posts and boundary markers are visible
• Any temporary obstructions (maintenance equipment, flooding) are marked appropriately

Card box and drop zone: Ensure the card box is in position, unlocked, and clearly signed. If your club uses a digital system, check that the kiosk or terminal is working.

Competition day timeline

60 minutes before first tee time

• Starter arrives and reviews the tee sheet
• Competition format and local rules displayed at the first tee
• Practice putting green ready
• Clubhouse or pro shop open for player check-in
• Card distribution system ready (physical or digital)

30 minutes before first tee time

• First groups arrive and check in
• Starter confirms each player's handicap index and playing handicap for the format
• Cards distributed with marker pairings
• Any late withdrawals managed - groups adjusted, tee times reshuffled if necessary

First tee time - competition begins

• Starter calls each group to the tee on time
• Starter checks that every player in the group has a card, knows the format, and understands local rules
• First group tees off. Subsequent groups follow at the scheduled intervals

During the round

• Course marshal (if appointed) monitors pace of play. Slow groups are spoken to politely but firmly - pace of play is the number one complaint at most golf clubs
• Halfway house operates (if applicable) - hot drinks, snacks, a toilet
• Starter continues managing late groups, filling gaps, and adjusting for no-shows

Post-round

• Cards returned to the card box or entered digitally
• Results processor collects and checks cards: signatures present, scores correctly totalled, marker details complete
• Incomplete or unsigned cards managed according to the Rules of Golf and your club's competition conditions
• Results compiled, checked, and posted - ideally within two hours of the last group finishing
• Handicap system updated with all qualifying scores

End of day

• Results posted on the noticeboard and sent electronically
• Any countback or tiebreaker applied correctly (card of the day - last nine, last six, last three, last hole)
• Prize distribution or announcement
• Competition committee reviews any issues for future reference

Course preparation checklist

Greens:

• ] Pin positions set for competition - fair, challenging, minimum 5 feet from edges
• ] Greens mowed at competition height
• ] Ball marks repaired on all putting surfaces

Tees:

• ] Tee markers positioned at the correct yardage for the competition
• ] Tee areas clean and in good condition
• ] Competition tee colours match the scorecard yardages

Course:

• ] Hazard stakes and boundary posts visible and correctly positioned
• ] GUR (Ground Under Repair) areas clearly marked
• ] Bunkers raked
• ] Out-of-bounds markers visible from the tee and fairway

Administration:

• ] Tee sheet printed and posted
• ] Scorecards printed with correct stroke index and course details
• ] Local rules and competition conditions displayed at the first tee
• ] Card box in position and accessible
• ] Results processing system ready

Volunteer roles

• Starter: First person every player sees. Manages the tee sheet, calls groups, checks handicaps, distributes cards, and handles late arrivals. The most important volunteer role on competition day.
• Card collector / results processor: Collects cards, checks for completeness, enters scores, and compiles results. Needs to understand the Rules of Golf as they apply to competition scoring.
• Course marshal: Monitors pace of play and any on-course issues. Needs authority to speak to slow groups - this role should be held by a respected club member.
• Halfway house volunteer: Runs the refreshment station at the turn. Small revenue generator and a pace-of-play buffer.

Weather protocols

Lightning

Golf courses are among the most dangerous places to be in a thunderstorm. Your protocol should be:

• Sound the siren or alert system when lightning is visible or thunder is audible
• All players leave the course immediately - no exceptions
• Shelter in the clubhouse or a designated lightning shelter (not under trees)
• 30/30 rule: if the time between flash and thunder is 30 seconds or less, seek shelter; wait 30 minutes after the last flash before resuming
• The competition committee or course manager has sole authority to suspend and resume play

Waterlogging

If the course becomes unplayable due to rain (casual water covering significant areas, bunkers flooded, greens holding water), the competition should be suspended or cancelled. The decision rests with the competition committee. Clear communication to players - via the clubhouse PA, notice board, and digital channels - is essential.

Extreme heat

Less common in the UK but increasingly relevant. Ensure water is available on the course (water stations or a halfway house), and consider adjusting tee times to avoid the hottest part of the day.

How TidyHQ helps with competition management

Golf clubs with active competition programmes generate significant recurring admin - tee sheets, handicap management, results processing, and communication to members. Our event management tools let you set up recurring competitions, manage entries, and communicate with players.

For clubs managing membership categories, guest fees, and volunteer rosters alongside a full fixture card, having your membership database and event calendar in one system means the competition secretary isn't switching between five different tools every week.

Frequently asked questions

What tee time interval should we use?

Eight to ten minutes for stroke play (medal, Stableford) with three-balls. Ten to twelve minutes for four-balls or formats with additional complexity (betterball, foursomes). If your course has known bottleneck holes, add a minute to the interval. Under-spacing causes bunching; over-spacing wastes tee time.

How quickly should results be posted?

Within two hours of the last card being returned. Members expect same-day results. Handicap updates should follow immediately. If your results processor is working from paper cards, consider moving to a digital system - it's faster, more accurate, and reduces the post-round workload.

How do we deal with slow play?

A course marshal with the authority to speak to groups is the most effective measure. Publish your pace-of-play policy at the start of the season. Include expected round times in the competition conditions. Some clubs apply time penalties for groups that fall behind - check England Golf's guidance on pace of play management.

Golf competition days look straightforward until you're the person responsible for running one. Pin positions, tee markers, tee sheet timing, card processing, results, handicap updates - each one is a small system that needs to work. The clubs that run clean competitions do it by planning from Wednesday, not scrambling on Saturday.

Start with the tee sheet. The rest follows.

References

• England Golf - The national governing body for amateur golf in England, including competition management, handicap administration, and club support
• England Golf Competition Management - Rules of Golf, handicap system guidance, and competition conditions for affiliated clubs
• The R&A Rules of Golf - The global rules authority for golf, including the Rules of Golf and Rules of Handicapping
• Sport England Club Matters - Free support programme for community sports clubs
• England Golf SafeGolf - Safeguarding framework for golf clubs, including welfare officer requirements and DBS guidance