REGISTERING, CANCELLATIONS, TOURNAMENT SUSPENSIONS
Plan your schedule in advance and register early to avoid being left out. All events MUST be paid on-line with a credit card to be accepted. We will do what we can to get you into a tournament, but you need to help us by meeting the deadline.
Each event will have:
1) A registration/entry deadline (or maximum number of players);
2) A cancellation deadline (usually 7-10 days in advance of the tournament date) depending upon the VCJGA contractual obligations with the host facility.
Once you have registered for a tournament, you have made a commitment to the other players in the field, the host course and the VCJGA (We also have affiliations with: AJGA, SCPGA and JGS. Each of these organization have their own guidelines and policies that we must follow).
IT IS THE PLAYERS RESPONSIBILITY TO VERIFY THAT THEIR ENTRY HAS BEEN ACCEPTED/PROCESSED. Check your e-mail and/or the "Players" on the TIP (Tournament Information Page) to verify that your entry has properly processed.
If your registration is rejected due to a credit card issue, you will have to correct before the event fills to gain entry. If an event fills, a Wait List will be available on a first come, first served basis once a division is full (VCJGA Members will have priority on the Wait List over Non-Members). Entry rejection may put your entry at the end of the list.
If an event is cancelled due to course closure or inclement weather a refund will be issued within a week. If necessary the VCJGA reserves the right to charge a minimal administrative fee to offset costs.
If you register for the Waiting List, you are making a committment to the VCJGA that if or when a spot opens up, you will be available to play:
Players on the list are taken, first come, first served based upon the division that has an opening.
Notice may be short! You will be contacted when a spot opens and given no more than one-hour to confirm that you are available to take the spot.
You will be charged once entry has been processed; starting time will be communicated immediately; and then you are officially in the tournament field.
Please review Cancellation/Refund Policy below.
TOURNAMENT ENTRY FEES ARE NON-REFUNDABLE or TRANSFERABLE FOR ANY REASON, ONE-WEEK PRIOR TO THE FIRST ROUND TOURNAMENT DATE.
This policy is due to contractual obligations that the VCJGA has made on behalf of the membership up to a year in advance of the scheduled event.
Each golf course is in business to sell tee times; and they are limited in the number that they can sell. The VCJGA plays during prime time to accomodate the normal size of our fields.
We sign a contact and make a deposit to hold our times at the golf course; then make final payment one week in prior to the play date in question for the number of players in our commitment.
The VCJGA forecasts how many start times we will need based upon prior year registration, how popular the course is, etc. 'Most courses will require that we are within 10% of our booking. In other words, we can't book for 100 players; then cut back to 80 players.
We determine the number of players for each division based on our membership breakdown. For instance, most years our membership has approximately 80% boys and 20% girls. if we book a tournament for 80 players, approximately 64 spots will be available for boys divisions; and 16 for girls divisions. Once we are about a week out, adjustments may be made if space is available.
The Cancellation deadline is eight (8) days in advance of the first round (i.e. 12 noon on Friday, November 1 to Cancel for a Saturday, Sunday, November 9 & 10 tournament).
If you cancel before the posted deadline, you are entitled to a refund of the entire entry fee, minus a $25 administration/e-commerce fee.
Be certain to e-mail the Director of Tour Operations before the deadline in order to receive the above refund.
If you cancel after the posted deadline, you are not entitled to a refund or transfer for any reason. See Refund Policy above.
- Cancellation before or after the cancellation deadline will not have any notation associated with it and will not be reported to any ranking clearinghouse.
"Individual commitment to a group effort"(Vince Lombardi see, http://www.brainyquote.com/quotes/keywords/commitment.html)- that is what makes our tournaments work.
Being that Withdrawing from a tournament can diminish the quality and integrity of a tournament, the AJGA and Junior Golf Scoreboard have instituted the following withdrawal policy for players who withdraw from an event after they have started their first round.
After play has begun, all players needing to withdraw must report to the Director of Tour Operations before leaving the course.
The Director will then scrutinize the withdrawal and may ask the player and fellow competitors questions about the illness or injury. Based on the information gathered, the Director will categorize the player's withdrawal in one of three categories listed below and the corresponding action will take place:
JWD = Justified Withdrawal
The player is obviously ill, injured, or a family tragedy has occurred. JWD will be noted and no further action will be taken. A JWD happens when a player hits his first shot.
UWD = Unjustified Withdrawal
The player is obviously withdrawing due to poor play or lack of ambition to play. This includes players leaving the golf course before turning in a scorecard (No Card) in which the event is conducted or failing to show up (No Show) for any subsequent rounds of an event, without talking to the Director of Tour Operations in person.
UWD will be noted. This is a serious breach of the VCJGA Withdrawal Policy and the Director will withdraw the player from their next tournament. If a second UWD offense occurs, the player's membership will be suspended and the player will not be eligible for year end awards.
DNS = Did Not Start
The player registered for the tournament, is an official competitor in the competition. If the player does not report to Check-In or the First Tee (No Show); and has not communicated any information to the Tournament Director they may be suspended from future VCJGA tournaments. Technically, a DNS should never happen as it tarnishes the tournament field.
Please remember to communicate your absence in advance of Check-in.
NC = No Card
The player played a tournament round, however; did not return a scorecard to the Tournament Committee. Playing and not returning a card may cause suspension from future VCJGA tournaments.
INCLEMENT WEATHER POLICY
Inclement weather in and of itself is not a reason to cancel a round or golf tournament.
Cold or rain are simply course conditions like heat and wind.
Several factors will be taken into consideration when deciding whether to suspend a round, postpone, shorten or cancel golf:
Unsafe Course Conditions:
Unsafe Weather Conditions:
Standing Water on Fairways, Greens & Bunkers:
Fast flowing creeks, overflowing lakes, bridge(s) out, trees falling over, etc.
Golf traffic causes unnecessary damage to golf course
Thunder storms (lightening)
Rain so heavy that it would be unfair to require players to continue
Winds moving a ball on the putting surface, trees/limbs falling
Too much or large amounts of casual water, especially on greens and fairways
Please understand that in many cases, the weather forecast shows a system that may end in a reasonable amount of time or holes to be played.If in doubt, players should plan to play.
Rule 5.7 governs when play is suspended by the Committee. It states:
When play is suspended by the Committee (The Tour Director and Associates), if the players in a match or group are between the play of two holes, they shall not resume play until the Committee has ordered a resumption of play. If they are in the process of playing a hole, they may continue provided they do so without delay. If they choose to continue, they shall discontinue either before or immediately after completing the hole, and shall not thereafter resume play until the Committee has ordered a resumption of play.
However, a Note under Rule 6-8b states:
The Committee may provide in the conditions of a competition (Rule 33-1) that, in potentially dangerous situations, play shall be discontinued immediately following a suspension of play by the Committee
If a player fails to discontinue play immediately, he or she shall be disqualified.
This condition is in effect for all VCJGA Tournaments:
Discontinue Play Immediately: One prolonged note of horn/siren.
Discontinue Play: Three consecutive notes of horn/siren, repeated.
Resume Play: Two short notes of horn/siren, repeated.
If a tournament field does not complete a minimum of nine-holes during on the first day, those rounds may be cancelled. Players will be offered to transfer the entry fee to another tournament within the current season or may request a refund less the $25 administration/e-commerce fee.
Communication: If an event is delayed or cancelled due to inclement weather, the VCJGA will contact you. PLEASE DO NOT CONTACT THE COURSE DIRECTLY UNLESS INSTRUCTED.
If weather causes the VCJGA to cancel a tournament, we will make every effort to reschedule.
The VCJGA reserves the right to cancel any tournament due to circumstances out of its control, act of God/Nature or national emergency deemed by any local, State or Federal Government Agency.