Club Competitions Manager Detailed Tasks List
Refer also to the Club Competitions Manager tasks. These are the detailed notes and task list.
Information on arranging draws may be found in the Croquet England Regulations for Tournaments.
Summer Competitions: Planning
- Invite entries and complete competition draw (February/March) with play starting by mid-April
- Liaise with the Systems Manager to set up Google sheets with relevant permissions for members to enter competitions
- Liaise with the webmaster to ensure that the website points to the correct Google sheet for entries
- Complete Schedule for deadlines for each element (Block / each round of KO) such that there is roughly the same amount of time to be played for each game
- To avoid a peak of demand in Lawns, ensure that as far as possible competitions have a spread of deadlines for completion of Block games
- Complete Draw - All Draws are random with the following exceptions, B-Level, C-Level and GC Level, which are seeded
- American is such that it gives a roughly even spread of Handicaps in each block
- The draw is adjusted so that Married Couples / Partners are not paired in the same Block or the first round of a KO
- Modify existing results spreadsheet coding and formatting from the previous year as required to fit in with the entries for the current year
- Liaise with data controller to set up Google sheets with relevant permissions for members to record results
- Liaise with webmaster to ensure that the website points to the correct Google sheet for results
- Send an email to all participants of each competition to inform them that the draw has been made, with instructions on how to enter results
Summer Competitions: Running
- Ensure integrity of published results: protect spreadsheet calculations from user edits, periodically review edit history of block games to see who entered results and anything untoward
- Where requests for Late entry are made, decide on whether these will be permitted depending on the level of distortion to the competition (i.e. does it make the existing Block too large)
- Late entry for Draw and Process is not recommended
- Monitor progress of Block / KO games against deadlines, after reviewing the DBS send out email reminders 10 days before the relevant deadline. Chase for unfinished games as required
- Adjudicate requests from members for a deadline extension
- The rule that has been applied is that for Block games extensions are never granted, for KO then there is more flexibility as there is a shorter window in which to arrange games. There is less flexibility later in the season as all games need to be completed by Finals Weekend
- Adjudicate requests from members for default wins
- As a minimum, the member should have made effort at least 3 times to arrange the game over a reasonable period. Each adjudication needs to be considered on a case-by-case basis
- Answer queries from members as required
- These principally cover competition rules and IT issues which should be forwarded to the Data Controller where necessary
- For competitions with Blocks followed by Knock-out. When the Blocks have been completed calculate the players who have qualified for the Knock-out, enter the Results in the spreadsheet and inform players of the draw
Finals Weekend - Last Weekend in September
- Liaise with hoop setting manager requirements for the weekend
- Ideally, this would involve one Lawn being converted on the Saturday lunchtime from two half Lawns (for Short Croquet / Beginners) to a full lawn
- Liaise with the Secretary to ensure the return of trophies
- Ensure finalists play at Finals Weekend
- If there is likely to be fixture congestion at the finals weekend, consider bringing forward for Draw and Process events the "Draw" and/or "Process" final to be played in the week before the weekend
- On the Thursday evening before the weekend, Complete the schedule of each final, allocate to Lawns, and inform members of the club of the schedule
- As far as possible ensure that events with the most interest to spectators (GC, American and One-Ball) are scheduled for around teatime
- On the Saturday morning, ensure worm casts are cleared, hoops are set firmly, corner flags are positioned, check lawns for damage and take a paper copy of the schedule to be attached to a portable notice board to be located outside the clubhouse
- Adjust allocation of Lawns and schedule depending on how quickly other games are completed
- Work with the Chair to announce and present trophies to the winners and runners up
Winter Competitions: Planning
- Put forward proposals on the format of competition rules to cover, handicap limits, time limits, Block / Knockout or Draw and Process to be considered by the Committee meeting in November
- Liaise with the webmaster to ensure that the rules are correctly updated on the website
Winter Competitions: Running
- Follow the same process as for the Summer competitions with the following differences
Competition format to be Egyptian with no fixed schedule - for more information, see Tournament Regulations F6 and Oxford Croquet Hands
In all club competitions, the Committee, if required, will act as arbitrator and final decision maker in any dispute.
All England AC and GC: Advertising and Entries
- Organise entries