Thank you for agreeing to host a Field Club event! Our club is fortunate to have so many members willing to pitch in to coordinate events, tournaments, and parties.
If you haven’t already confirmed your event with the Board or Committee chairs please contact Field Club Board Members and Committee Chairs
Keep it simple and follow these steps to have a successful event!
Fill out this Form to have your event listed on EZ. Your event will show up on the EZ schedule for 1 month leading up to the event.
Important! Decide how you would like members to sign up. They can sign up on EZ only or on the Board at the club NOT BOTH. Review the Sign up guidelines HERE NOTE: whether you plan to have members sign up on EZ or at the board always provide a contact for members to sign up directly with you or Field Club staff.
Advertise your event at least 2 weeks before the event
Advertise your event as soon as possible, but at least 2 weeks before the event. The earlier the better! Publicize the event by contacting the following people:
- Email Maureen Posner (moposner@comcast.net) to add your event to the Baseline Buzz and Field Club website.
- Email Rick Plaut (rickplaut@gmail.com) to add your event to the Field Club Facebook page.
Create a poster with information. Hang near the location of the event (pool, tennis courts, or paddle hut). If you have questions about the tennis board, Jenna Goodman is helping set this up (jennag98@gmail.com)
Provide Event Details
Monitor signups
If you have chosen to have EZ only sign ups The committee chairs have access to EZFacility and can send you a list of people who have signed up online. They can also send emails when needed to the targeted audience (for reminders, rain dates, etc). You can also email FieldClub411@gmail.com and a list will be provided to you. If you are doing paper only sign ups you can call the staff to add names that come to you via email.
Set up and run your event
- For Tennis/Paddle events please remember to Tennis Reservation Link
- For Pool events please stop in to discuss your plans with the lifeguards.
- For all events please keep the GM in the loop by emailing Scott at fieldclubgm@gmail.com . Scott can assist you with event details such as providing tables, extra trash cans and access to refrigeration. And More! The FC staff is here to help.
IMPORTANT – The Field Club is not insured to serve alcohol. Therefore, events can not be advertised as such, but members can bring their own. The Field Club, which includes its agents, officers, and employees, does not purchase, supply, distribute or serve alcoholic beverages of any kind whatsoever at functions or events. Any use of alcohol by members or guests of members on club premises is at the peril of the member, and the member will be solely responsible for any actions attributed to the use of such beverages.
Bill for your event and get reimbursed for your expenses
Please provide all event billing details together at 1 time to the GM Scott Bombardier fieldclubgm@gmail.com within 7 days of the event. ( In season paperwork can be left in his mailbox at the pro shop)
Please include the following information: the event name, event date, invoice amounts, your contact information and a final list of all who attended so they can be billed through EZfacility.
As is stated in the Guidebook, Members who sign up for a function and fail to attend, will be billed unless 24 hours notice is given. As host, you will not be charged for the event.
IMPORTANT – Alcohol is BYOB and the club cannot reimburse for alcohol.
Please do not hand Scott loose or random receipts while he is working at the club. When emailing Scott, he still needs hard copies of the invoices which can be mailed to: Scott Bombardier
Field Club of Longmeadow
PO Box 444
East Longmeadow, MA 01028
HAVE FUN!
You are not in this alone. Rely on other members, past hosts, and the committee for tips on making your event as enjoyable and stress free as possible.
It is a really great gesture to send a recap of the event and pictures to fieldclub411@gmail.com, Maureen Posner (moposner@comcast.net) and Rick Plaut (rickplaut@gmail.com) so that it can be added to the Baseline Buzz, website and Facebook page.
The board is encouraging members who have hosted in the past to continue to do so and ask a newer member to co-chair with you so that we can continue the tradition of member chairs at all of our FC events.
Thank you for volunteering! Your actions help make the Field Club a fun, welcoming, and social place!