Golf Event Information
The size of the tournament field will determine the starting format for a golf outing. A minimum of 24 golfers is required for a morning shotgun start; while an afternoon shotgun start will require a minimum of 36 golfers. Only groups with 88 or more players will close the golf course to other play. All play will be in groups of four. A maximum number of 128 golfers is recommended to ensure an enjoyable pace of play.
A morning shotgun will begin no later than 8:30 am during the months of May – September. All other months, the shotgun start time will be agreed upon by the Tournament Chairperson, the Golf Course Superintendent and the Director of Golf. Smaller groups will use a reverse shotgun start with the starting holes assigned by the Golf Shop. Regular play will follow the last group off #1 tee.
An afternoon shotgun start time will be agreed upon by the Tournament Chairperson, the Golf Course Superintendent and the Director of Golf. Smaller groups will use a forward shotgun start with the starting holes assigned by the Golf Shop. Regular play will follow the last group off #1 tee.
In the interest of speeding up play, the Director of Golf must approve the event format. It is recommended that a scramble or selected drive format be chosen by the tournament committee.
The greens fee pricing is based upon time of year, the group’s affiliation with McKendree University and the event’s food and beverage purchases from The Hills Golf Club at McKendree University.
Golf carts are mandatory for all outings and are included in the golf fee. For all events, 66 golf carts are available. Any group that requires more than the available number of carts will pay the applicable one day rental fee for additional carts that must be leased. All golf cart operators must be at least 16 years of age and possess a valid driver’s license. Non-golfers will not be permitted to ride with event participants.
Please notify your tournament participants of the dress code for the Golf Club. Male golfers are expected to wear shirts with sleeves; tank tops are not acceptable attire for men. Female golfers may wear shirts with or without sleeves; however halter tops or bathing suits are not permitted. Denim is allowed. Golf shoes with soft spikes or spikeless golf or athletic shoes are required. Shoes with metal spikes, football, baseball or soccer spikes are not permitted.
Tournament Reservation and Confirmation
In order to reserve the date and time, a golf outing agreement must be signed by both the Tournament Chairperson and the General Manager/Director of Golf for The Hills Golf Club at McKendree University. A $300 deposit along with the signed agreement must be received by the General Manager/Director of Golf for The Hills Golf Club at McKendree University before an event is considered formally booked. The deposit may be paid with cash, corporate or personal check or credit card.
The Final Event Balance is expected within seven days of the event. The initial deposit will be deducted from the total amount due. The final payment may be paid with cash, corporate or personal check or credit card.
Written cancellations received by the General Manager/Director of Golf for The Hills Golf Club at McKendree University prior to 30 days from the scheduled date will result in a 100% refund of the event deposit. If an outing cancels less than thirty days, the deposit will be kept by The Hills Golf Club at McKendree University.
The estimated number of players will be required on the agreement. It is the responsibility of the tournament committee to collect all fees from the event participants. An exact pairing list must be faxed or emailed to the Golf Shop no later than four days prior to the golf outing date. The number of players listed is the number that will be used for tournament setup and final event billing. A final food and beverage count will also be required at this time.
Unfortunately pre-booked rain dates are not feasible. An outing will be considered cancelled only if The Hills Golf Club at McKendree University officially closes the course to all play. Event rescheduling will be addressed at that time. Should the golf course be closed and remain closed after the event has begun, the following will apply:
1 – 9 holes completed 50% of greens fee per player
10 – 18 holes completed Full tournament greens fee
Food and Beverage
The staff at The Hills Golf Club at McKendree University realizes that every golf event has unique food and beverage needs. Our professionals will customize a menu from a small intimate group up to an all-day double shotgun event. We ask that you contact the golf event planner directly to discuss the complete food and beverage package required by your tournament.
Our customers’ health is a critical concern to us; The Hills Golf Club at McKendree University subscribes to the highest food safety standards required by law. Therefore, we discourage the use of donated food product for golf events.
Alcohol may be donated only if the group is a recognized not-for-profit entity and the alcohol is considered a charitable donation from the distributor. In addition, the alcohol must be delivered directly to the Golf Club from the distributor and all unused alcohol must be removed at the completion of the event. No bottled glass products are permitted on the golf course. The Hills Golf Club at McKendree University does not provide ice for donated product. We will arrange for ice (with advance notice) through our supplier and charge your event the actual ice cost. A $2 corkage fee per player will be collected for all events bringing their own alcoholic beverages onto golf course property. Please note that donated alcoholic beverages may not be brought into the Golf Clubhouse. In addition, private coolers are not permitted to be brought onto golf course property.
Drink tickets for players are available as part of the tournament package. Beverage cart service is available to any event. A $100 minimum purchase is required for an on-course beverage cart. Only employees of The Hills Golf Club at McKendree University are permitted to operate the beverage carts. Drink tickets may be used for domestic beers, bottled water or soda. All other purchases will at the established beverage prices.
Please note that the final food and beverage count must be provided to The Hills Golf Club at McKendree University no later than four days prior to the golf outing date. This is the minimum number for which your event will be billed. Please be sure to include all volunteers and tournament staff in the food count if you are planning to include them in the food service. The Hills Golf Club at McKendree University assumes no responsibility for shortages of food based upon inaccurate head counts.
Photography or Media Recording Release Form
I do hereby consent and agree that McKBearcat, LLC, its employees, or agents have the right to take photographs, videotape, or digital recordings of me and the participants in the scheduled event and to use these in any and all media, now or hereafter known, and exclusively for the purpose of marketing the institution. I further consent that my name and identity may be revealed therein or by descriptive text or commentary.
I do hereby release to McKBearcat, LLC, its agents, and employees all rights to exhibit this work in print and electronic form publicly or privately and to market and sell copies. I waive any rights, claims, or interest I may have to control the use of my identity or likeness in whatever media is used.
I understand that there will be no financial or other remuneration for recording me, either for initial or subsequent transmission or playback.
I also understand that McKBearcat, LLC is not responsible for any expense or liability incurred as a result of my participation in this recording, including medical expenses due to any sickness or injury incurred as a result.
I represent that I am at least 18 years of age, have read and understood the foregoing statement, and am competent to execute this agreement.
Client hereby jointly and severally agrees to indemnify, defend and hold McKendree University, McKBearcat, LLC and The Hills Golf Club at McKendree University, including representatives, officers, Trustees, Board of Managers, agents and employees, harmless from and against any and all claims, damages, losses, judgments, costs, expenses, or liability (including reasonable attorney’s fees) arising from the use of The Hills Golf Club at McKendree University property, however caused, including without limitations, any injury or damages resulting from neglect, careless, improper or unlawful conduct. This indemnification extends to all event staff, players, volunteers and spectators affiliated with said event. Client shall, at its own cost and expense, defend any such claim, suit, action, or proceeding, whether or not groundless, which may be commenced in connection with Client’s events at and use of The Hills Golf Club at McKendree University under this Agreement.