HOW
TO: ORGANIZE VISITATION
1.
INTRODUCTION
1.1 DESCRIPTION
OF VISITATION
Provide
an opportunity for members throughout the state to visit new facilities and
socialize with their peers.
1.2
BOARD POLICIES
A.
To provide education to the membership as the primary goal of Visitation
Day.
B.
Preferable, but not required to alternate locations both upstate and
downstate each year for the convenience of the membership throughout the State.
C.
It is the Boards preference to avoid the advancement of funds for
Visitation Day. However, the Section will provide funds with Board approval on
the basis of need in order to assist a community with hosting the event.
D.
Any surplus funds from the event should be transferred to the Section.
E.
Board must approve the budget for Visitation Day.
2.
BOARD RESPONSIBILITIES
2.1
SELECTION OF
A.
Water facility owners should make a written request to the Chair to host
Visitation Day, preferably 2 to 3 years prior to the year they wish to sponsor
the event.
B.
From the requests received, the Chair will recommend approval to the
Board for the selected sites and dates.
2.2
BOARD LIAISON
Shall
be a Trustee from the district in which the event is to be held.
2.3
SECTION BUDGET & FINANCIAL RESPONSIBILITIES
A.
The district Trustee is responsible for advising the Chair‑Elect of
any financial needs so they can be incorporated into the budget.
3.
3.1
A.
Selection of the golf course.
B.
All course arrangements (50 golfers).
3.2
TIME
A.
Golf course should be within 45 minutes driving time from the host hotel.
B.
Tee times should start between
3.3
HANDICAPS
The
3.4
SPECIAL GOLFING EVENTS
A.
Team Pink Panther ‑ each foursome is given a pink ball to be played
on a rotating basis by each player on each hole for the entire game. Once the
ball is lost, the foursome is disqualified. The lowest total team score of the
pink ball will be the winner.
3.5
AWARDS
A. Shortest Drive
B.
Longest Drive
C.
Longest Putt
D.
Closest to the pin
E.
High Gross
F.
Low Gross
G.
Low Net
3.6
FINANCES
A.
The host is responsible for determining the golf fee with the approval of
the Board.
B.
Fees should be sufficient to cover:
a.
green fees
b.
cart
c.
prizes
d.
additional outing expenses as needed
C.
The host is responsible for collecting the money and paying the bills.
4.1
A.
Hotel selection (to serve as event headquarters)
B.
Negotiation of room rates.
4.2
ROOMS FOR MEMBERS
A.
30 rooms required
4.3
MEETING ROOMS FOR BOARD
A.
Thursday ‑ 2 conference rooms (p.m. and evening)
a. Room 1 ‑ conference style (25 people) w/soft drinks and water
dinner
for (25) hotel restaurant
b.
Room 2 ‑
conference style (20 people) no setup or meal
a.
other requirements (ie: food) are to be determined
by the host.
5. VISITATION
5.1
A.
Host is responsible to make all local arrangements.
B.
District Trustee will be available to assist the host as needed.
5.2
BUDGET
A.
The host will prepare the budget for review and approval by the board.
5.3
PROMOTIONAL MAILINGS
A.
The Section will assist with the preparation of the promotional mailings.
B.
The Section will print and mail the promotional mailings.
C.
The cost of the promotional mailings will be taken from the proceeds of
the event.
5.4
GIVEAWAYS
A.
Giveaways are solely at the discretion and expense of the host (can be
independently sponsored).
5.5
TRANSPORTATION
A.
Host can arrange for bus transportation from site to site (preferred by
Section) or private vehicles can be used.
B.
Costs for transportation will be taken from the proceeds of the event.
5.6
TIMES
A.
Solely at the discretion of the host.
5.7
MEALS
A. Solely at the discretion of the host.
6.
POST VISITATION
6.1
FEEDBACK FOR IMPROVEMENT OF FUTURE VISITATION DAYS
A.
Summary report to be submitted to the Board by the host.
a.
Summary of finances (expenses and income)
b.
suggestions for improvements