Instructions for Golf Inc. Competitions
The call for entries date for each Competition is noted on the production calendar.
The production calendar also notes when entries are due, and when judging is due. If the competition is to be delayed or extended, please send out an announcement of the extension asap.
1. In Google Drive, create a new folder for the competition following previous formatting of folders.
https://drive.google.com/drive/u/1/folders/1gdk4snYNlKA4J_upn-mMsSY_j7YvqXYR
2. Open previous years’ competition entry packet (for same competition) and update the year and dates, and any other edits/additions on the entry form. The same for any change to contact information.
3. Compose “Call for Entries” web post (use photo from a winner previous year) and also compose a dedicated Call for Entries email to go out to subscribers. You will also include the web post in the future Golf Inc. newsletters as a reminder of deadline, etc.
4. As people email for entry packet, send to them and also folder their email so that you can follow up if they don’t send by deadline. Sometimes people forget and need a reminder, or they think deadline passed but we likely have extended. If any questions you can’t answer, check with Michelle.
5. Arrange for judges (be sure none have projects submitted for judging. You can either condition the invitation on their not having a project or wait until the entry deadline to send out invitations.) It would be good to do a couple earlier invites so they are prepped.
n We prefer to invite new judges every year so that we aren’t using the same ones. Invite previous year GM winners; contractors, etc.
n It is OK to use some usually suspects, but don’t rely on doing that.
6. Composition of the judges varies slightly according to the contest.
For Golden Fork, try for at least one restaurant manager and one GM.
For Development of the Year and Renovation of the Year: one course architect, one owner/operator and one contractor.
For Amenities and Clubhouse Competition: one clubhouse architect, one owner/operator/GM and one clubhouse contractor.
7. Once entries are sent in:
Reply to them within 24 hours that their entry was received. And that you will follow up if anything else is needed or if any questions.
In my experience, I spend a couple hours in one chunk as I begin processing each entry from the email sent to our tracking and foldering system.
Start by creating a new excel doc labeled for example GF 2023 List. It includes Folder #, Project Name, Category, Location, Submitted by Name, Email of person who submitted. One by one, as I begin foldering the entries, I update this doc.
In Google docs, created a new competition folder. Create two folders in that: Original Entries and Entries for Judging.
o Original Entries folder: follow foldering system
o Entries for Judging: follow foldering system
o NOTE: The Entries for Judging folder does not include the Team Contact Page for each entry. This is what you have to edit before putting entry in those folders since all our competitions are blind judging.
8. Once all the entries are processed, edit the judging sheet to get ready for judging. Send this sheet and the Google Drive link to the judges. Give judges at least one week to judge.
9. Once you get the judging sheets back, tally the results on the Judging Excel doc and send them to Michelle for final evaluation and rankings. Some categories weigh more than others.
10. After receiving the final rankings from Michelle, email each of the honorees (specifically the person who submitted the entry) to notify them that their club will be recognized as a winner.
11. Compile the contact list with full information and send it to Jack for sales team. They use this to contact for possible advertising by the winners.