Procedures and conditions of competitions for all members

Competition Rules - Sherborne Golf Club
Procedures and conditions of competitions for all members
1) All competitions must be played in accordance with the R&A Rules and Sherborne Golf Club local rules and competitions terms & conditions in force at the time of the competition.
2) All entrants must be fully paid-up members of Sherborne Golf Club and have a WHS Handicap Index (HI) and:
a)   5-day members may enter weekend competitions, if a green fee is paid.  11-hole members may enter an 18-hole competition if the relevant ‘top-up’ green fee is paid.
b)   FLEX and 11-hole members may not enter or play in knockout competitions, scratch competitions, or any competition where the winner's name will appear on the club honours boards. Neither may FLEX nor 11-hole members represent the club in team or other competitions.
c)   Members are not eligible to win any acceptable score (i.e. acceptable for handicap) competition or enter knock out competitions unless they have a HI.  
As a condition of entry to all knockout and honours board competitions players must have completed and submitted at least 144 holes of acceptable scores in the 12 months preceding the published closing date for entries, of which a minimum of 72 holes must be in competition stroke play (medal, bogey or Stableford).
The balance may be acceptable casual rounds, and any combination of 9- and 18-hole scores.   
Acceptable scores achieved at away clubs, including overseas, will count if they appear in a player’s WHS record.
See handicap notice board or club website for details on submitting pre-registered acceptable score general play cards.   Note that scores should be entered on a PSI unit or via the app by 23:59 on the day of play.
d)   For all other competitions there is no minimum number of acceptable score holes required to enter. However, to be eligible to win the competition and/or any monetary or other prize or trophy associated with it, a player must meet the criteria for acceptable score holes specified in rule 2c, above.  In the event of a prize winner being ineligible the prize will be awarded to the next highest finisher.  In the case of a team competition, if any member of the team is ineligible to win a prize, then the team may compete but may not win a prize.
e)   The requirements of c) and d) above do not apply to scratch competitions.
3)   No member may enter a club competition after the published closing date, except at the discretion of the organiser, if there is a place available.   Also, in pairs or team competitions a player may be replaced before the pair or team has played in any part of the competition.
4)   In all men’s stroke play and knockout competitions, no more than one junior player may enter and play in the same start time and no more than one player with a HI of above 28.0 may play in the same start time.
5)   Providing there is no course ban in place, trolleys and motorised buggies may be used in any club competition unless prohibited by the individual competition’s rules. Where Motorised buggies of any sort are prohibited for an individual club competition, an exception will be made for players with a disability (see item 6), below and exemption MAY be granted for a temporary special need/injury.  See the club’s Buggy Policy for full details and the process to follow to obtain an exemption.  
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If a trolley and/or buggy ban is in force at the start of the competition, then the ban will remain in force throughout the competition for that day.
Caddies may be used at any time, unless prohibited by an individual competition’s rules.
6)   Golfers with disabilities:
Sherborne Golf Club has adopted the R&A policy and modified rules to enable golfers with disabilities to play in competitions. These can be viewed on the R&A website here https://www.randa.org/en/rog/committee-procedures/5#5d  and here https://www.randa.org/en/rog/the-rules-of-golf/rule-25
7)   The following instances WILL NOT count as an acceptable score for handicap purposes.
a) Cancellation of a competition by the committee, unless a player has completed 10 holes or more.
b) Any competition score when the course is not acceptable for handicap (e.g. too many temporary greens).
c) When a player has failed to sign in for a general play round or competition in accordance with the procedures set by England Golf, due to lack of funds or any other reason, unless this is due to a club technical issue.
d) When a player has played in a Texas Scramble or other team competition of 3 or more players (e.g. Bowmaker).
8)   For both stroke play and match play competitions, in the case of a tie, the following procedure will apply:
a) In the event of a tie for first place in any stroke play scratch competition; those tied will play a further three extra holes stroke play (14th, 15th & 18th) thereafter – sudden death down 14th, 15th, and 18th holes until a result is achieved.
b) In any other competition, in the event of a tie, first, second and third places will be decided by a count back over the last 9, 6, 3, 2 and 1 holes, in that order. If a tie still exists, count back will be as above, over the first 9 holes.
c) In a match play competition, any match that is all square on completion of the final hole will continue on a sudden death basis starting at the 1st until a result is achieved.
9)   Any dispute regarding a competition is to be made in writing to the appropriate section committee as soon as possible, and no later than 3 days after the publication of the results of the competition.

10)   If an alternate day is offered for entry into a competition, scores will be combined with those of the main day to produce results.  In accordance with EG Guidelines, an alternate day will be given as much importance as the main day and as such, where possible, will be rearranged if the course is not available for play (e.g. course closed or not acceptable for handicap) on the alternate day. This may result in the alternate day being played after the main day.
When a weekend alternate day is offered, players may compete on either the Saturday or Sunday preceding the main competition day. However, if the course is not available for the entire weekend, another alternate day will be arranged if possible.  Players may only enter a competition once.
11)   Stroke Play Competitions:
a) Medals and Stablefords are stroke play competitions, taking place throughout the year. Competition play will normally be in groups of three players.
b) Competitions will generally be split into handicap divisions for the allocation of prizes. These will be specified dependent upon the format and structure of the competition (but usually playing handicap).
Winning of any trophy will be dependent on rules and handicap restrictions of the individual competition (see notices and rule 3 above).
c) Competition booking will generally be available 14 days prior to the date of the competition via the PSI Terminal in the foyer or the SGC Members Hub (SGC/HDID Website or Mobile Phone App), where details of the date, time, format and entry fee will appear. Competitors must enter their name alongside the tee time they wish to book. Unless otherwise stated, entry to the competition outside booked tee times is permitted (on the same day).
Generally, the midweek Stableford competitions and the alternate day competitions have no tee closure.
d) Medal, Stableford, Par/Bogey and knockout competitions must always start from the 1st tee (unless otherwise stated on start sheet/competition terms).
e) Entry fees for competitions are usually paid at sign in (either using a PSI terminal or Mobile Scoring App) and the fees (e.g. entry fees, and 2spots) are deducted from the player’s Club Card Account. Occasionally fees will be taken on sign up/booking - see each competition notices which will show full conditions of entry and payment.
f) Prior to commencement of play, all competitors must sign in for the competition using either one of the PSI terminals or the Mobile Scoring App/HowDidIDo. Failure to sign in prior to commencement of play will result in the player having no score for the competition. In team competitions one team member must sign in the team as above. Pro shop staff will not sign in players to competitions except in the case of failure of the PSI terminals and Mobile Scoring App/HowDidIDo.
 
g) Failure by any entrant to appear who has been allocated a tee time for a competition will result in the forfeiture of any entry fees if already paid and may result in the player being excluded from future competitions, as per item i) below, if they have not removed their name from the tee sheet prior to their tee time.  
Entering a competition or being named in a draw or booking system is not in itself pre-registration. Registration must be confirmed on the day itself in the manner prescribed by the Club/Competition Committee.
h) In accordance with Rule 3.3b of the Rules of Golf, players shall ensure that their gross scores for each hole are correctly marked on their scorecard, and that the card is signed by both the player and marker.   In the case of a team competition (3 or more players), two of the team should check and agree the gross scores achieved on each hole before both sign the scorecard and submit it.  
In addition, to assist with the smooth and timely processing of competition results, the committee requests that the player also marks on the scorecard the following details:
• His or her name
• The name of their marker
• The competition name and the date
• Players should also indicate which tee has been used
Non-compliance with these rules may result in the player receiving a reminder of the requirements.  Subsequent instances of non-compliance may result in the suspension of the player from the next competition.

i) Score cards must be correctly completed and returned with the scores entered via the computer terminal in the clubhouse foyer or mobile scoring app as soon as possible after completion of the round.  Failure to submit the scorecard in a timely manner may results in disqualification.  The scorecard is to be deposited in the competition box or as directed.
j) Results of competitions and 2-spot sweeps will be posted on the notice boards, with details of the prizes awarded.
12)   Knockout Competitions:
a) Entry fees for knock out competitions must be paid on entry. A failure to pay the fee by the due date will result in no entry.
b) Once the draw has been made and published, any alterations to the draw sheet can only be made by a member of the Competition Committee.
c) Arranging Games  
i. It is the responsibility of both players/pairs to arrange a mutually convenient date for the match. Both players/pairs are responsible for offering their opponents at least 3 dates.
ii. Players must ensure that their contact details are available on the ClubV1 members’ hub to facilitate timely contact. Failure to do so will result in immediate removal from the competition.
iii. If one or other of the players/pairs has difficulty in arranging a mutually agreed date, the competition organiser must be contacted. If neither party has contacted the organiser and the play by date has passed, both/all players will be disqualified.
iv. There will be no extensions to published dates/times, however the section competition committee reserves the right to extend the published play-by dates for the competition as a whole, should extenuating circumstances arise.
v. If you know that you cannot play in the subsequent round, you must concede the match.
vi. If, having agreed a date to play a match, one player/pair is unable to fulfil the fixture and an alternative date cannot be agreed with their opponent(s), then the player/pair unable to play on the agreed date must concede the match.
vii. If a player or one of a pair has left the club or become ineligible or unable to play by the play-by date, then the remaining opposing player/pair will be declared the winner/s, regardless of which round is being contested (semi-finals and finals are included).  But for a semi-final or final match, in the case of injury, the section competition committee reserves the right to extend the published play-by date/s within a reasonable time frame, if considered appropriate.

Effective March 2026

Occasionally Sherborne Golf Club will suffer from adverse weather and/or poor visibility. Therefore it is prudent to have an Adverse Weather Policy to ensure that members, visitors and staff alike are kept safe from harm.

Adverse weather and limited visibility occasionally impact Sherborne Golf Club. To protect the safety of members, visitors, and staff, this policy outlines how to manage such conditions. This Policy applies to general play, friendly rounds, and competitions.
General Approach
The Head Green Keeper and Club Management aim to keep the course open as long as it’s safe. This policy details procedures for closing the course or restricting access during extreme weather.
Extreme Weather defined as:- heavy rain, snow, ice, strong winds, thunder or lightning, or fog (or any adverse weather event identified by Head Greenkeeper or Operations Manager).
Restricted Access defined as:-  denying buggy use completely, only allowing buggies using the 90 degree rule, denying trolley use (confining players to carrying their clubs) or specific hole closure.
Decision-Making Authority - The decision to close the course or suspend play only rests with:-
• Head or Deputy Greenkeeper or
• Operations Manager

and in their absence:-
• Pro Shop staff on duty
Safety is the top priority. Only qualified staff can assess course conditions—club members, including committee or board members, may not make this call.
Key Assessment Factors include:
• Visible areas of flooding on the course
• Slippery surfaces underfoot
• Weather warnings (e.g., red alerts, lightning)
• Poor visibility
Visibility Standards - Play is only allowed when players can:
• Clearly see the straight line of fir trees on the right side of fairway from the 1st tee (approximately 150 yards from the centre of the 1st geeen)
• Clearly see the fairway bunker on the 12th hole from the 12th tee (200 yards)
Players always have responsibility to never hit the ball farther than where they can clearly see it land.

Competition Golf and team matches
Course conditions and/or visibility to determine whether play can start or continue will be assessed jointly by:-
• Head or Deputy Greenkeeper
• Operations Manager
and in their absence:-
• Pro Shop staff on duty
In all cases consulting with Competition organisers
Protocol and communication to competitors following suspension of play prior to or after competition has started:-
• Inspection of conditions reviewed and communicated every 15 minutes to participants in the competition.  
• If Extreme Weather results in a cumulative delay of play for over 1 hour, the competition will be abandoned and decision communicated to participants in the competition.
• If Extreme Weather has ceased and the course is deemed safe to play following review of all Key Assessment Factors (i.e. fog has cleared meeting Visibility standards detailed on page1), decision to start or resume play will be communicated and players get at least 10 minutes to prepare before starting.

Friendly Golf
Course conditions and/or visibility to determine whether play can start or continue will be assessed jointly by:-
• Head or Deputy Greenkeeper and/or Operations Manager
and in their absence:-
• Pro Shop staff
If no tee bookings exist, affected players may be rescheduled later in the day subject to remaining daylight hours.
If bookings do exist:
• Pro-shop should inform golfers of total time delay
• Waiting players must yield to those with reservations.
• Management will coordinate with reservation holders to accommodate as many players as possible. However if this is not possible waiting golfers may not be able to start.
• Players are allowed at least 10 minutes to prepare once conditions improve and course opened.

Responsibilities
Management & Pro Shop Staff
• Prioritize safety to members, visitors and staff at all times.
• Use correct “course closed “signage at entrance of club and close the gate to the 1st tee and ensure “course closed” sign in place. Update ClubV1 and the club website when closing or restricting access to the course (next course inspection must always be updated) .
• Close the course when visibility falls below 200 yards.
• Impose Restricted Access where players or the condition of the course are at risk. Update the “course” status on ClubV1 when any restrictions are in place which will also update the club website.  
• Keep golfers informed with updates and inspection timings (every 15 minutes).
• Give players at least 10 minutes to prepare before resuming play.
• Resume play or relax restrictions as soon as safe and feasible. Update the “course status” section of ClubV1 when restrictions removed to ensure ClubV1 and the club website.  
• Maintain original tee order as closely as possible.
• Work with groups holding reservations to adjust tee times.
• Abandon competitions if cumulative delays exceed 1 hour. Inform all players that competition is abandoned and update ClubV1 “course status” so other players who may not have started are aware.

Members & Visitors
• Listen to and follow management’s instructions.
• Be ready to play when called.
• Notify the Pro Shop if unable to wait.
• Stop play immediately if Visibility Standards are not met (e.g., can’t see 200 yards).
• Don’t hit the ball beyond visible range.
• Accept decisions not to play if informed by staff.

Greenkeeping Staff
• Ensure personal safety and wear required protective gear.
• Guide and instruct golfers on their responsibilities to ensure everyone’s safety.
• Update phone messages and club website and ClubV1 platforms with current conditions.

Suspending Play
If no one is on the course during suspension, a notice will be posted at the club entrance.
If course conditions or visibility become restrictive or limited on any part of the course, it is the individual responsibility of all golfers to cease play and report the condition as soon as practical to a club official.

When players are on the course and conditions deteriorate such that in the opinion of an authorised club official play should be suspended, such action will be taken under rule 5.7 “Stopping Play; Resuming Play”.

Suspension Signals (Model Local Rule J-1) are as follows:-
• One long siren: Stop immediately and leave the course and return to the clubhouse(dangerous situation). In these instances, after the siren has been blown a  member of the club team should go round the course in a buggy to ensure that all players have heard the siren and have returned to the clubhouse or are on their way back to the clubhouse.   
• Two  short sirens: General suspension, players should remain on the course and await a further update
• Three short sirens: Resume play  - Players should resume play when they hear 3 sirens but only if you consider it safe to do so. After the siren has blown 3 times for play to resume a member of the club team should get a buggy and go round the course to ensure all players have heard the siren and have resumed play again.   
Play must not continue during suspension and may only resume when declared safe by club officials.
Contact Information
1. Ed Stahl – Head Greenkeeper
2. Paul Clarkson – Deputy Head Greenkeeper
3. Wes Caines – Operations Manager
4. Nigel Cornell – Men’s Competition Organiser
5. Claire Woolley – Ladies’ Competition Organiser
6. Richard Jones – Men’s Seniors’ Competition Organiser

Policy Last Updated: February 2026