Last Updated: January 1, 2026

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The following terms and conditions apply upon registering for or attending Charlotte Chess Center events, with immediate effect. A player, guest, or spectator, (referred to herein as “Player” or “You” or “Your”) attendance at any Charlotte Chess Center (referred to herein as “Charlotte Chess Center” or “CCC” or “Our”) event indicates your agreement to these Terms and Conditions.

Our contact email is: events@charlottechesscenter.org

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A. All Events – Refund and Forfeit Policy

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If you must cancel participation before an event, you are usually entitled to a partial refund of your entry fee, as long as you notify us well in advance of the event beginning.  A transaction fee will apply to all refunds - the exact fee schedules are listed on the individual websites.  Transaction fees will still apply for refunds required for erroneous registrations.  Players that register for free are still required to provide sufficient notice of a withdrawal so as not to adversely affect the event.

Once an event begins, there is no possibility of a refund.  Furthermore, players must notify tournament staff early if they are going to withdraw (cancel participation) from an entire event or certain round(s) of an event. Failure to provide sufficient notice or forfeiting (no-showing) may result in a substantial financial fine.

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The following are the only acceptable notification of withdrawal methods: notifying tournament staff in-person, emailing events@charlottechesscenter.org, or signing the withdrawal sheet at the chess control desk. All withdrawals must be completed prior to the posted deadline for withdrawals, and prior to the next round’s pairings being posted.

• Quad events – once play begins, withdrawals are not permitted.

• Other CCC “club” events – see website for exact schedule of withdrawals. Withdrawals must be submitted before pairings are posted.

• Multi-day and weekend events – 90-minute withdrawal notice is required unless a shorter notice period is advertised on the event website.

  • Penalties (fines) of up to $200 will usually apply for insufficient notice or forfeiting (no-showing) of games in CCC multi-day and weekend events.

  • Players who incur such a fine may not participate in future CCC events or activities until the fine has been paid.

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B. Norm Invitationals – Withdrawals

Once a player confirms their participation in a norm invitational event, they should not withdraw.

Players who must cancel prior to the event due to emergency must inform the organizers as soon as possible. Withdrawals prior to the event may, in the CCC’s sole discretion, result in a partial refund:

• Withdrawals by conditioned players or players receiving free entry must be submitted at least 5 weeks prior to round 1. Shorter notice may result in such players being barred from future CCC tournaments.

• Withdrawals until 8 weeks prior to round 1: Refund entry fee less $100 penalty

• Withdrawals until 5 weeks prior to round 1: Refund entry fee less $200 penalty

• Withdrawals until 3 weeks prior to round 1: Refund entry fee less $300 penalty

• Withdrawals less than 3 weeks (21 days) prior to round 1: no refund, full entry fee penalty

• Once a norm invitational event begins, withdrawals are not permitted due to the nature of round robin events. All players must play all 9 rounds.

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C. Invited Player Conditions

Many Charlotte Chess Center events offer hotel accommodation, travel stipends, or similar compensation to titled players and streamers – known as player “conditions.”

Player conditions are a privilege, not a right afforded to any player by his or her title or rating. Player conditions for events are not guaranteed and are based on a variety of factors. CCC may withhold, modify, reduce, or offer different conditions to players or decide not to issue invitations to a specific player or players at any time in its sole discretion. Conditions are discretionary and are based on a case-by-case basis; the amount and extent of player conditions are determined at the CCC’s sole discretion as the event organizer.

Players who fit the description of the advertised conditions schedule are not necessarily entitled to such conditions. Such participants are welcome to apply for or request such conditions, which may be denied or altered for any reason, including but not limited to: event budget, current rating / ranking / title, timing of request, and/or previous interactions with said player. CCC also reserves the right to change the criteria for conditions without advance notice.

D. Photo, Video, Streaming, Content Policy

By registering for or attending a CCC event, players and guests grant permission to CCC to take and use photographs and video for purposes related to the event and/or the Charlotte Chess Center and reproduce the same on websites, printed material, advertising, and social media. CCC may distribute such photos and videos to third parties for purposes related to publicity and content.

The CCC often invites streamers and content creators to tournaments and side events. These invitees are given full access to the playing halls and tournament areas to place their own equipment and produce their own content. Live and recorded content, including live streams with commentary, may be produced by CCC, players, or guests during our events.

Any player or guest who is not comfortable with potentially appearing in photo, video, streaming, or other content (produced by CCC and/or other third parties), should not attend.

D1. Streaming Opt-out Policy – Classical Events
Players who are paired against a streamer in a classical game at a CCC event, do not have the option to decline to play against them, nor to decline to appear on a broadcasted board, have a camera recording/broadcasting the game, or have their game commentated on.

As a default, most third-party streamers will usually have the camera view of both players, the board, and surrounding areas.

At most CCC events, pairings are usually posted at least 30 minutes prior to the round. Streamers are usually noted with an asterisk (*) by their board number in the online pairings. Any player who is paired against a streamer and does not want to appear on video, must make such request to tournament staff by email or in person at least 20 minutes prior to the round. In this case, the CCC will make reasonable efforts to request that the camera view (angle) be adjusted to show mainly the streamer and the board, and avoid recording most, but not necessarily all, of the requesting player.

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D2. Streaming Policy – Rapid, Blitz, and Side Events
Any players and guests who enter or attend rapid events, blitz events, engagement activities, and/or other side events, other than classical tournaments, as part of CCC events may not decline to be paired against any streamer or appear on any stream, photographs, videos, or other types of live or recorded media, including official CCC media and third-party streamers.

Attendance at any such event as a player, guest, or spectator indicates your agreement with these terms. If you do not want to appear in promotional pictures, videos, streams, or commentary, by the CCC itself and/or third-party content creators, do not attend CCC rapid events, blitz event, engagement activities, or other side events.​

E. Accommodations
Players who need special accommodation to attend or play will be reasonably accommodated to the best of our ability. While we do not provide volunteer assistants or special equipment, we can often provide other forms of assistance to players as necessary. If this is the case, please email us at least 2 weeks prior to the event in question so that we can be prepared by the time of the event.

F. Player and Guest Obligations
Players and guests are required to abide by these terms and conditions as well as all applicable local and venue laws/regulations and any event rules and requirements.

Player and guests agree to indemnify, defend, and hold harmless the CCC, CCC staff, volunteers, vendors, event venue, event platforms, other players and guests, and any third parties from and against any loss, cost, or damage of any kind (including reasonable outside attorneys’ fees) arising out of Player or Player’s guest’s conduct or failure to comply with these Terms and Conditions.

G. Warranty, Limitation of Liability, Jurisdiction
By attending the tournament or event, Player agrees that their access to any event and use of any of the content is at your sole risk and responsibility. Except as expressly stated in these Terms and Conditions, the CCC makes no express or implied warranty or representation in connection with any tournament or event.

In no event will CCC be liable, whether based in contract, tort (including negligence), breach of statutory duty or otherwise, for any indirect or consequential losses. CCC’s total liability for any action arising under or related to these terms shall not exceed the total sums paid by player for the applicable event.

These Terms and Conditions and all other CCC policies and rules shall be governed, construed, and enforced by and in accordance with the laws of the State of North Carolina.

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H. Payment of Prizes and Conditions

In large CCC events, payments from the organizer are issued by check, Paypal, or Zelle.

Payments are only written to the winners/players, not to third parties.

US residents who earn $600 or more in CCC events in a calendar year will be required to provide a US Social Security number and possibly other information.

If you are a non-resident alien, the organizer must withhold and send to the IRS 30% of your payment.  If this is the case, you will receive a 1042 form in the following year.  You may use this form to submit a tax return to the IRS to attempt to recover some or all of the withheld tax.

If your US tax status changes within the same calendar year, you are required to notify us in a timely manner.

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I. Mailing Lists

By registering for a CCC event, your email may be added to our email lists.  The CCC does not distribute or sell private or contact information.

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J. No Solicitation Policy

To ensure a focused, fair, and welcoming environment, solicitation of any kind is strictly prohibited at all Charlotte Chess Center (CCC) tournaments and events.

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Prohibited activities include, but are not limited to:

• Distribution of flyers, business cards, or promotional materials.

• Soliciting donations, sponsorships, or financial contributions.

• Advertising or promoting private lessons, competing programs, events, products, or services.

• Recruiting participants for non-CCC programs or organizations.

• Any verbal, written, or digital solicitation directed at players, parents, spectators, staff, or volunteers.

Exceptions may be granted only with prior written approval from CCC management.

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CCC reserves the right to immediately remove unauthorized materials, require individuals to cease prohibited activity, remove individuals from the event, and/or suspend or ban participation in future CCC events for violations of this policy. Participation in a CCC tournament constitutes acknowledgment of and agreement to comply with this policy.