(Note: Only change from 2010 is the addition of last Guideline headed “Under 16) revised : 9/17//2011
Scheduling Conflict - If you are unable to serve on the day assigned, please swap. Find another player on the list and record the change on the sheet in the Club House. If you cannot find a substitute, contact a member of the Open Tennis Committee (see page 2).
Weather Conditions - If doubtful, call the Clubhouse an hour before starting time to find out if the courts will be open for play. The head groundskeeper makes this determination and the Clubhouse will let you know if courts are open. All players are expected to check with Clubhouse on their own.
Arrival Time - Be at the courts early (at least 15 minutes) to register players in the order they arrive. Remember, only the first 24 are guaranteed playing time.
When you Arrive at the Club - Get the Open Tennis materials from the Clubhouse including: three containers of tennis balls, the ICC Open Tennis Worksheet, pencils (with eraser), and the horn. Then start to register players on the Worksheet. Afternoon Open Tennis is from 2:00 to 5:00. Morning Open Tennis is from 9:00 to 12:00 and must end by 12:00 as courts are watered from 12:00 to 1:00.
Register Players in Order of Arrival - Register players in order of arrival on the Worksheet - particularly important in July and August when the number of players may exceed the 24 maximum. Ask if a player is leaving early and, if so, note the likely time on the Worksheet. The first 24 are guaranteed playing time – normally 1 ½ hours. Later arrivals may only play if one or more of the original 24 depart early. Please include last names. Reminder: only flat soled tennis shoes should be worn on the courts.
Player Sign In - All players (including Members) must sign in at Club House before playing. Coordinators should determine that each player is either an ICC member or shows a visitor’s card indicating payment of the Open Tennis fee for that day. Circle M (for Member) or G (for Guest) on the Sign In Worksheet
Managing Many Players – With 24 players, this permits each player 1 ½ hours of court time. With 18 players each should normally get two hours of court time. If the number is between 18 and 24, try to give earlier arrivals preference to play the extra half hour.
Assigning Matches – Aim for balance in assigning foursomes. Pairings based simply upon order of arrival will rarely accomplish this objective. Balance players with different skill levels in some matches and players with equal skill levels in others. When you have a large group of players, to achieve balance it is sometimes necessary to have someone sit out for 60 rather than 30 minutes. (This will often happen when you schedule players from the first twelve to play with players from the second twelve). Explain your reason in advance. Strive for excellence: not perfection.
Worksheet Scheduling Tips . When you sign in players indicate any likely early departures on the Worksheet. As play progresses, it can also help to enter a hash mark in the “# of sessions” column (far right of Worksheet) so you can more easily track the total court time of each player. Though not a rule, in general, the first twelve should play first in order to accommodate any who arrive early because they want to leave early. Also, even with small groups, please complete the Worksheet and turn it in at Clubhouse: the Tennis Committee will use the attendance stats for its planning.
Friday 2:00 to 5:00 Open Tennis in August . This is a smaller version (for now, only courts #2 and #3 and a maximum of 16 players) of Sunday and Wednesday Open Tennis.
May and October Ad Hoc Coordination - In mid May and all of October, no Coordinators are assigned. Instead, players organize their own matches. The first player to show up should take over and others assist if asked. With small groups, it can make sense to plan matches longer than 30 min.
Tip for First-time Coordinators - If this is your first time, the best way to learn how to coordinate a session of Open Tennis is observe another Coordinator player before your first assignment. And you can ask a member of the Open Tennis Committee or any other long time player to assist you. If possible first time Coordinators are assigned for June and Sept when turnout is smaller. Or to Friday PM Open Tennis
Worksheet Schedule Methods. There are two methods. The “Simple Method” is to enter in the appropriate column two sets of partners, one set indicated with two A’s and the other set with two B’s. For example, in the “Simple Method” (see below) Roger and Serena are paired to take on Venus and Rafael. In the second more “Advanced Method” instead of entering two A’s and two B’s enter the signup number initially assigned to the other partner. For example (see below) Roger #1, the first to sign in is matched with Serena #3 the third player to be signed in and she, in turn, is matched with Roger.
OPEN TENNIS WORKSHEET