Terms & Conditions

Registration for Tournaments and Events

Registration follows the rules of the relevant sanctioning body and venue. Participants must also follow all applicable federal and state laws. Rules may vary by location.

Flash Sales: Tournaments, Camps, Instruction & Products

We occasionally offer flash sales to fill open spots and improve the experience for everyone.

  • Flash sales do not provide refunds to those who already registered.

  • Early registration locks in your price and spot. Waiting for a possible sale risks paying more if none occur.

Photographs / Video

By registering, you agree that Caveman Chess may use photos and videos of you on our websites and social media.

  • Players age 13+ and titled players: full name may be used with images.

  • Players under 13: parents/guardians agree that first names may appear in general photos/videos and full names in prize-related content. Names may also appear in standings.

Registration Corrections and Changes

Verify all information before submitting. Autofill errors are common.

  1. Do not email. Use Request a Correction or Change.

  2. $5 fee per change (or set of changes). Bundle changes when possible.

Withdrawals

Use Request a Withdrawal. Emails are ignored.

  • No refund if you withdraw after the event has started (even if you did not play).

Refunds

Refunds are secondary to running the event smoothly.

  • No refund if you withdraw after the event started, or within 7 days of the event.

  • Refunds are issued within 15 business days after the event.

  • Standard fees:

    • $20 and under → $5 fee

    • $20.01–$60 → $10 fee

    • $60.01–$100 → $15 fee

    • Over $100 → $20 fee Event-specific refund policies (if any) will be announced in advance.

Ratings Policy

  1. Primary source: Official USCF rating from the most recent monthly list.

  2. Live USCF ratings or FIDE ratings may be used only to:

    • Meet a minimum rating for a higher section

    • Waive a play-up fee

    • Confirm a live rating (FIDE may be used converted or unconverted at the director’s discretion)

  3. Restrictions:

    • No use of live ratings to influence pairings or avoid byes.

    • No downward section movement.

    • Once accepted, the rating stays in effect for the entire event.

Payment Processing

We use Stripe. You do not need a Stripe account. Stripe’s terms apply.

Prizes

All prizes are paid electronically after the event.

  • Prize lists appear on the website (usually with the standings).

  • Payment within 15 business days after the tournament is complete or any required tax documents (W-9 for US players, W-8BEN for foreign taxpayers) are received.

  • Preferred method: Deluxe e-check. Wise and Melio available for international payments.

  • Avoid non-emergency emails for one week after the event so we can process payments efficiently.

Cash Distributions (Prizes & Vendor Payments)

  • All cash prizes and payments are electronic—no exceptions.

  • U.S. persons/entities receiving more than $2,000 in a calendar year must submit a W-9 before the 15-business-day clock starts. Foreign taxpayer prizewinners must complete W-8BEN.

  • Contractors are paid on our regular bi-monthly schedule (earlier when possible).

  • Preferred method: Deluxe e-check. Wise and Melio available for international payments.