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.
In order to make this process run smoothly, we have created a list of helpful tips in making sure your event runs smoothly.
Please let me know if you have suggestions, tips, or questions and I will continue to improve this document! (pegconleygg@gmail.com)
Keep it simple and 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.
Some events are theme-based. Themed events can be easier to plan, fun, and tend to get more members involved. Be as creative as you want without creating complexity for yourself, the host. It is all about having fun!
There is no right or wrong way to host an event.
Pick your event
Hosts are needed for tennis, paddle, pickleball, junior events, pool or social events.
Contact the appropriate committee to inform them of your interest to host. Committee member names are found on field-club.com/club information/Field Club committees or by using this link.
The committee will help you by confirming the date (based on other events that may be happening).
Once the date is confirmed, inform the tennis pro’s or pool staff. They can assist you with specifics you may need to know, provide advice, and answer many questions.
Reserve your courts and order / obtain balls.
Advertise your 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:
- FieldClub411@gmail.com. This will make sure that your event will be added to the Baseline Buzz and will be set up in EZFacility for online signups.
- Peg Conley (pegconleygg@gmail.com) to add to the Field Club website.
- Rick Plaut (rickplaut@gmail.com) to add to the Field Club Facebook page. You can also do this yourself.
- Create a poster with information and for signup. Hang near the location (pool, courts, paddle hut).
In your advertisement, inform Field Club members of:
- Event name and theme
- Date/time. If applicable, the rain date.
- Location
- Target audience (adults only or children’s ages)
- If there are requirements to sign up or a limit on the numbers who can attend (e.g., all levels welcome)
- Deadline for sign-ups
- Specifics – what they need to bring
- Your contact information in case there are any questions
Monitor signups
There are several ways to figure out who has signed up for your event online through EZFacility.
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).
For larger events (e.g., The Davis Cup), hosts will be granted access to EZFacility.
For Junior tennis, junior tennis pros have access and can help update the paper sign up sheet everyday or every other day for evening tennis events. This helps drum up interest.
You should add the names of those who signed up online to your poster signup sheet to stir up interest for your event.
If you need a list of people who signed up online and cannot connect with the committee chairs or any board member, email FieldClub411@gmail.com and a list will be provided to you.
Set up your event
This is up to you. You may want to ask the committee or your friends for advice and help.
If you need extra tables and chairs, notify Dan (dhandzelgm@gmail.com) at least one week in advance.
Double-check that the courts are booked (for tennis, paddle, pickle) and pool / tennis staff are informed.
If you need to pay for anything in advance of the event, provide invoices to Dan Handzel by leaving him a detailed note with the event name, event date, invoice amounts, and your contact information. Alcohol is byob and the club cannot reimburse for alcohol.
Put this note with copies of the invoices in Dan’s inbox which is posted by his office door in the tennis pro shop (during the summer). During paddle season, you can email them to dhandzelgm@gmail.com.
Please do not hand Dan loose or random receipts while he is working at the club. When emailing Dan, he still needs hard copies of the invoices which can be mailed to:
Dan Hansel
Field Club of Longmeadow
PO Box 444
East Longmeadow, MA 01028
Running the event
Have fun!
Refer to the Guidebook for rules about hosting events with children. When in doubt, ask the committee or staff for advice.
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.
After the event – Billing
Being organized makes Dan’s life easier! Dan determines the member cost of events based on all costs and takes care of billing through EZFacility.
If you have items to be reimbursed for or bills for the FC to pay, please get to Dan in an organized fashion all at one time. It is very important to get receipts to Dan within 7 days after the event.
Dan needs to know the event name, date, and the list of all people attending. As hosts, you will not be charged.
During the summer season, leave paper copies in Dan’s inbox which is posted by his office door in the tennis pro shop. During paddle season, you can email them to dhandzelgm@gmail.com.
Do not hand Dan loose or random receipts while he is working at the club.
When emailing Dan, he still needs hard copies of the invoices which can be mailed to:
Dan Hansel
Field Club of Longmeadow
PO Box 444
East Longmeadow, MA 01028
The final guest list must also accompany all receipts.
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.
It is a really great gesture to send a recap of the event and pictures to fieldclub411@gmail.com, Peg Conley (pegconleygg@gmail.com) 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!