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Hostess Duties

Player Responsibilities
Once you have signed up to play, your general responsibilities are the usual:

  1. Show up on time.
  2. Wear proper attire.
  3. Follow golf etiquette and the Rules of Golf.
  4. This includes keeping up the pace of play.

Hostess Responsibilities
Participation requires a commitment to coordinating the play for two tee times on one pre-scheduled date during the golf season.  You are the “host” for that date.  This is your time to shine!

Here is what it entails:

  1. Confirm your scheduled date on the schedule.
  2. Schedule two side-by-side tee times.
  3. Notify Coordinator(s) of the time and place and green fees.
  4. Take sign-ups either through email or through Whoozin (Coordinator’s choice).
  5. Perform the “Meet-and-Greet” at the course.
  6. Coordinate any weather-related issues.

These basic guidelines are set forth below in greater detail.

Confirming Your Date on the Schedule
The Coordinator sends out a schedule at the beginning of the season.  If you have been scheduled at a time you know will be impossible or difficult to carry out your commitment, let the Coordinator know immediately so she can make appropriate changes.  Better yet, contact others on the schedule to see if they will exchange dates with you, and then let the Coordinator know.   Follow these same guidelines if something comes up later that affects your availability for your scheduled date.

Making the Tee Times

  • You are responsible for remembering when it is your turn on the schedule.  So, mark that date on your calendar.  The Coordinator usually sends a reminder about a week ahead.
  • About a week ahead of your scheduled date, call the course to make two back-to-back tee times.  See Golf Course Directory for a listing of courses in the immediate area.

Notifying the Coordinator
As soon as you make your tee-times, send an e-mail to the Coordinator stating the date, times, location and green fees.  Also tell the Coordinator how you wish to be contacted (e-mail, phone, or both) and by what date.  Usually there is a 24-hour cancellation policy at most courses, so a day before the tee times is a good rule-of-thumb for a deadline.   The Coordinator sends out an e-mail containing your information to the casual play e-mail list.

Taking the Sign-Ups
Each Casual Play Coordinator will either send out an email to the Casual Play List or set up the Casual Play event using Whoozin.

  • If Email is used, the Hostess will take sign ups via email responses.
  • Send out an update to the casual play list of who has  signed-up to play at least two days before the event.


  • If Whoozin is used, Whoozin will keep track of members who will attend the casual play event, send out reminders for the upcoming event, and can be used to contact the list of players if the event must be cancelled.

Performing the Meet-and-Greet
The “Meet-and-Greet” is a critical aspect of casual play.  You are serving as the host for this casual play event and you will want to greet each participant as she arrives and answer any questions she might have.  If the players do not have a preference about pairings, you can assist in pairing players.  Here are some guidelines:

  1. Arrive at the course 45 minutes before the first tee-time, and check in.  Let them know you are the person who made the tee times, you will be greeting people, etc.
  2. Ascertain player levels, including who is from EGG, who has a low index, etc.
  3. Be sure to introduce everyone, and make sure everyone has a score card.
  4. If you are unable to play that day, please arrange with one of the players to fill in as hostess at the last minute.

Coordinating Weather-Related Issues
If the weather looks dicey on the day of play, call the course to see what the conditions are.  Then email the group that have signed up, and see what they think.

And that’s basically it! Now, go out and have fun!!

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