GUIDELINESForHOSTINGTHE QUEEN SIRIKIT CUPASIA – PACIFIC AMATEUR LADIESGOLF TEAM CHAMPIONSHIP“Where Legends Are Born”

Prepared by
The Queen Sirikit Cup Secretariat
c/o
THAILAND LADIES GOLF ASSOCIATION(Updated July 2023)

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TABLE OF CONTENTS
Page
1.

Preparation Procedures for the Host and Participating Teams

3-4

2.

Tournament Organization

5

3.

Prizes and Souvenirs

5-6

4.

Accommodation and Transportation

6

5.

Ceremonies and Functions

6-7

6.

Other points of interest

7-8

7.

List of Items to be obtained from the Secretariat

8

8.

Check List for Organizing Committee

8

APPENDIX
1.

Tentative planning schedule for hosting country2.

Sample of Advance Information Topics

3.

Sample of Acceptance Form

4.

Sample of Team Entry Form

5.

Sample of Player’s Biodata Form

6.

Sample of Team Captain’s Biodata Form

7.

Sample of Travel Information Form

8.

Sample of Joining Form for Delegate / Supporter9.

Sample Letter to the Embassies

10.

Sample Draw list for the first 2 days

11.

Sample Scorecard format

12.

Sample Scoreboard format

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QUEEN SIRIKIT CUP SECRETARIAT
Address:

c/o Thailand Ladies Golf Association
518/3 Ploenchitr Road, 4th Floor, Maneeya North Building, Lumpini, Pathumwan, Bangkok 10330, Thailand
Tel: +66 (0) 2 255 7976

Fax: +66 (0) 2 254 8176

www.queensirikitcup.org

Email: raesuwan@gmail.com, info@queensirikitcup.org

Bank A/C: Siam Commercial Bank Pcl., Ploenchit Branch, Saving Account No. 059-284490-2
A/C Name: Mrs. Rae-Vadee T. Suwan

SWIFT Code:

SICOTHBK

Address: 518/5 Ploenchitr Road, Maneeya Center, Bangkok 10330, Thailand

Guidelines for hosting country and participating countries
1) PREPARATION PROCEDURE
A. FOR THE HOST:
1.

The Host association is to confirm the dates & venue at the Captains’ Meeting one year in advance.

2.

Place the order for the replica of the Queen Sirikit Cup with the Secretariat. (The present costof a replica is Baht 50,000- or approx. US$1,500.-) The original Queen Sirikit Cup is to be
kept with the Secretariat.

3.

Send out invitation letter and various forms with deadline to member countries at least 4 months
in advance. The preliminary acceptance form is to be returned 3 months earlier to confirm team’s
participation to the host country, so that preliminary arrangements can be made.
(See sample forms in Appendix)

4.

The following general information should be sent out 2 months ahead to all member
associations/unions:
4.1

Timetable of events & Dress code

4.2

Accommodation and transport facilities for overseas supporters. Invitation to participate in
the functions is to be extended to 2 delegates from each country as guests. Additional
supporters should be welcome to join in by subsidizing their own costs.

5.

4.3

Climate conditions - Time zone difference

4.4

Meals and payment facilities at the golf club

4.5

Complimentary city sightseeing arrangement (if any)

4.6

Currency exchange rate, airport tax rate

4.7

Special custom import restrictions (if any)

4.8

Type of electrical outlet/current

Special tournament logo should be created and used with the championship’s slogan, “Where
Legends Are Born”. The Asia-Pacific Golf Confederation (APGC)’s logo is also to be displayed
along with the Championship’s logo, to signify the Queen Sirikit Cup’s affiliation since 2016 in
Korea.

6.

The following items are to be included in the official souvenir book and items 6.1-6.7 can beobtained through the Secretariat:

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6.1

H.M. Queen Sirikit’s photo to be put up before other welcoming messages to comply withthe royal protocol.

6.2

Photo of the Cup

6.3

Rules & Conditions of the Championship

6.4

Theme song of the “The Women’s Spirit” & Acknowledgement for composer

6.5

Updated Article on the Championship6.6

Photos from last Championship and past hosting by the Association

6.7

Record of tournament results

6.8

Teams and players’ biodata

6.9

Hole-by-hole layout of the golf course

6.10 Acknowledgement page for the R&A, the APGC and others supporters.
7.

The official slogan for the Championship “Where Legends Are Born”

8.

Entry form is to be completed and returned 6 weeks before tournament dates, together withbiodata of players, team captain and their photographs.

9.

Travelling information form to be returned at least 2 weeks before tournament dates.

10. The Ambassadors of all participating teams should be invited to the Opening Ceremony andrelated functions.
11. Send out the List of Participating Teams and Players to all countries directly with a copy to theSecretariat, at least 2 weeks before the tournament.
12. The requests to the R&A and the APGC for financial support can be sent to the APGC forconsideration. If approved, the fund can be channeled through the APGC, or directly to the hosting
country. In principle, two twin-sharing rooms are allocated to each team for 6 nights. Other
room requirements are paid for by the team.
13. Invitations are to be extended to the R&A’s and APGC’s delegates to attend the Championship.
The delegates will cover their own accommodation expenses. Host association should provide
whatever possible local assistance.
B. FOR PARTICIPATING COUNTRIES:
1.

Agenda for the Captains’ Meeting is to be sent out 3-4 weeks in advance by the Secretariat.
Additional topics can be submitted by the members or the host association.

2.

Participating teams that find it difficult to meet the entry’s deadline in submitting their players’
biodata may send the photos of their potential players ahead and inform the host of the final
players’ selection when known.

3.

Players should be prepared to bring small souvenir or pin for exchange with fellow players.

4.

Teams are to present a team show at the Farewell Dinner.

5.

Team’s memento is to be presented to the host association at the Farewell Dinner.

6.

Team Captains should bring the annual subscription fee of US$250 in cash to the meeting for
payment to the Secretariat, in order to save the US$20 transfer charge when the fee is sent
through the bank. Official receipt will be issued upon payment.

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2)

TOURNAMENT ORGANIZATION
1.

Make arrangements for the following:
1.1

Provide practice balls and facilities to all teams. Set up practice schedule, if there is limited
practice area.

1.2

Set starting times for practice rounds.

1.3

Storage of golf clubs to be arranged.

1.4

Caddie assignment and caddie vests with the name of the team and player’s name or code
number on the vests.

1.5
2.

Lockers to be assigned and player’s name put up for identification

The length for the course should be between 6,200-6,400 yards long with the minimum course
rating at 72, or slope rating of 120.

3.

Pin positions sheet to be provided each day.

4.

Sand bunkers around the greens should be attended to or rakes provided throughout the course.

5.

Results after 9 holes to be posted.

6.

Daily results sheet shall be distributed.

7.

Final results shall be prepared and distributed to all teams, together with copies of the scorecards
to be taken back by the team captains.

8.

Mobile hand boards are to be provided for the leading 3 groups on the final round.

9.

The main scoreboard should follow the sample format with the necessary headings.

10. Rules committee & marshals are to be stationed during play at certain spots on the course.
11. Crowd control measure should be planned if a large turnout is expected.
12. Official photographer is to be arranged to take group photo and action photos for future use.
13. Draws on the first 2 days are to be mixed among teams. Draws for the final 2 rounds are tofollow the Rules and Conditions of the Championship. (See draw list sample in Appendix)
14. Player’s code is to be put in front of the name. The score is to be put after the name in the draw
sheet.
15. Course markings and Local Rules to be clearly made.
16. The Starter should announce the player’s name and her country to introduce golfers at the 1stTee.
17. Board displays for the R&A and the APGC to be arranged at the 1st and 10th Tees.
18. Full results of the Championship are to be sent to The R&A for inclusion in the Womens’ Amateur
Golf Ranking. Individual winner’s photo is to be sent as well.
3)

PRIZES - to be arranged for the Team and Individual events.
1.

Replica cup for the team winner plus 3 prizes for the players in the winning team.

2.

Symbolic prize for the 1st Runner-up team plus 3 prizes for the players.

3.

Symbolic prize for the 2nd Runner-up team plus 3 prizes for the players.

4.

Individual prizes to include:
4.1

Winner

4.2

1st Runner-up

4.3

2nd Runner-up

65.

Daily prize for each round, preferably 3 different prizes in case the same player wins more than
one prize.

6.

Hole-in-One prize to be prepared for possible winner.

7.

Memento of the Championship is to be given to all players and team captains. In case the souvenir
pin is made, invited delegates should receive one as a memento.
Note: Organizer should avoid giving prizes in large and heavy size to avoid unnecessary burden
to overseas winners on their luggage weight limit.

4) ACCOMMODATION AND TRANSPORTATION
1.

Hospitality committee members should be assigned to look after the teams.

2.

Players’ information package, transport schedules, accommodation facilities, dress code,
invitation to social functions and/or sightseeing, name tag, etc., are to be given to participants
upon arrival.

3.

Information on accommodation, transport and other facilities should be made known to overseasdelegates as well as information for applicable costs for guest to join.

4.

Complimentary airport transfer is to be provided only for 1 trip for each team of maximum 6
persons (3 players + captain + 2 delegates). Additional requirement for transfer arrangement is
to be at the team’s expense, so that the burden is not placed on the host country.

5.

Two twin rooms for 6-7 nights are to be reserved for each team’s account.

5) CEREMONIES AND FUNCTIONS
1.

Team Captains’ Meeting - to be arranged on the 1st day. Table flags and name plates of all member
countries are to be put up at the table.
The Secretariat will provide copies of last year’s Minutes and the Agenda, update the Mailingaddresses and compile the Financial statement of the Secretariat Fund to be presented at themeeting, as well as collect the Annual fee and issue the receipt after the meeting.

2.

A Team Captains’ luncheon or dinner - is to be hosted before or after the meeting.

3.

Rehearsal for the Opening Ceremony - is to be conducted after the Captains’ Meeting. Flags andanthems to be checked to ensure correctness.

4.

Opening Ceremony – is to be conducted in the following order:
4.1

Individual Team photo is to be taken before the Opening ceremony. Group photo is to betaken after the Opening ceremony when all flags have been raised.

4.2

Teams to line up behind their country signboards.

4.3

The theme song, “Women’s Spirit” is to be played while the teams march in.

4.4

M.C. to announce the team, captain’s and players’ names.

4.5

Flag raising to the national anthems in alphabetical order with host country’s last.

4.6

Raising of the Queen Sirikit Cup, the APGC and The R&A flags by the Tournament Director
and the concerned officials to the theme song of “The Womens’ Spirit”.

4.7

Welcome speech by the Chairman of the Organizing Committee.

4.8

The handover of the original Queen Sirikit Cup by the foregoing year’s host.

4.9

The Guest of Honour to declare opened the Championship and meet the teams, together
with the invited delegates (The theme song is to be played)

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4.10 If a special show or exhibition is arranged, it can be presented before the teams march out.
4.11 Teams to march out to the music, “The Womens’ Spirit”
4.12 Group photo is to be taken in front of the flag poles after the opening ceremony is over.
5.

Welcome Function - to be arranged after the Opening Ceremony (Cocktails or Dinner).

6.

Prize Presentation and Closing Ceremony - to follow the following format:
6.1

Teams to march in with their signboards and in team uniform

6.2

Prize presentation to the winners (Daily, Individual winners and Teams)

6.3

Speech by the Champion Team Captain

6.4

The next year’s host is to make a thank-you speech on behalf of all teams and extend theinvitation to the next tournament.

6.5

All flags except the winning country to be lowered together to the theme song.

6.6

The winner’s flag, the APGC and The R&A flags are to be lowered with the winner’s national
anthem by the Captain of the winning team and the respective delegates.

6.7

The Queen Sirikit Cup flag is to be lowered with the theme song (with singing) by the Host
Chairman and handed over to the Team Captain/President of the next host venue.

7.

6.8

Tournament to be declared closed

6.9

Teams to march out

Farewell Dinner – should be held at the hotel where players are accommodated and include thefollowing functions:
7.1

Presentation of souvenirs to the host from the Team Captains

7.2Team performances and/or entertainment

7.3Group singing of the theme song by all players. Lyrics of the “The Women’s Spirit” to behanded out

7.4

Dress code should be informal for the players

6) Other Points of Interest
1.

Suggestion on tipping of caddie to be made known at the Captains’ meeting, or also in the Advance
information sheet.

2.

Arrangement for First-Aid emergency

3.

Publicities to be made through:
3.1

Poster, banner, backdrop or board display to include the R&A’s and APGC’s logos

3.2

The logo of the Championship

3.2

Tournament souvenir program and scorecard

4.

A group photograph of each team is to be taken before the Opening Ceremony.

5.

National anthems of all participating countries to be checked for correctness.

6.

National flags should be of the same size. Extra set to be arranged for the Team captain’s buggie.
Supply available from the Secretariat, if needed.

7.

Conditions of Play for the Captains and Delegates’ Competition should be clearly made out.
Invitation to state the number of guests allowed. The cost for extra supporters is to be madeknown.

8.

Team captains must be Amateurs and are allowed to give advice to players during the round, butmust identify themselves before each round and wear the Captain’s armband.

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9.

Name tags are to be prepared for participants to wear at functions.

10. Golf buggies are to be provided to all Team Captains during tournament days with the country
marking on the window, or national flag display. (Extra set of national flags is provided by the
Secretariat in the tournament bag).
7)

LIST OF ITEMS TO BE OBTAINED FROM THE SECRETARIAT
1.

Replica of the Queen Sirikit Cup

2.

H.M. Queen Sirikit’s photo

3.

Rules and Conditions of the Championship (updated version)

4.

Photo of the Cup

5.

Photos of past Championship

6.

Record of past tournament results

7.

Lyrics of the theme song “Women’s Spirit” and music

8.

Article on the history of the Cup

9.

The Queen Sirikit Cup – tournament flag

10. The table flags & name plates
11. The national flags
12. Sample national anthems
13. Agenda for Team Captains’ Meeting and Minutes
8)

CHECK LIST FOR ORGANIZING COMMITTEE
1.

Confirm dates & venue to the Secretariat

2.

Place the order for the replica cup

3.

Send out invitation letter & entry forms

4.

Send out Advance Information5.

Preparation of the official souvenir book6.

Request the photo from the Secretariat

7.

Send out the list of teams & players to the Secretariat

8.

Prepare for extra copies of the past Minutes & Agenda for
the Team Captains’ Meeting

9.

Check on the table flags, name plates & national flags to be used

10. Check on the national anthems for correct version
11. Prizes & memento preparation
12. Check on the Queen Sirikit Cup flag
13. Check on the theme song, “The Women’s Spirit”
14. Send out Timetable of Events
15. First-Aid arrangement
16. Arrange official photographer
17. Assign Team Hospitality Committee
18. Check on arrival details to meet teams
19. Prepare name tags for committee and players
20. Invitations to embassies / consulars
21. Invitation to the R&A and APGC

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Sample of Advance Information Topics

The ……th Queen Sirikit Cup
Asia-Pacific Amateur Ladies Golf Team Championship(Tournament dates and Venue)

Advance Information

The following information to be included:
1. Entry Visa requirement (if known)
2. Climate
3. Accommodation and Electrical outlet type
4. Transportation
5. Caddies, tipping and Practice Facilities
6. Dress code
7. Airport Tax, Currency exchange facilities
8. Hotel’s facilities and location
9. Sightseeing, details of restaurants, shopping and interesting places to visit

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SAMPLE OF ACCEPTANCE FORM

The ___th Queen Sirikit Cup
Asia-Pacific Amateur Ladies Golf Team Championship(Tournament Dates)(Venue)ACCEPTANCE FORM

To be returned by …………………..(deadline date)………….

The Tournament Director,(Address of tournament office in the host country): ………………………………………………………………………….
..................................................................................................................................................................................................................................................................................
Telephone: ………………………………………………………………….
Email: ………………………………………………………………………….

Name of the Association / Union: …………………………………………………………………………………………………………..

shall/shall not send a team to participate in the ….th Queen Sirikit Cup – Asia-Pacific Amateur Ladies
Golf Team Championship at ………….(venue)………… …….. during ……………(tournament dates)……

The Team Entry Form will be returned in due course.

Date: ………………………………………………………

Signature: ………………………………………………………

Title: ………………………………………………………………

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SAMPLE OF TEAM ENTRY FORM
The ___th Queen Sirikit Cup
Asia-Pacific Amateur Ladies Golf Team Championship(Tournament Dates)(Venue)TEAM ENTRY FORM
Name of the Association / Union: ………………………………………………………………………………………………….
Contact Address: ………………………………………………………………………………………………………………………..….
Telephone: …………………………………………………………
E-mail: ……………………………………………………….………
Contact Official: ………………………………………………………………………………………………………………………..….
Title: ………………………………………………………………………………………………………………………………………………
Team Captain: ………………………………………………………………….

H’cap: …………………………………

Team Members:
NamePresent Handicap

1. ………………………………………………………………………………………….

………………………………

2. ………………………………………………………………………………………….

………………………………

3. ………………………………………………………………………………………….

………………………………

We hereby certify that the players are amateur golfers under the Rules of Amateur Status of the Royal &Ancient Golf Club of St. Andrews.
Date : ……………………………………………………………

Signature: …………………………………………

The Entry Form is to be sent by ……………..(deadline date)…………… at the latest with Players’ Biodata Forms
and photographs to ensure inclusion in the official souvenir book.
Return to:(Tournament office of the host association): ……………………………………………………….
Email: ……………………………………………………………………………………………………………………

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SAMPLE OF PLAYER’S BIODATA FORM
The ___th Queen Sirikit Cup
Asia-Pacific Amateur Ladies Golf Team Championship(Tournament Dates – Venue)
PLAYER’S BIODATA FORM

To be returned with the Team Entry Form by ……………..(deadline date)…………… to:
The Tournament Director,(Address of tournament office in the host country): ………………………………………………………………………….
..................................................................................................................................................................................................................................................................................
Telephone: ………………………………………………………………….
Email: ………………………………………………………………………….

Player Name: ………………………………………………………………………………………….
Handicap: ……………………………………………………………………………..…………………
Date of birth: ………………………………………………………………………………………..…
Golf Club / Association / Union: ………………………………………………………………
Team represented: …………………………………………………………….……………………
No. of years playing golf: ………………………………………………………….……………
List of past performances & participation:
Event Name & Year

Placing

1. ………………………………………………………………………………………….

………………………………

2. ………………………………………………………………………………………….

………………………………

3. ………………………………………………………………………………………….

………………………………

4. ………………………………………………………………………………………….

……………………………….

Attach one
high resolution
color photo

Signature: ………………………………………………………
Date: ………………………………………………………………

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SAMPLE OF TEAM CAPTAIN’S BIODATA FORM

The ___th Queen Sirikit Cup
Asia-Pacific Amateur Ladies Golf Team Championship(Tournament Dates-Venue)
TEAM CAPTAIN’S BIODATA FORM

To be returned with the Team Entry Form by ……………..(deadline date)…………… to:
The Tournament Director,(Address of tournament office in the host country): ………………………………………………………………………….
..................................................................................................................................................................................................................................................................................
Telephone: ………………………………………………………………….
Email: ………………………………………………………………………….

Team Captain’s Name: ……………………………………………………………………………………………
Handicap: ……………………………………………………………………………..…………………………..……
Position: ……………………………………………………………………………..……………………………..……
E-mail: …………………………………………………………………………………………………………………….
Telephone: …………………………………………………………………………………………………………….
Team represented: ……………………………………………………………………………..…………………

Attach one
high resolution
color photo

Signature: ………………………………………………………
Date: ………………………………………………………………

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SAMPLE OF TRAVEL INFORMATION FORM

The ___th Queen Sirikit Cup
Asia-Pacific Amateur Ladies Golf Team Championship(Tournament dates & venue)
TRAVEL INFORMATION FORM
To be returned by …………………..(deadline date)………….

The Tournament Director,(Address of tournament office in the host country): ………………………………………………………………………….
Telephone: …………………………………………………….

Email: ……………………………………………………………………

Name of Team: ……………………………………………………………………
No. of persons: ……………………………………………………………………
Arrival date: ……………………………………………………

Flight: ………………...…… Time: …………………………

Departure date : …………………………………………….

Flight: ………………...…… Time: …………………………

Team members are requested to wear their uniform for identification purpose. The teams will be met andtransport provided to the Official Hotel.

Name: …………………………………………………………………………………………………………………
Title: ……………………………………………………………………………………

Telephone: ………………………………………………………..…………....
Email: ………………………………………………………..………………………

………………………………………………………

…………………………………………

Date

Signature

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EXTRA DELEGATE & SUPPORTER OF THE QUEEN SIRIKIT CUPJOINING FORM
Association / Union: …………………………………………………………………………………………………………..
Name: ………………………………………………………………………………………………………………………………….
Position: ………………………………………………………………………………………………………………………………
Contact Address: …………………………………………………………………………………………………………………
E-mail: ……………………………………………………………………………………………………………….………
Telephone: …………………………………………………………………………………………………………………
Joining Fee: ………………………………………………………………………………………………………………… (Function Only)
I enclose my payment for: ………………………………………………………………………………………..

ACCOMMODATION REQUIREMENT

Please reserve for my own account ……………………………………………………… Single / Twin room(s)For …………………………………………………………………………………. and ………………………………………………………………..
For ………………. Night (s) from …………………………………….. to ……………………………………….

TRAVEL DETAILS

Arrival date: ………………………………………..………………

Flight: ………………...…… Time: …………………………

Departure date: …………………………..……………….…….

Flight: ………………...…… Time: …………………………

Name of Hotel: ………………………………………………………………………………………………………………
Contact address: ………………………………………………………………………………………………………….
Telephone: ……………………………………………… Email: ………………………………………………………..
Single room rate: ………………………………………………..

Twin room rate: ………………………………………………….

………………………………………………………

…..…………………………………………

Date

Signature

To be sent to:

The Organizing Committee,…………………………………………….
….………………………………………..

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SAMPLE LETTER TO THE EMBASSIES

H.E. the Ambassador of …………………………………
…………………………………………………………………….
…………………………………………………………………….
…………………………………………………………………….
…………………………………………………………………….

Your Excellency,
Re:

Invitation to the ….th Queen Sirikit Cup – Asia-Pacific Amateur Ladies Golf TeamChampionship at …………………

The ……………………… is hosting the …th Queen Sirikit Cup - Asia-Pacific Amateur Golf Team Championship at……………………… during …………………………………….
This Asia-Pacific Golf Team Championship is held annually on a rotation basis among 15 member countries.
This event will be the …. occasion that …… plays host to the Championship. The participating countries
include national teams from Australia, China, Hong Kong-China, Chinese Taipei, India, Indonesia, Japan,
Korea, Malaysia, Myanmar, New Zealand, Philippines, Singapore, Thailand and Vietnam. The Championshipwas originated in Thailand in 1979 and H.M. Queen Sirikit graciously donated the challenge Cup in Her
name for the champion team.
On behalf of the Organizing Committee I would like to invite you to join us at the various functions attachedherewith. Your presence will help boost your national team’s spirit and give us a great honour to welcomeyou.

Yours sincerely,…………………………………..
President/Chairman

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SAMPLE OF THE DRAW SHEET FORMAT FOR THE FIRST 2 DAYS

1st Day

2nd Day

New Zealand

Korea

Hong Kong - China

Chinese Taipei

Vietnam

India

China

Australia

Malaysia

Singapore

Myanmar

Myanmar

Korea

China

Philippines

ThailandIndia

Indonesia

Japan

Philippines

ThailandJapan

Singapore

Hong Kong - China

Australia

New ZealandChinese Taipei

Malaysia

Indonesia

Vietnam

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SAMPLE OF SCORECARD FORMAT19

SAMPLE OF SCOREBOARD FORMAT---------------------- END --------------------