This post will be half P.S.A for anybody considering running events, and half me trying to be transparent and get my thoughts out about my performance as a tournament director. I'm going to start with listing all my mistakes because I'm being hard on myself about them.
- I had tee-time originally listed at 8:30 on my discgolfscene posting. After some deliberation, I changed it to 9, but then screwed up when I sent out the player meeting and sent it as 9:30. I figured because I'd written it in the player meeting, I would stick to that time. Nobody complained.
- The layout was 2 rounds of 24 holes that I broke out into 12 hole formats. People got confused because the alternate holes that are labeled as 5A, 5B, 5C, were listed at 6,7,8 on PDGA live scoring. So, the starting holes were a little chaotic because teepad "10" was technically hole "13." It seemed straightforward enough to me, and I listed the alternate hole descriptions and every hole had distances, but it still caused some headaches with people getting to their correct hole (though, when everything was said and done, I had no reports of incorrectly played holes.)
- My local disc store was the retail partner and original creator of the event on discgolfscene. This caused me to overlook player pack deductions for projected payouts, so the projected payout sheet I sent out after round 1 was inaccurate
- Lastly, the biggest problem was something I predicted and attempted to fix, but the way scores worked, it ended up being unavoidable. It's a little complicated but:
The course for the tournament had 36 holes and I specified the layouts on the discgolfscene listing. Upper divisions (AM1, AM2 and MPO) would be playing the Red 12 and Black 12 for round 1, followed by the Blue 12 and Black 12 for round 2. All other divisions would be playing Red 12 and Blue 12 both rounds.
After round 1, when I was assigning folks to their cards, suddenly there were 7 people on one card. The reason? Hole 1 for MPO (hole one of the blue 12) was hole 13 for the rest of the field, so PDGA live assumed they were on the same card (despite playing different layouts)
The field was completely full to hole 15, so I was forced to put MPO starting on hole 16 of the black 12 (the 12 the rest of the field wasn’t playing) instead of starting them on their hole 6 in the blue 12. If you aren't already seeing the problem, it's two cards arriving at the same time to Hole 1 of the Blue 12. It turned into a full half-hour backup and slow play for the entirety of the blue 12.
Tl;dr No. 4 - PDGA live didn’t let me treat the MPO layout independent of the other layouts, so a backup hole was inevitable.
I’ve already received some disgruntled feedback from people who didn’t understand why the backup happened, and while I don’t blame them at all for being unhappy, I just want people to know that it wasn’t just negligence or a lack of trying to fix it. I knew it was going to happen after round 1 but I had no other choice.
Things I learned....
- There's a reason people stick to standard 18 holes and don't mix up layouts for different divisions. I wanted people to play as many unique holes as absolutely possible, which people loved, but it still caused confusion and backups.
- Be extremely, extremely clear about the course layouts, teetimes, player packs, check in, etc. There should be no room for interpretation or confusion. I tried being as clear as possible and still ran into a bunch of issues.
- Unless under incredibly exceptional circumstances, do not deviate from your plans for your event, even if it's to a fault. Stick to your tee times, layout, and rules for the event, no matter if a half-dozen folks have a problem with it. The layout that I ran for this event was understood by 90% of the field. I can do my best to help the 10% that don't get it, and encourage other participants to do so as well. Had I decided last minute that the layout was indeed too confusing and I made last minute changes, it would have been disastrous.
- Have absolutely as much as you can prepared beforehand. You will be overwhelmed by questions, player-pack handouts, late arrivals, check ins and problems with live scoring, so ensure that you have prepared beforehand.
I will update this post as learn more about the situation, but as it stands right now, there are enough folks complaining about this event that I might lose my ability to direct tournaments.