Preseason League Checklist: Roster, Rules Sheet and Tee Times

Sixty days out: confirm the tee sheet block, the league rate and the cart count

Every smooth league season starts with a locked-in tee sheet. Start by confirming your block with the course manager. Put your full season on the calendar, including any holidays or blackout dates where the club cannot support play. Most municipal courses need this confirmation at least two months out, especially if your league plays on busy afternoons or evenings.

Once the dates are secure, negotiate the league green fee and any cart package. Be clear about whether the rate includes sales tax, range balls, or food and beverage minimums. Nail down how many carts you expect to need for typical weekly turnout, and set a system for releasing unused carts back to the course staff. Overestimating leads to wasted resources; underestimating means players may walk or double up unexpectedly. A written confirmation from the course, even just an email, saves headaches later.

• Reserve the exact number of tee times needed for your league size.
• Get the agreed rate in writing, noting any deposit or payment schedule.
• Clarify the process for adding or dropping tee times due to fluctuating attendance.

Keep reading: Tee Sheet Math: Intervals, Shotgun Capacity and Daylight Windows

Club licensing, the handicap committee roster and score posting access

Most club leagues operate under a state or regional golf association, which requires an active club license or registration. Double-check your club status with the association well before opening registration. If your league is not registered, new members may not be eligible for handicap tracking or certain events.

You will also need to update the names and contact info of the current handicap committee. Typically, this is three to five members who review scores, approve new handicaps, and handle disputes. Confirm everyone's willingness to serve, and make sure they understand the responsibility. Some leagues rotate the committee each season; others stick with a core group year-round.

Set up digital or paper score posting access for all league players. Most associations offer an online portal for this purpose. Decide whether players will post their own scores, or if the committee will handle entry from the weekly results. Make sure at least one backup person has logins and instructions in case the main contact is unavailable. This prevents missed postings and keeps handicaps current throughout the season.

The local rules sheet: out of bounds, preferred lies, cart paths and pace policy

The league rules sheet is the backbone of a fair, consistent season. Begin by listing every local rule that will affect play. This includes all out of bounds markers, how to handle lost balls, and any preferred lies or "winter rules" you will use for poor turf conditions. The rules must match both the course's posted policies and the realities of your players' skill levels.

Mark all cart path only holes, drop zones, and ground under repair on your rules sheet. If the course makes last-minute changes due to weather, communicate updates before every round. Spell out the pace-of-play policy, including the expected time per hole or group. Teams that fall behind should know if there are warnings, penalties, or reminders.

• Include definitions: What counts as a lateral hazard, what is out of bounds, and how to proceed after a lost ball?
• Post a clear map or diagram if your course has unusual boundaries.
• List all contact numbers for emergencies or rules questions.

Print or email the rules sheet to every player before the season starts, and keep extras at the starter's table on opening night.

Keep reading: League Night at the Counter: The Hour Before a Shotgun Start

Dues collection, prize fund escrow and the published payout schedule

Financial transparency keeps leagues running smoothly. Set the total dues amount for the season and break out what covers greens fees, prize funds, and any extra costs. Decide if players pay up front or week by week. For larger leagues, consider using an escrow account or a club bank account to hold prize funds separately from general expenses.

Publish the full payout schedule before week one. This should include all weekly prizes, season-long awards, closest-to-the-pin contests, and any side pools. If your league pays out for low gross, low net, or flight winners, note the amounts or percentages for each. This way, players know exactly where their money goes and when to expect returns.

• Collect dues with receipts or a digital record, not cash in an envelope.
• Have a clear refund policy for withdrawals before or during the season.
• Assign one person as treasurer, with a backup, and reconcile funds every month.

Some leagues require members to be paid up before they play for prizes. Communicate this rule early and often to avoid awkward conversations on opening night.

Substitute policy, eligibility and the member packet every new player reads

Most leagues need a substitute policy for absent players. Decide if subs must be registered club members, or if guests may fill in. Set a limit for the number of weeks a team can use a sub, and if scores from non-members count for handicap or prize eligibility. Make substitution rules visible to captains and weekly starters to avoid disputes.

Eligibility covers both player status and prize qualification. Spell out the requirements: minimum rounds played, dues paid up, and any age or residency rules. If your league has playoffs or year-end events, list the cutoff date for qualification and how ties are broken.

The Member Packet

Every new player should receive a packet, digital or paper, with all league essentials. This packet should include:

• Schedule and contact list
• Rules sheet
• Payout schedule and prize fund details
• Substitution and eligibility policy
• Handicap posting instructions
• Lightning and weather protocol

Returning members benefit from an annual refresher, especially if rules or prize funds have changed. The more questions you answer up front, the fewer surprises after the first week.

See how BackNineLive handles this for golf

Weather, lightning protocol and where the make up week lives on the calendar

Bad weather is a fact of life for spring and summer leagues. Post your weather policy before opening day. Will you call off play for rain, standing water, or only for lightning? Who makes the call, and how is it communicated: text, email, or a group chat? Assign at least one backup contact in case the main organizer is out for the night.

Lightning protocol must be clear. Most courses have a horn or siren system, but leagues should have their own plan too. Require players to seek shelter immediately if lightning is seen or thunder is heard. Specify how the round is resumed or if it is canceled. Partial rounds usually do not count for prizes, unless a minimum number of holes is completed. List the minimum on your rules sheet.

The Makeup Week

Always build in at least one makeup week at the end of the regular season. Block it on the course calendar from the start. If you never use it, you can hold a fun night or an extra prize round. If a rainout or lightning delay blows out a week, you will be glad to have a makeup slot ready for league standings or playoffs. Communicate early if you need to use the makeup week so teams can adjust vacation or work schedules.

Week one dry run: pairings, scorecards, starter briefing and the first standings post

Nothing sets the tone like a well-run opening night. A week before, email the final roster and pairings to all players. Assign tee times, carts, and starting holes for shotgun starts. Double-check that new players are paired with veterans who can walk them through the process. Print scorecards in advance, pre-filled with player names, teams, and handicap strokes if possible.

On league night, hold a short starter briefing at the first tee or clubhouse. Cover the rules sheet highlights, pace policy, and any special instructions for the week. Remind players how to return scorecards and where to post or hand in results. Give every team a printed scorecard, a copy of the rules, and emergency contact numbers.

After play, collect all cards and check for missing signatures or unclear scores. Post the results and standings within 24 hours, by email or on a bulletin board. If possible, use a tool that can calculate handicaps, update flights, and publish standings automatically. This saves hours of work and reduces disputes. Many leagues now rely on digital tools designed for golf league management, which handle score entry, handicap updates, and weekly results posting as a single workflow. This lets organizers focus on the game, not the paperwork.