RFQ: Spring Scholastic Nationals Photography

Overview: The US Chess Communications Department is requesting photography quotes for our three spring scholastic national championship events. Photographers submitting quotes should have experience with large-event photography such as sporting events, conventions, or weddings. 

Quotes: Submit a quote to Senior Director of Strategic Communication Dan Lucas at Click here to show email address. Use the same email address to submit questions. Quote should include three references and a website URL that shows samples of your work. Also include an “additional hourly rate” in case items come up that are not addressed in this RFQ. 

Deadlines: 30 days before the start date of the event you are quoting.

·       National High School: March 7  A photographer has been hired for the NHS event.

·       National Middle School: March 28

·       National Elementary: April 12 

About: The US Chess Federation (US Chess) is the official governing body and nonprofit 501(c)(3) organization for chess players and chess supporters in the United States. Our mission is to empower people, enrich lives, and enhance communities through chess. Our vision is that chess is recognized as an essential tool that is inclusive, benefits education and rehabilitation, and promotes recreation and friendly competition. 

US Chess represents the United States in the World Chess Federation (FIDE), connecting our members to chess players around the world. Founded in 1939 with the merger of the American Chess Federation and the National Chess Federation, US Chess has grown to serve over 93,000 members and 2,000 affiliated chess clubs and organizations today. 

Every year, US Chess sanctions and rates over 10,000 tournaments and over half a million games. We host over 25 National Championships and award titles to both amateurs and professionals, ranging from elementary school students to senior citizens. 

Events: We are hiring three photographers for three different events: 

I. 2022 National High School (K-12) Championship, April 7-10

UPDATE: A photographer has been hired for the NHS event.

Renasant Convention Center

Sheraton Memphis Downtown Hotel

250 N. Main St.

Memphis, TN 38103

II. 2022 National Middle School (K-8) Championship, April 28-May 1

Gaylord Texan Resort and Convention Center

1501 Gaylord Trail

Grapevine, TX 76051

III. 2022 National Elementary (K-6) Championship, May 12-15

Playing Site: Greater Columbus Convention Center

400 North High Street

Columbus, OH 43215

While you can bid on multiple events, US Chess has no budget to pay for travel expenses. US Chess does not pay parking expenses. 

Background Check and COVID Policy:

We require a background check on all contractors. Our COVID policy is:

•  All individuals wearing US Chess badges will be fully vaccinated. Proof of vaccination is required.
•  Face coverings, properly worn, will be required in all public spaces for this event. 

Schedule: Specific days and times for each event are in the above links. The listed time length is an estimate based on previous events we have done. 

Day 1: 

Champions photos from the Bughouse and Blitz events. 2 hours 

Day 2: 

Player photos from the first 10 boards from the main tournament, round 1. 1 hour 

Day 3: 

Player photos from the first 10 boards from the main tournament, round 4. 1 hour 

Day 4:  

Player photos from the first 5 boards from the main tournament, round 7. 1 hour 

Individual and Team national champions from the awards ceremony. 1 hour 

Daily: 

Photos from special events like Twitch streamers, grandmaster simuls, and seminar speakers, and an assortment of atmospheric shots. Specific events and times will be provided closer to the event. 2 hours over all 4 days

Rights to use: CLO (our uschess.org news area), social media, press releases, and print (including potentially Chess Life, Chess Life Kids, Annual Report, future Tournament Programs, and advertising). Photos will be credited to you in our materials (not in social media however) as “Photo by XXXX.” Photos provided to outside agencies will be credited as, “Photo by XXXX. Courtesy of US Chess.”

Deliverables: We need photos available between same day and 8 a.m. the following morning so that we can prepare our web reports. You should have a storage area (such as your own website or Google Drive) where we can easily download high-resolutionphotos, and the photos should be organized in folders such as “Day 1, Round 1.”

Here is our final report from last year's National K-12 as an example of what Award Ceremony photos look like: https://new.uschess.org/news/2021-k-12-grade-championships-results 

This report shows “at the board” photos: https://new.uschess.org/news/championship-sunday-2021-k-12-grade-championship 

Each event will have between 1,000-2,500 players plus parents and coaches on site.