US Chess Inclement Weather Policy

12. EVENT CANCELLATIONS AND MODIFICATIONS

This section applies to in-person events, tournaments, competitions, and organized activities that may be affected by inclement weather conditions. 

12.1 Event Organizer Authority and Responsibilities

US Chess recognizes that circumstances may arise beyond the control of tournament directors or event organizers that pose a risk to health, safety, or reasonable access to a scheduled event. Accordingly, tournament directors and event organizers are granted authority and have responsibility to make decisions regarding whether to cancel, postpone, delay, suspend, or modify a US Chess-sanctioned event when conditions warrant such action. Safety must always take precedence over event continuity.

When making these decisions, organizers should consider local weather forecasts, travel conditions, venue accessibility, participant safety, and guidance from local emergency management authorities.

Decisions made in good faith by tournament directors or event organizers pursuant to this policy, and in alignment with applicable emergency-management guidance, shall not be grounds for disciplinary action or liability under US Chess rules, provided such decisions are reasonable and made with participant safety as the primary consideration.

12.2 Required Actions for Event Changes

If an event must be cancelled, postponed, or modified due to inclement weather, event organizers must take the following actions:

• Notify registered participants: Contact all registered players, participants, and attendees as quickly as possible using all available contact information (email, phone, text message)
• Public notification: Announce the cancellation, postponement, or modification through all available communication channels including: social media, website, event registration platforms, local media (if appropriate), and posted signage at the venue
• Notify headquarters: Send email notification to [insert appropriate email address/department] with details of the cancellation, postponement, or modification. Include: event name and date, reason for change, number of affected participants, rescheduled date (if applicable), and refund/credit information
• Documentation: Maintain records of all weather-related decisions, notifications sent, and participant communications for future reference

12.3 Relaxed Requirements During Major Weather Events

During declared major weather emergencies or widespread severe weather events affecting multiple regions (as designated by company leadership), the following relaxations of standard event policies will automatically apply:

• Cancellation notice requirements: Standard advance notice periods for cancellations are waived. Organizers may cancel events with minimal notice when safety is at risk
• Modification flexibility: Event formats, schedules, and structures may be modified as needed to accommodate weather-related constraints without prior approval
• Prize guarantee adjustments: Guaranteed prize funds may be adjusted proportionally based on reduced participation due to weather-related cancellations or attendance impacts
• Listing updates: Organizers should understand that during widespread weather events, centralized event listings and databases may not be immediately updated. Local notification takes priority over system-wide updates
• Refund policies: Standard refund procedures may be modified to offer credits, transfers to rescheduled events, or flexible refund timelines as appropriate to the circumstances. The handling of entry fees, refunds, rescheduled rounds, or rating implications shall be governed by applicable US Chess rules, event-specific terms, and any posted refund or cancellation policies. US Chess does not guarantee refunds in the event of cancellation or delay due to circumstances covered by this policy

12.4 Rescheduling Procedures

When postponing an event to a future date:

• Announce the new date as soon as it is confirmed with the venue
• Honor all existing registrations for the rescheduled date and allow participants to transfer or request refunds if they cannot attend the new date
• Provide reasonable notice (minimum 48 hours when possible) before the rescheduled event date
• Update all public listings and promotional materials with the new date and any format changes

12.5 Participant Rights and Expectations

Participants affected by weather-related event changes have the right to:

• Receive timely notification of any changes through their provided contact information
• Transfer their registration to a rescheduled date at no additional cost, if appropriate.
• Receive credit toward future events if unable to attend the rescheduled date, if appropriate.
• Request a refund in accordance with the event’s stated refund policy, with understanding that processing may be delayed during major weather events, where applicable.

12.6 Communication Template

Event organizers should use clear, direct language when communicating weather-related changes. A sample notification template: “Due to [specific weather condition] affecting [location/region] from [dates/time period], [Event Name] scheduled for [original date] has been [cancelled/postponed/modified]. The safety of all participants and staff is our top priority. [Include specific details about refunds, rescheduling, or modifications]. For questions, please contact [organizer contact information].”