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PDGA sanctioning
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Before the competition
If you will PDGA sanction your event, fill out the document "PDGA International sanctioning agreement" which you will find
on www.pdga-europe.com.
In this document you will see what you need to include from the organizer's perspective, and how much it cost to sanction the event.
In the same time you should verify that the competition course is registered in the PDGA course directory
since you will need to refer to this course when you create the final report after the event.
When the sanctioning agreement is completed, email it to your PDGA country representative. You should find this contact information in the sanctioning agreement.
The country representative will forward the agreement to PDGA.
PDGA's Tour Calendar
It is wise to send the sanctioning agreement as quickly as possible since this means that the event will be shown in the PDGA Tour Calendar.
Remember that many players plan their competitions and travels well in advance, so the earlier your event will be displayed in the calendars, the better.
Before you chose which type of sanctioning you will apply for, read the document "Guide to PDGA Europe and PDGA EuroTour" on
pdga-europe.com.
In this document you will see what the differences are between the sanctionings. Note that there are differences between
a EuroTour and a EuroChallenge event. Both EuroTour and EuroChallenge have A and B tier (but with different requirements)
and EuroChallenge also have C tier. Competitions on the Swedish National Tour often are EuroChallenge B tier, smaller one day events are usually
EuroChallenge C tier.
The Excel sheet economy_eng.xls has been developed to assist
both with the event's economy and the payout tables that should be used in PDGA sanctioned events on
EuroChallenge tour. Fill out the yellow fields and the remaining will be generated automatically. The Excel sheet
PDGA-payout.xls exists for the TD who only needs help to create a correct payout table.
During the competition
To register the round results online on PDGA during the event isn't necessary, but since it is positive to publish the results online as soon as possible
it requires very little extra effort to also/instead publish the results on PDGA. If you report the results on PDGA the rounds will receive preliminary ratings
which many players appreciate.
When PDGA have processed your initial request for PDGA sanctioning you will receive an email response from PDGA. This email is an acknowledgement that your event
is added to the PDGA Tour Calendar. The email also contains the login credentials you should use when administrating the event and when you upload the round results
(if you chose to do so). If you don't receive this email, contact the PDGA Tour Manager which is listed on
http://www.pdga.com/contact.
To handle the results in a spread sheet application like Excel is a good idea. Excel can save your results as HTML (if you want to publish or archive the results internally),
but a correct designed Excel sheet can also easily transfer the results to PDGA.
When you create your Excel sheet, verify that you have the following columns:
– PDGA number,
– given name,
– surname,
– division,
– round result (one column per round/final), and
– prize money (in US Dollar).
Chose column headings
Note that the first and last names are two separate columns. You can include more columns if you want to, but add any extra columns after the ones listed here.
If you have the columns listed here next to each other it will be enough to mark these columns in Excel, copy them, and paste them directly into PDGA. I will take less
than a minute to update PDGA with your results.
The divisions are abbreviated with 3 characters. The abbreviations and what they represent are found in the TD report which is discussed under the next section.
When you login to PDGA, first register a course layout for every course layout you've played. Mostly this will be one course layout for the rounds,
another course layout for the semi finals, and perhaps a third for the finals. When the course layouts are registrated, copy the results from Excel and paste them into
PDGA and you will see the image to the right. Here you will chose the correct headings for your Excel sheet and thereafter upload the results.
Change layout for the finals
Don't forget to click on Rating and then on Finals. Here you will change the course layout for the finals (if it differs). If you don't change this
course layout the results might look strange. Perhaps your 18 hole course have a par of 54 while your 9 hole final course have par 27. If you don't change the
course layout for the final a player who played the final in 30 throws will have played this on -24 instead of +3.
After the competition
After the event the competition should be reported with more details. The Excel sheet you now should use is entitled "PDGA TD Report form"
and this is also found on pdga-europe.com. Events
that are B and C Tier have one month to submit the TD report, but don't wait to long. If you wait you will risk to miss the next
rating update on PDGA which means the players will have to wait a couple of months extra before their rating is affected by your event.
You can see when the nexat raing update occur on www.pdga.com/faq/ratings/when-updated.
The first tab in the report — Instructions — contains directions on how to fill out the report. Under the section Reporting to PDGA
you'll find the email addresses the completed TD report should be emailed to
Also the TD report is easier to fill out if you used the columns listed above. In this case you can copy the results to this spread sheet and remove the extra work of
registrating the results again. In the TD report you'll also find the three letter abbreviations you should use to represent the different divisions, such as
open (MPO), female (FPO), etc — the same abbreviations should be used when you report the results online to PDGA.
TD report
Regarding the TD report, start by filling out the results (the Scores tab) including the prize money.
When the results are done, move to the first tab —Cover — where you register the entry fee and some other information.
Last fill out the tabs Pro.Payout and Am.Jr.Payout. Specify how many of the players that received prize money, for example 25 %.
It's not that usual that smaller events have sponsor money that is paid as prize money, it's more usual that the club has had expenses for pens, score cards, and rents.
If this is the case, specify the total sum of expenses as a negative amount in the field "Enter Added Cash (or deduction) here".
If you on the other hand include extra prize money (money that did not come from the entry fees), specify a positive amount. The TD report will in this case include
this amount in the total sum of the prize money before the suggested payout table is presented. The Excel sheet
economy_eng.xls mentioned above provides more help in this matter.
Finally we have the tab Event Info where you register information regarding the course and competition, this is the information which is used for calculating the final rating
the players will receive in this competition. If you move your mouse over the column headings you will see help regarding what should be registered. Before you register this you course
should be registered in PDGA course directory. You should also enter how long the course is and if these values are measured or estimated.
When you've registered the courses you've played and the divisions that played the courses some easy questions will follow. For example you should write if any places were determined by
sudden death — the first place in PDGA sanctioned events must never be tied, sudden death must always be played to determine the winner if the first place is shared after the final.
The heading Conditions also is relevant — if one of the rounds had a lot of wind you should mention this. The rating system on PDGA will then treat this round separately and
avoid comparing these results with the other rounds.
/Jonas Grundén
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Adds
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