​General Policy:​

 

Unless otherwise stated in the tournament announcement, all players are required to bring their own regulation chess set, board, and properly functioning chess clock. Players are strongly encouraged to arrive fully prepared with all necessary equipment for tournament play. It is each player’s responsibility to know how to correctly set their clock for the published time control of the event.

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All participants are expected to be familiar with current United States Chess Federation (US Chess) tournament rules, procedures, and standards of conduct. Players should understand essential tournament procedures, including touch-move, notation requirements, draw claims, illegal moves, clock usage, and pairing procedures.

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For players seeking additional rules instruction and tournament preparation, we recommend our tournament rules overview video: US Chess Tournament Rules Overview Video

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​Electronics Policy:

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Players are not permitted to have electronic devices on their person while games are in progress. All cell phones must be powered off and stored either in a bag or placed face up on the table next to the player’s scoresheet for the duration of the game. This policy also applies to smart watches and any other electronic devices that could potentially be used to obtain outside assistance.

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Players who require an electronic device for medical purposes must notify tournament staff prior to the start of Round 1. Any undisclosed electronic device may be considered suspicious and could result in further review, leading to penalties or expulsion from the tournament by tournament officials.

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​Spectator Policy:

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Spectators are generally not permitted at our scholastic tournaments, and spectator access at adult tournaments is limited and granted only at the discretion of tournament staff. When spectators are allowed, they are expected to maintain the same standards of professionalism and decorum as players.

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Spectators may not communicate with players while games are in progress and must refrain from analyzing games or engaging in conversation within the tournament hall. All electronic devices that could cause a distraction must be turned off or silenced at all times.

If a spectator’s phone rings or otherwise disrupts play during a round, a warning will be issued for the first offense. A second offense may result in removal from the tournament venue.

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Refund Policy:

If you are unable to attend one of our tournaments, please notify us by email at least two hours prior to the start of Round 1. If email notification is not possible, please contact the tournament venue directly and ask for the chess tournament staff. Players who notify us before pairings are posted are eligible for a refund minus a $10 administrative fee.

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Players may also withdraw and request a refund up to seven (7) days before the first round under the same refund policy.

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No refunds, full or partial, will be issued once a player has begun play in Round 1 or if a player’s absence without notice impacts the tournament pairings or results.

We kindly ask players to request refunds only when necessary. Automatic refund requests for every withdrawal create additional administrative processing and may result in avoidable service charges.

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Prize Policy: 

How are prizes distributed?

Prize payments are typically sent via PayPal to the email address used during registration once the tournament has concluded and final standings have been verified.

For tournaments with prizes exceeding $600, we strongly recommend that prize winners remain on site to receive payment directly at the event whenever possible. In larger tournaments, prize checks may be issued immediately after final prize calculations are completed.

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Please note that IRS regulations require any player receiving $600 or more in prize winnings to provide proof of their Social Security Number to the Tournament Director before payment can be issued.

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Why does prize distribution sometimes take time?

Prize payouts cannot be finalized until all games in the section are completed and official tiebreaks have been calculated in accordance with US Chess regulations. Processing and distributing payments after the tournament may also require additional administrative time.

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Can I leave early and still receive my prize quickly?

Yes. Once prizes have been verified, eligible players who leave before on-site distribution may receive payment electronically through PayPal.

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Why can’t prizes be paid before all games finish?

US Chess tiebreak procedures require all games within a section to be completed before final standings and prize amounts can be officially determined. As a result, prize payments cannot be issued early.

 

Sofia Rule Policy - What is the Sofia Rule and why is it used?

The Sofia Rule was introduced to discourage short, non-competitive draws in high-level championship games. In select championship sections of our major tournaments, an adapted version of this rule may be used to encourage fully contested games.

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Adapted Sofia Rule

• Players may not offer or agree to a draw before move 30.

• Draw claims are permitted only in cases of perpetual check, threefold repetition, or clearly theoretical drawn positions.

• All draw requests must be submitted to the arbiter or Tournament Director, who has sole authority to approve the result.

 

Unclaimed Trophy Policy:

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What happens if I leave before collecting my trophy?

Players are responsible for collecting trophies on site following the final round. Due to the volume of events and awards handled at our tournaments, trophies are not stored or shipped after the event.

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If you are unable to remain at the venue, you may authorize another individual to collect your trophy on your behalf. Please notify tournament staff before leaving the event. Once a trophy has been distributed, responsibility for the award transfers to the recipient.