The total number of volunteers will depend on the number of competitions during the event. Below is a list of volunteer positions that could be required for the event. A volunteer schedule will be made when more details have been confirmed. Volunteer central will be located in the clubhouse. As a note, we work with the number of volunteers we have. If we are limited in our number of volunteers, contests can be run with an honour contest. We attempt to have volunteers working in pairs – keeps the day interesting and fun! We also value interns, therefore there are some event management volunteer positions available if the volunteers wish experience for their courses or resume.

Blue: Direct contact with golfers
Black: No direct contact with golfers

On Course

Hole-in-one Spotter – 2 per hole (total 6 volunteers)

• Assist in all duties related to documenting any hole-in-one’s played
• Volunteers are positioned at the tee box which allows for a safer position and an opportunity to interact with the participants
• Please note Hole 3 is sponsored by University Golf Course

Competition(s)

• Assist with any on course activities such as Buy the Drive or Chip in the Net Competitions.

Putting Competition

• Assist in the putting competition (2 volunteers for entire competition)

Raffle

• Sell raffle tickets at the reception and dinner. The tournament committee may choose to sell at registration and have an early bird draw.

Food & Beverage

• Volunteers will assist with providing food and beverage to participants

On Course Volunteer Coordinator (2) – 1 for front nine and 1 for back nine

• Patrol course to organize shift changes, ensure volunteers are fed, to answer any questions
• Liaise with on-course transportation crew to assist in the movement of volunteers for shift changes, bathroom breaks, food, etc.
• Liaise with Event Volunteer Coordinator

On Course Transportation (4) – works with On Course Volunteer Coordinator

• Assist in the moving of volunteers to and from the course including shift changes and bathroom breaks, if necessary.

Production Staff

• KP’s placed and removed – University Golf Course Staff
• Longest Drive Markers placed and removed – University Golf Course Staff
• Hole Sponsor Signage placed and removed - University Golf Course Staff
• All Event Signage placed and removed – on and off course

Club House

Registration & Gifts – 4 people

• Check-in participants
• Collect outstanding money owed
• Handout Gift Packages to participants, if required
• Handout Thank you Gifts at end of event
• Sell raffles or other items of this nature

Silent Auction

• Set Up / Strike
• Security
• Assist guests with any questions regarding items or the bidding process
• Assist in silent auction closing / valet

Live Auction

• Assist guests with any questions regarding items or the bidding process
• Assist in auction spotting as bidders participate
• Collect contact information and payment from winning bidders

Sponsor Liaison

• Event day contact for sponsors
• Assist sponsors with questions regarding set up / strike, transportation, etc.

Assistant Event Manager – Volunteers

• Check in volunteers
• Take the lead on volunteer orientation
• Deal with issues regarding no-shows, incorrect dress, etc.
• Assist volunteers with questions, evaluation, etc.

Assistant Event Manager – Production

• Ensure golf carts are properly loaded on schedule
• Oversee on course and club house set up and strike
• Oversee banquet preparations
• Ensure event is running on a timely manner

First Aid / Security

University Golf Course Staff plus Go Golf Staff will handle all first aid and security services. St’ John’s Ambulance will be invited to be on course.

Lost & Found

Any lost & found items should be returned to volunteer check-in where the item will be recorded and kept until claimed.

Set Up / Strike

Event volunteers, along with staff will coordinate the full set up and strike of the event. University Golf Course staff will provide limited support to set up and strike in the forms of banquet, golf carts and removing materials off the course.

Event Signage

Event Signage will include (may not be limited to):

• Hole & Green Sponsors
• Directional
• Sponsor / Welcome Banners

Production Schedule Day of

• Event Committee / Volunteers / Staff Arrive On-Site
• Structures Set up & Strike (if necessary)
• Tim Horton’s Community Cruiser Arrive
• Sponsors Arrive
• Display Signage
• Contest Set Up & Strike
• Set up golf carts
• On-course Food & Beverage Set Up & Strike
• Sponsor Set Up & Strike
• Registration Opens & Closes
• Move participants" equipment to corresponding golf carts
• Move volunteers on-course and into position
• Shot Gun Start – 12:30 p.m Call To Carts

On course Activities – 12:30 p.m to 6:00 p.m (OR END OF GOLF TOURNAMENT)

• Rounds Complete (attempt to have the golf portion completed by 6:00 p.m)
• Submit score cards to LeaderBoard
• Volunteer Food Served
• Silent Auction Set Up & Strike
• Dessert Reception Served
• Evening Speech(es)
• Silent Auction Close
• Auction Finance Centre Opens & Closes
• Announce Contest & Raffle Winners
• Award Prizes to Winners

The golf course will be open to all guests from 10:00 a.m. to midnight. Go Golf Staff are on site from 9:00 a.m to midnight. Volunteers will arrive from 9:00 a.m onwards. Volunteers will receive breakfast, lunch and/or dinner depending on their shifts. All volunteers will receive a white golf shirt to wear the day of, and to keep as a thank you.

The BC Hospitality Foundation Classic golf tournament may consist of:

Pre Registration Events: warm up exercises, golf teaching tips from teaching pros, practice putting and chipping. A coffee company will be invited to supply coffee for two hours, a donor or sponsor will provide a Bar-B-Que or a luncheon.

All golf carts will have the following items on the carts:

• Bags (2) filled with water, snacks, fruit, and other donated items – these could be cooler bags, or shoe bags. They will have the foundation logo, plus, a sponsor logo
• Team Scorecard – with golfers individual name, and the sponsors corporate logos
• Cart labels on cart, with players names, plus sponsors logos
• Any donated items that would be used during the round of golf – towels, divot tools, golf balls, etc
• The program and agenda for the day, including a list of silent and live auction items

Registration will be merely a formality, as all teams will be emailed their starting holes and positions, as well as their dinner table number. LeaderBoard will be on site with projection screens. On screen will be all sponsors logos, team names and starting holes (the drawsheet) as well as any announcements and activities. Registration will be at the starters hut, outside the clubhouse

Contests

All contests will be held on course and may include:

KP – (Closest to the Pin) The golfer with the best tee shot – the one who was closest to the pin, wins a prize. Each Par three will have a KP – one for men and one for women

LD – Divided into two categories – one for men and one for women – the goal of this contest is to see which golfer can hit their ball the furthest from the tee box and still have the ball land on the fairway.

Chip in the wine Bucket – Each team member gets three balls. Everyone who makes 3 balls will be entered into the prize draw. If no one makes three balls, then everyone who makes two balls will be entered. And so on. If only one person makes three balls, they will win the prize.

Beat the Pro – As each group arrives, the Pro will tee off and attempt to hit their shot onto the fairway. Those that have entered the contest will have the opportunity to hit their ball and if their ball is further than the Pro, they win a prize.

Most Accurate Drive – The goal is to hit the ball as far as possible while keeping the ball at the center of the fairway. This is measured by taking the distance the ball was hit and seeing how close it is to the centre of the fairway.

Guess the Number of Lost Balls – Golfers are asked to “guess” how many balls will be lost by everyone during the tournament. Each group keeps track of how many balls go missing for any reason. The closest guess wins a prize.

Closest to the Jeroboam (This is a Most Accurate Drive Contest) – The goal is to hit the ball closest to the Jeroboam to win it. We will have the bottle on display on the tee box, with a picture on a sign at around the 150 to 185 yards from the tee.

Buy the Drive – Each group chooses a balloon and decides whether to buy a second balloon. They then pop the balloon and locate a slip of paper in the balloon which has a yardage on it. The team then goes to that yardage from the white tee markers; all four members drop their balls and take their second shot from that spot. No one needs to tee off on this hole. The drive may be assigned to any player – it is a free drive for one player. On this hole no one actually tee’s it up – second shot only. This is a great contest for the number one handicap hole!

Putting for Piccolos:
The putting contest is included in everyone’s round. The putting green will be the 19th hole. The Lead Sponsor’s team will start on the putting green, which is the position of honour, and then move to Hole 1. All teams come from hole 18, to the putting competition, then, proceed to hole one. Depending on the amount of piccolos available, we may give every golfer a piccolo, or, use them as prizes.

Raffle

There will be a wine raffle as well as a standard raffle. We will invite each golfer to bring a bottle of wine to the tournament. That will give us 120 plus bottles of wine, which one person will win. This is an excellent raffle, and keeps people talking! The Hospitality Foundation raffle will consist of one or two major items, such as airplane tickets, or a trip, with many other minor prizes.

Food and Beverage

Sponsors will be offered the opportunity to do on course samples of food and beverages, the working committee and their companies having right of first refusal. A perfect scenario would be to have four beverage samples and four food samples on course. This keeps the day fun, offers good visibility to those on course sponsors, and keeps the tournament moving.

Volunteer Code of Conduct

Thank you for joining us! Our primary objective is to provide efficient, co-operative and friendly service to attendees. As a volunteer, you are a representative of the organization hosting the event, so please remember to be respectful, professional and courteous.

DO:

• Be punctual. Arrive 15 minutes before your shift start time, ready to begin work.
• Attend volunteer orientation unless otherwise approved by your volunteer coordinator and/or event producer.
• Dress as per dress code that is requested by the Event Producer.
• Notify your supervisor in case of illness. A contact number will be provided at orientation
• Provide accurate information. If you do not know the answer, attempt to obtain the information required or refer the guest to someone who can assist. Never say “I don’t know”
• Maintain a professional attitude. Should a problem arise, do not attempt to deal with the issue yourself. Excuse yourself politely and immediately contact a supervisor
• Maintain confidentiality. You may be privy to sensitive information, please keep it to yourself
• Smile and have fun!

DO NOT:

• Congregate in groups while on duty
• Use threatening, violent, obscene and/or abusive language or actions
• Speak with, or provide statements to, the media (including print, television, radio etc.)
• Smoke, eat (unless directed by your volunteer coordinator), or chew gum while on duty
• Accept or solicit tips or gratuities of any kind
• Use, be in possession of, or under the influence of, alcohol or non-prescription drugs while on duty, on or around event facilities, or while wearing event logo’ed apparel
• Wilfully damage property on or around event facilities
• Wilfully or negligently permit any unauthorized person into the event
• Engage in any business or activity which may cause embarrassment to, or be viewed as detrimental to the event, sponsors, or host organization, such as handing out business cards or asking for autographs
• Engage in disorderly conduct or horseplay

** All Volunteers must be 16 years of age of older **