Like many organizations, government agencies, and companies we have policies that help govern our activities. These policies are for the protection of the club and the event participants.
The policies hopefully helps provide smooth and consistent operations.
It is our hope and expectation that everyone who registers for our tournaments will follow through and participate. However, we know situations arise that may prevent participation. We established a policy regarding refunds, withdrawals, and related issues to hopefully balance fairness to players and to the club’s ability to host its tournaments. We observe U.S. Chess Federation rules and recommendations where applicable.
Pre-Registration opens upon the official announcement of the tournament. This starts the early bird discounted period for entry fee of $30 for each individual player.
*Exception: In the Roosevelt tournament, four players of teams register for combined $100.
Pre-Registration closes one week before the tournament. Regular and late registration kicks in for $40 for individuals (and $120 for teams in the Roosevelt tournament.)
All registration closes at 9 a.m. on tournament day. Pairings are set within a few minutes of this mark.
Check-in is from 8 a.m. until 9 a.m. on tournament day. Please call or text if you expect to be late or intend to withdraw.
Contact the Tournament Director (TD) as follows:
Phone call or text: 601-507-2772
Players must give notice if withdrawing or skipping a round. (USCF; Rule 13G)
This applies whether the player has paid or not.
If a registered player has not checked in, but also has not given notice of withdrawal, the player will be paired for the opening round. If a player checks in by phone and advises they are unavoidably delayed, they may request or automatically receive a first-round bye.
If a player does not give advance notice of delay or withdrawal, and remains absent when a round starts, USCF Rule 13D will be applied.
If an absent player does not arrive before the pairings are made for the second round, and no contact or notice of withdrawal is received, the absent player will be dropped from the tournament.
If the absent player’s entry fee is already paid, a partial (half) refund may be requested up to 24 hours after the tournament ends.
A registered player who has paid their entry fee and gives notice of withdrawal prior to 24-hours before the tournament is eligible for a refund upon request. Said request must be received by TD before the 24-hour mark prior to registration closing.
A registered player who has paid their entry fee and gives notice of withdrawal within 24 hours prior to the close of registration, is eligible for a partial (half) refund of their entry fee upon request. Said notice and request must be received by TD before registration closes.
Payment method information must be provided to TD for refunds to be applied.
In lieu of returning their entry fee, players who withdraw before the close of registration may receive a credit toward participating in one of the Scott County Chess Club’s next two consecutive tournaments. Any credit authorized will not extend past the one-year anniversary of the original missed tournament.
Roosevelt Chess Classic only: If a player on a team withdraws, the team captain has the option of replacing the withdrawn player with someone else. The captain must provide the TD with a valid and fully active USCF membership number before registration closes before the substitute player will be accepted.
Contact information form
Players who know in advance that they will be registering on site the day of the tournament MUST complete a contact information form before the end of the tournament and before leaving the venue. Players who must leave early before prizes are awarded should also complete this form. The form will be available on site and online in advance for players to download and present at check in.
The form will allow the TD to contact players after the tournament if needed.
*Failure to complete a contact information form could result in the TD’s inability to provide prize money if it must be sent after the tournament.
Federation rules addressing late arrivals or no-shows
The U.S. Chess Federation’s OFFICIAL RULES of CHESS, seventh edition is the presiding authority for playing tournaments and other rated game activities.
USCF Rule 13D (page 33): The player who arrives at the chessboard more than one hour late for the beginning of the game or arrives after the expiration of the first- or only-time control period, whichever comes first, loses the game. The absence countdown begins at the actual starting time of the round, which is not always the scheduled starting time. A director who learns that a player is unavoidably delayed may waive the one hour forfeit rule.
USCF Rule 13G (page 34-35): A player who does not notify the tournament director well in advance of the inability to play in any round and then defaults the game under rule 13D, may be ejected from the tournament, and may be fined a sum up to the entry fee, payable to the organizer.
In the case of the Scott County Tournaments, the ejection from the current tournament will include a forfeiture of the entry fee if already paid. If payment was still pending, payment will be waived, but advance payment of a new entry fee will be required if same player seeks registration for future Scott County tournaments.
NOTE: This policy which is published online will be the controlling authority for tournaments hosted by the Scott County Chess Club. It may be changed or otherwise amended at any time.
Original Creation Date: November 30, 2022.
UPDATED: Nov. 30, 2022.
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The Scott County Chess Club plans to sponsor a variety of events outside of the two major tournaments that we host. Some events will include a charge to participate and some will not. The following policy will apply to events other than the major tournaments where registration fees apply.
When you register for our events, you agree to these terms.
We respectfully request that you give as much notice time as possible if you must cancel your participation in one of our events.
Registrants may cancel admission up to 48 hours or more before the event start time and receive a full refund upon request. Notice of cancellation MUST be received by the club by text, phone call, or email before the 48-hour period begins.
A person who registers and pays for an event, but does not show up without notice prior to the event start time will not receive a refund.
If a person realizes they cannot attend one of our events as planned, and if sufficient notice is given as directed above, a registration may be transferred to a different date of the same kind of event, as long as notice is given within 12 or more hours of the event start time. This option is available except where otherwise prohibited. The funds will be held and credited toward the next event.
*A credit may be transferred only once in the same calendar year. The credit must be used when the same type event is held consecutively.
NOTE: This policy which is published online will be the controlling authority for non-major tournament events hosted by the Scott County Chess Club. It may be changed or otherwise amended at any time.
Original Creation Date: November 30, 2022.
UPDATED: Nov. 30, 2022.
As time passes beyond the most intensive period of the COVID 19 pandemic, fewer restrictions are in place regarding many events. In most cases now, individuals are trusted more with their own discretion and comfort levels regarding precautions to avoid COVID infection.
The Scott County Chess Club acknowledges the continuing threat of COVID, but recognizes the balance between public safety and personal liberties.
Masks and other face coverings. We do not require players and spectators to wear COVID compliant personal safety devices during tournaments and other events such as masks or shields or other related health equipment. We support players' individual decisions to wear or not wear such devices.
Safety supplies. We will continue to provide hand sanitizer and other relevant hygiene materials for anyone to use if desired.
Vaccinations. We believe the decision whether to obtain a COVID-related or flu vaccination is best left to the individual's discretion and is a personal decision between them and their physician where applicable. We will not require COVID-related or flu vaccinations for participating players as a condition of their registration nor will we inquire as to any players' vaccination status.
Symptoms. We encourage players to make every effort to stay well and avoid infections. However, we respectfully and strongly request that if any player who registers for one of our tournaments or other events starts to experience COVID or general flu symptoms before attending said activity please notify us immediately and withdraw.
Positive COVID Test. We respectfully and strongly request that if any player who registers for one of our tournaments or other events tests positive for COVID, flu, or other communicable illness before attending said activity please notify us immediately and withdraw. If any person tests positive after attending one of our events and has reason to believe they exposed others at our event during a time of contagious conditions, please notify us immediately.
Symptoms at event. If any person, who feels normal before attending one of our events, starts to experience symptoms during their visit/participation, please notify the tournament director and leave the venue immediately.
A-Symptomatic conditions. If any person believes or is informed they may have been exposed to COVID, flu, or other communicable illness, but tested negative and/or is not showing symptoms, please notify the tournament director.
Refunds. If a player becomes ill immediately before or during a tournament or discovers they may have been exposed during the tournament and wishes to leave, and payment is already made at time of notice, a refund will be granted upon request.
Social distancing. Due to the nature of the tournament space at the venue, the six-feet of social distancing employed by many in the initial and subsequent stages of the pandemic is not possible.
Original Creation Date: November 30, 2022.
UPDATED: Nov. 30, 2022.
If you need more information about the latest news regarding COVID and other related topics, visit the Centers for Disease Control and Prevention.
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