By Mid-May
- Establish dates for school term 4 of this year and school term 1 of next year
(http://education.qld.gov.au/public_media/calendar/holidays.html) - Set the start of the Pre-Christmas season as the Saturday after the start of term 4.
- Set the end of the Pre-Christmas season as the Saturday before the end of term 4.
- Set the start of the post-Christmas season as the Saturday after the start of term 1.
- Set the end of the post-Christmas season to be the earlier of the Saturday before the end of term 1 or the last Saturday in March.
- The season cannot extend into April because BCC grounds are unavailable to us after the end of March.
- The aim is to get at least 17 Saturdays of play (with a maximum of 20 Saturdays) across both the Pre-Christmas and Post-Christmas seasons.
- Propose the mix of 2-day and 1-day games to fit the available dates.
- Send an email to the Management committee to get comments and agreement on the playing dates and the number of Saturdays of play.
By End-May
- Agreement on season dates to be finalised.
- Document the agreed dates.
- Document the playing ages for the season ahead.
By Mid-June
- Establish the draw timetable making sure there is sufficient time to adjust the draw after feedback from clubs.
- Update the Events section of the website with the draw timetable dates.
- Update the grounds questionnaire.
- Update the club grounds spreadsheets based on responses from last year.
Prior to July Delegates Meeting
- Send the questionnaire letter and a list of aligned grounds to all clubs.
- Clubs to check on the suitability and availability of these grounds for the forthcoming season.
August Delegates Meeting (AGM)
- Deadline for clubs to advise the Draw Committee on the suitability and availability of grounds.
- Clubs requested to provide a contact person for the Pre-Christmas draw process.
Morning of the September Management Meeting
- Clubs to advise the Draw Committee of a contact for the Pre-Christmas draw process.
- Closing date for clubs to submit teams for the Pre-Christmas season.
Wednesday after September Management Meeting
- Setup a new season in Play HQ.
- Setup the Pre-Christmas draw in Play HQ.
- Enter Pre-Christmas teams into Play HQ.
- Validate all available grounds on Play HQ and remove any grounds where clubs have advised that the ground is no longer suitable or available.
- Generate the Pre-Christmas draws.
- Allocate grounds starting at the open age group and work down the age groups.
September Delegates Meeting
- Notify club contacts that the Pre-Christmas draws are available for review.
Saturday after September Delegates Meeting
- Deadline for the clubs to provide feedback on the draft Pre-Christmas draws.
Monday after September Delegates Meeting
- Pre-Christmas draws released on Play HQ and visible on the website
November Delegates Meeting
- Clubs requested to provide a contact person for the post-Christmas draw process.
Last Saturday of the Pre-Christmas Draw
- Clubs to advise the Draw Committee of a contact for the post-Christmas draw process.
- Closing date for clubs to submit teams for the post-Christmas season.
17 Days Before the First Post-Christmas Game
- Setup the post-Christmas draw in Play HQ.
- Enter post-Christmas teams into Play HQ.
- Generate the post-Christmas draws.
- Allocate grounds starting at the open age group and work down the age groups.
12 Days Before the First Post-Christmas Game
- Notify club contacts that the post-Christmas draws are available for review.
7 Days Before the First Post-Christmas Game
- Deadline for the clubs to provide feedback on the draft post-Christmas draws
5 days Before the First Post-Christmas Game
- Post-Christmas draw released on Play HQ and visible on the website.