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NOTICE OF SERVICES GOLF CLUB INTERNAL PROCEDURE

Please read through our internal procedure to ensure that all arrangements for your golf day have been made.

 

  1. GOLF DAY CONTRACT

COMPLETE, PAY AND FAX/MAIL DOCUMENTATION TO CLUB ASAP TO RESERVE BOOKING

Take note that this document is only for golf days.

 

  1. TEE OFF TIMES

ADHERE TO TEE OF TIMES

 

  1. ALLOCATION OF TEES & GREENS

ADHERE TO INSTRUCTIONS ON BOTTOM OF PAGE

  1. CONDITIONS FOR ORGANISERS AND SPONSORS OF HOLES

NOTIFY SPONSORS OF CONDITITIONS OF SPONSORED HOLES

  1. CONDITIONS FOR HIRING OF GOLF CARTS

NOTIFY ALL USERS OF GOLF CART CONDITIONS AND RULES

  1. DRESS REGULATIONS

PLEASE ADHERE

 

  1. DIRECTIONS

 

  1. MENU


 

SERVICES GOLF CLUB INTERNAL PROCEDURE

 

NB: ALL CLIENTS PLEASE TAKE SPECIAL NOTE OF OUR INTERNAL PROCEDURE, CHECKLIST AND PAYMENT CONDITIONS AND ENSURE THAT ALL THE FOLLOWING HAVE BEEN DISCUSSED AND CONFIRMED.

 

  1. All GROUP BOOKINGS AND GOLF DAYS ARE PAYABLE UPFRONT WITHIN 7 DAYS FROM BOOKING A DATE.
  2. FEES NOT PAID WITHIN THE STIPULATED TIME FRAME WILL RESULT IN THE CLIENT FORFEITING THE DATE BOOKED AND THE BOOKING BEING CANCELLED.
  3. ALTERNATIVE PAYMENT ARRANGEMENTS CAN BE MADE WITH OUR ACCOUNTING DEPARTMENT. IN THE EVENT THAT THE CLIENT WOULD LIKE TO MAKE ALTERNATIVE ARRANGEMENTS, THE CLIENT WILL BE REQUESTED TO SIGN A DEBIT ORDER AGREEMENT.
  4. NO PLAYERS WILL BE ALLOWED TO PLAY WITHOUT THE ACCOUNT BEING SETTLED IN FULL.
  5. SERVICES GOLF CLUB HAVE A 30-DAY CANCELLATION PERIOD. THUS, IF THE CLIENT DECIDES TO MOVE OR CANCEL THE GOLF DAY, THE CLIENT MUST INFORM THE GOLF OPERATIONS MANAGER ACCORDINGLY AT LEAST 30 DAYS PRIOR TO THE EVENT. IF THE CLIENT CANCELS OR MOVE THE EVENT AFTER THE CANCELLATION PERIOD, THE CLIENT WILL FORFEIT ANY AMOUNTS ALREADY PAID TO SERVICES GOLF CLUB. IF THE CLIENT MOVES THE GOLF DAY TO AN ALTERNATIVE DATE AFTER THE CANCELLATION PERIOD, THE AMOUNT PAID WILL NOT BE REALLOCATED.

PROCEDURE / CHECKLIST

Description

Complete

Actioned By

1.       Receive a call / email from client

o

Golf Operations Manager – Rossouw Loubser
Links Golf Shop

2.       Check availability in the diary and book tentatively with Client details, contact person, contact number and email address.

o

3.       Forward a Golf Day Contract to the Client

o

4.       If Golf Day contract is not received back within 7 days, follow up with client.

o

5.       If golf day contract is not received within 1 day after the follow-up; remove tentative booking from the diary.

o

6.       Upon receipt of the golf day contract, confirm the booking in the diary and supply, the support manager and the bookkeeper with a copy.

o

7.       Update the SGC electronic diary to ensure all the relevant parties are informed that the golf day was confirmed.

o

8.       Receive contract from the Golf Shop

o

Bookkeeper – Lizél Loubser
Admin Office
Services Golf Club

9.       Contact client to discuss payment and terms

o

10.   Invoice the client for the full package in accordance to the golf day contract.

o

11.   If the client requested to make alternative payment arrangements (to pay in instalments), forward a mandated debit order form to the client.

o

12.   Receive payment / mandated form within 2 days after sending the necessary documentation to the client.

o

13.   Follow-up with client if the mandate form / payment was not returned after 2 days.

o

14.   Confirm that payment or the necessary documentation was received from the client and communicate it to the Support manager and Golf Shop.

o

15.   Set up a meeting with the Client, Support Manager, the Caterer and yourself to discuss the details of the Golf Day.

o

Golf Operations Manager – Rossouw Loubser
Links Golf Shop

16.   10 days prior to the golf day follow-up with client if all their arrangements have been finalised and remind the client that all final arrangements must be communicated to the golf shop at least 8 days prior to the golf day.

o

17.   Upon receipt of all the final arrangement, supply the Support Manager and the Bookkeeper with such.

o

18.   Compare the final arrangements (services) with original invoice and ensure that all the fees have been invoiced and paid.

o

Bookkeeper – Lizél Loubser
Admin Office
Services Golf Club

19.   If not, invoice all additional services.

o

20.   Within 3 days after the golf day communicate the final number of players and golf carts on account with the bookkeeper.

o

Golf Operations Manager – Rossouw Loubser
Links Golf Shop

21.   Within 3 days after the golf day communicate the final number of watering holes, corkage and additional hours to be invoiced with the bookkeeper.

o

Support Manager – Jimmy Reynolds
Services Golf Club

22.   If necessary, invoice the additional services used to the customer and request that payment be made on receipt of invoice.

o

Bookkeeper – Lizél Loubser
Admin Office
Services Golf Club

ALL THE RELEVANT CONTACT DETAILS CAN BE FOUND ON PAGE 8 OF THIS CONTRACT

 

AS CONFIRMATION OF THE FOLLOWING ARRANGEMENTS, KINDLY COMPLETE BELOW

AND FAX OR E-MAIL TO SERVICES GOLF CLUB AT: (012) 651 4413 / This email address is being protected from spambots. You need JavaScript enabled to view it.

 

AGREEMENT BETWEEN SERVICES GOLF CLUB AND THE COMPANY AS STATED BELOW.

 

COMPANY NAME:

 

SIGNATURE

 

DATE

 

Fees are payable upfront as follows:

Packages available TUESDAYS – FRIDAYS:

Number of Players

Package

40 and less

R14,500.00 / R180.00 per player exceeding 40

41 – 80

R20,000.00 / R170.00 per player exceeding 80

>120

R25,500.00

               

All packages include:
Booking fee
2 x Waterholes (includes 2 bags of ice per hole)
Main hall with Ladies Bar
Playing fees
1 x Complementary Prize (Voucher: 4 ball with 2 carts)

 

No discount will be given in the event that if some of the above-mentioned services is not used.

Golf day may be paid into our bank account (REFERENCE NUMBER – GOLF DAY DATE)

Please fax or e-mail deposit slip to (012) 651 4413 / This email address is being protected from spambots. You need JavaScript enabled to view it.

ACCOUNT DETAILS: ABSA VALHALLA

ACC NO: 1660280312

CODE: 335445

NB! (Please complete and send back to us at your earliest convenience.)

Additional Services Fees:

Description

Rate

Golf Cart Hire

R280.00 per golf cart

Caddie Hire

R180.00 per caddie; R30.00 Halfway House; R30.00 Caddie Foundation (Total of R240.00 per caddie)

Waterholes

R650.00 per additional waterhole self-contained (NO ice or accessories e.g. tables & chairs will be provided)

Ice

R70.00 per bag

Corkage

R30.00 per bottle of wine / sherry

Additional Bar Hours (after 22:00)

R450.00 per hour; limited to 2 additional hours until 24:00

ADMIN (FOR OFFICE USE ONLY)

REFERENCE:

 

CONTRACT PAID

YES

NO

AMOUNT PAID:

 

CORKAGE / WATERHOLES CONFIRMED

YES

NO

NR OF WATERHOLES

 

CORKAGE PAID:

YES

NO

TOTAL CORKAGE AMOUNT PAYABLE: R650 PER HOLE

 

CARTS CONFIRMED

YES

NO

NR OF CARTS

 

TOTAL AMOUNT PAYABLE CARTS

 

AMOUNT PAID:

 

GOLFDAY INFO SHEET 2019

 
                             

CUSTOMER DETAILS

PLEASE COMPLETE (CORPORATE CLIENT)

NAME OF THE EVENT:

 

DATE:

 

DAY:

 

ORGANISER:

 

TEL:

 

CELL:

 

FAX:

 

VAT #:

 

E-MAIL:

POSTAL ADDRES:

 
 
 

POSTAL CODE:

 

           

Registration Details

REGISTRATION (Please mark the appropriate box with X)

REGISTRATION TABLES:

YES

NO

PLACEMENT OF TABLES: 

INFRONT OF PRO SHOP

UNDER THE LAPA

REGISTRATION READY AT:

AM

PM

TIME:

 

CHAIRS

YES

NO

TABLE CLOTH 

YES

NO

OTHER:

 

*ACTION FOR: SUPPORT MANAGER

Green Fees Details

GREEN FEES (Please mark the appropriate box with X)

GOLF DAY PACKAGE CONFIRMED:

≤ 40 @ R 14,500.00

41 – 80 @ R 20,000.00

≥ 120 @ R 25,500.00

PRO SHOP SCORING:

YES

NO

OWN

MARSHAL

YES

NO

 

STARTER

YES

NO

 

*ACTION FOR: GOLF DIRECTOR / PRO SHOP

Golf Carts Details

GOLF CARTS (Please mark the appropriate box with X)

BOOKED CARTS WITH:

PRO SHOP

ORGANIZER

TOTAL CARTS

 

PAYMENT OF CARTS

ON ACCOUNT

PLAYER

PRICE

R280.00

*ACTION FOR: GOLF DIRECTOR / PRO SHOP

Competition details

COMPETITION (Please mark the appropriate box with X)

TEE:

1ST

10TH

SHOTGUN START

TEE OFF START:

AM

PM

TIME:

 

COMPETITION FORMAT:

 

LONGEST DRIVE:

YES

NO

1

7

10

14

OTHER:

 

STRAIGHTEST DRIVE:

YES

NO

1

7

10

14

OTHER:

 

NEAREST TO THE PIN:

YES

NO

6

8

11

15

OTHER:

 
                       

*ACTION FOR: GOLF DIRECTOR / PRO SHOP

Waterholes details

WATERING HOLES (Please Complete)

HOLE NO:

SPONSOR NAME:

CONTACT DETAILS TEL OR E-MAIL:

ICE TO BE PROVIDED BY SGC @ R70.00P/BAG

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

 

 

 

NO OF BAGS:

 

CLUB WATER HOLE:

YES

NO

6

14

NO DRINKS CART AVAILABLE

                 

*ACTION FOR: SUPPORT MANAGER

Function & bar details

FUNCTION & BARS (Please mark the appropriate box with X)

PRIZE GIVING FUNCTION:

YES

NO

PRIZEGIVING TABLES:

YES

NO

1

2

3

FUNCTION AREA:

HALL

LAPA

LADIES

HACKERS

BRAAI AREA

FUNCTION START:

 

EXTRA BAR HOURS:

YES

NO

FEE PER HOUR

R450.00

R900.00

BAR TAB:

YES

NO

NAME:

 

TEL:

 
                               

*ACTION FOR: CATERER / SUPPORT MANAGER

8. SPECIAL REQUIREMENTS

 

 

 

GOLF DAY RESERVATION & GOLF REQUIREMENT INFORMATION

COST

 

 

1.       Payment will be for the number of players confirmed or for the greater amount, should more players actually play. The balance of the account to be paid within five working days after the event.

2.       The final number of players must be confirmed not later than 8 days prior to your golf day, if the field is not fully booked Services Golf Club reserve the right to open tee times to accommodate social players.

3.       The applicant indemnifies the Club of all liabilities or responsibility in terms of any damages borne by the applicant, his/her organisation or any of his/her guests.

4.       Final arrangements for the golf day need to be organized with the club 8 days before the event

5.       TEE OFF TIMES: A time sheet will be provided. PLEASE ADHERE TO THE TIMES

RAIN

1.       In the event that the golf day cannot take place due to rain, the golf club will reschedule the golf day on an alternative date within the same financial year (between 01 April and 31 March). A rescheduling fee of R1,000.00 will be charge to the customer’s account.

2.       Note that no funds will be paid back to the customer.

a.       If the event that the club have made several alternative dates available for the rescheduling of the golf day and the customer fails to make the booking, the customer will forfeit all fees payable to the club.

b.       If the club is unable to provide the customer with an alternative date, a special arrangement will be made at the accounts department to transfer the funds onto the following financial year.

3.       Once everyone has teed off it constitutes a match, thus the day is payable in full with no discounts.

BAR

Please indicate whether the bar will be on account or on a cash basis. The bar will be open for your convenience until 22:00.

Tariffs applicable with respect to overtime on golf days:

·         Bar open until 22:00 – Free

·         After 22:00 until 23:59 - R 450.00 per hour and permission must be obtained from the club a week before the event

·         After 23:59 – The bar facilities will be closed at 24:00

WATERING HOLES

 

 

SUPPORT MANAGER: This email address is being protected from spambots. You need JavaScript enabled to view it.

CORKAGE FEE:

·         Waterholes: R 650.00 per waterhole, this fee will be charged to the organizers account. Please complete waterhole contract for each hole, see attachment.

·         Organisers will be charge corkage for any drinks handed out at the registration table.

·         Function Corkage: R 30.00 per Bottle of Wine / Sherry

WATERHOLES:

·        The most popular waterholes are holes 1, 4, 6, 10, 14 and 17.

SERVICES GOLF CLUB - CONDITIONS FOR ORGANISERS AND SPONSORS OF HOLES

·         All sponsors / organisers must report to the Support Manager no later than 07:00 to ensure sufficient time for set-up. Movement of vehicles and helpers on the course should be restricted to a minimum and arranged beforehand. Any damage to the course will be for your account. All vehicles must be removed from the golf course by 09:00. No vehicles will be allowed to enter golf course after the stipulated time.

·         Activities must be restricted to the area allocated to the sponsor

·         No stalls or vehicles are allowed on the tee boxes and greens

·         No vehicles are allowed beyond pole fencing at holes 5 and 14

·         No interfering with the irrigation system is allowed

·         Hole must be cleared within 30 minutes after the last four ball of the competition has passed

·         Corporate and advertising material must be removed from the area within 30 minutes after the last four ball has passed

·         Golf carts that have been hired from the club must be returned within 30 minutes after the last four ball has passed.

·         Golf carts should not be driven close to tees and greens

·         Damage to or abuse of any facilities and the immediate vicinity are not allowed and guilty parties will be held responsible for any expenditure incurred by the club.

·         The applicant indemnifies the Club of any losses, damages, injuries or claims that the Club or any third party may face, as a result of the use of Club facilities, appliances or equipment.

BEHAVIOUR

The chief organiser is solely responsible for the behaviour of all players and sponsors. Organisers, sponsors and players must be presentable at all times.   The behaviour of all individuals on the golf day should be acceptable both on and off the golf course to ensure that the good name of Services Golf Club is not brought into disrepute or reflect poorly on the Committee. Failure to do so will automatically lead to disciplinary action to be taken.

GOLF CART FEE

 

 

R 280.00 per golf cart. We have 30 carts available (this amount may change from time to time). Please pre-book at the Pro-shop: (012) 651 4089. Bookings open only a week in advance.

SERVICES GOLF CLUB - CONDITIONS FOR HIRING GOLF CARTS

·         Conditions listed here, in addition to golf cart usage rules displayed on the carts and on the golf cart rental agreement, must be adhered to

·         Carts must be returned immediately after completion of a round

·         Route signs posted on the course must be observed

·         Carts must not be driven close to tees and greens

·         Only persons 18 years and older are allowed to drive carts

·         A maximum of two persons are allowed to ride on a cart at any one time

·         Carts must not be damaged or abused

·         Damage to carts and the course will be payable by persons hiring the carts

PRO SHOP/SCORING

For your convenience the pro shop can do the scoring for the day at no cost. Please indicate if you would like to make use of this service

·        STARTER: Will be provided at no extra cost.

·        COURSE MARSHAL: A course marshal will be on duty and his instructions should be followed.

·        The organizer of the day may under no circumstances offer prizes with the value exceeding R6000-00 per single prize. The rules governing amateur status must be strictly adhered to.

·        For your convenience we have longest drive / straightest drive pin markers. We recommend: 1, 7, 10 and 14.

·        For your convenience we have nearest to the pin markers.

·        Par 3’s are 6, 8, 11 and 15.

CADDIE FEE

Caddie development fee of R30,00. The caddy fee is R180,00 per caddy, excluding R30,00 halfway house. We have 30 permanent caddies. Payment for caddies is on a cash basis. Indicate if additional caddies are required.

ADVERTISING

BANNERS

It is the responsibility of the sponsor to deliver the advertising material to the club on the day of the event and to put it up as well as removing it at the end of the day. Banners are not to be placed closer than 1 m to greens.

·         The club cannot be held responsible for any advertising material, banners, etc. that are left behind on the course or any part of the premises. Such material must be removed immediately.

·         No fixed advertising material is allowed on the course or in the clubhouse.

 

  

PRIZE-GIVING FUNCTION

 

 

·         Please select your function area: Lapa / Main Hall / Hackers Bar / Ladies Bar. Two/three tables will be set out for your prizes. Seating arrangement in this area is usually 8 or 10 people per table.

·         The applicant accepts responsibility to ensure that the Club facilities will remain in the same condition as they were on commencement of their use and will compensate the Club for wilful damage caused by his/her guest

·         Please note that the club do not have a permanent back-up generator on site. The club cannot be held liable in the event of power failure.   Please ensure that you have made the necessary.

·         It is expected that you ensure that all your guests are suitably attired and equipped to play golf, and that the club rules are strictly adhered to. The dress regulations are attached.

 

MENUS

Dinner menus are attached. Please indicate which menu you wish to have served with the caterer. This email address is being protected from spambots. You need JavaScript enabled to view it.

HALFWAY HOUSE

 

 

Please give final numbers and whether this should be added to the company’s account or for the players’ own account. Halfway house vouchers should be issued to players if on your company account. The cost of halfway house voucher should be discussed with the caterer.

 

SHOULD YOU REQUIRE ANYTHING ELSE, PLEASE CONTACT US:

Admin Office / Pro Shop: 012 651 4411/2

Or Email:

Golf Director: This email address is being protected from spambots. You need JavaScript enabled to view it.

Support Manager: This email address is being protected from spambots. You need JavaScript enabled to view it.

Admin Office / Accounts Department: This email address is being protected from spambots. You need JavaScript enabled to view it. / This email address is being protected from spambots. You need JavaScript enabled to view it.

 

Services Golf Club would like to assist you in making this day a pleasurable and memorable one. The costs listed above are subject to change at the discretion of the Services Golf Club Committee.


DRESS REGULATIONS SERVICES GOLF CLUB

Any community dislikes to be compelled by rules, especially if its members consider themselves cultured. A golf club is measured by its standards and one of the most important is its dress code. We would like to be casually dressed, but the following rules are considered essential and are applicable to all members, visitors and guests of players.

ITEM

DESCRIPTION

LADIES BAR / HALL

HACKERS BAR

LAPA

ON THE COURSE (PLAYER)

 
 
 

SOCKS

Short sport socks with shorts

û

ü

ü

ü

ü

 

Ankle length short socks with shorts (secret socks)

û

ü

ü

ü

 
 

Long golf stockings with shorts

û

ü

ü

ü

ü

 

Rugby socks

û

û

û

û

û

 

FOOTWEAR

Sockless footwear (excluding slip slops and thongs)

û

û

ü

û

 
 

Golf shoes with soft spikes

û

ü

ü

ü

ü

 

Formal shoes

ü

ü

ü

û

ü

 

Athletic shoes

ü

ü

ü

ü

ü

 

Barefoot

û

û

û

û

û

 

SHIRTS

Collarless shirts tucked in/loose

û

ü

ü

û

ü

 

T-Shirt tucked in/loose

û

ü

ü

û

ü

 

Vests and sleeveless shirts

û

û

û

û

û

 

Mock golf shirts

ü

ü

ü

ü

ü

 

Shirts with collar not tucked in

û

ü

ü

û

ü

 

SHORTS

Drawstring Bermuda-type shorts

û

û

ü

û

ü

 

PT, mini, rugby or athletic type shorts and ski pants

û

û

û

û

 
 

Golf shorts (with belt, pockets and zip) not lower than knee cap

ü

ü

ü

û

 
 

Golf shorts (with belt, pockets and zip) not lower than knee cap

û

ü

ü

ü

 
 

PANTS

Pants with belt, pockets and zip

ü

ü

ü

ü

ü

 

Jeans/Denims of any color

ü

ü

ü

û

ü

 

ANY MEMBER, VISITOR OR GUEST OR A PLAYER NOT ADHERING TO THIS DRESS CODE WILL BE REQUESTED TO LEAVE THE PREMISES THE DECISION OF MANAGEMENT ON DRESS REGULATIONS IS FINAL

 

""In 1967 a committee was formed and a memorandum proposed which was later approved by the minister of defence and in 1969 Services Country Club came into existence."

Services GC