3 to 10 January 2015 And the Inter Union Organized by Northern Cape Chess

Under the auspices of CHESS SA

www.SAJCC2014.com

1 of 15

CIRCULAR 1 July 2014

Table of Contents 1. Local Organizing Committee (LOC) .............................................................................................................. 3 2. Invitation .............................................................................................................................................................. 4 3. Documentation and Related Documents .................................................................................................... 4 4. Venue ................................................................................................................................................................... 4

Physical Address ............................................................................................................................ 4 5. Regional Contact Person ................................................................................................................................. 4 6. Financial Arrangements ................................................................................................................................... 5

Fees .................................................................................................................................................. 5 Payment Arrangements ............................................................................................................... 5 Banking details ............................................................................................................................... 5 7. Accommodation ............................................................................................................................................... 6 8. Recreational Activities ...................................................................................................................................... 7 9. Spectators ........................................................................................................................................................... 7 10. Tournament Format ......................................................................................................................................... 7

Team Championship ..................................................................................................................... 7 Wildcard.......................................................................................................................................... 7 11. Information Management ............................................................................................................................. 8 12. Tournament Website ....................................................................................................................................... 8 13. Registration Software ...................................................................................................................................... 8 14. Arbiters ............................................................................................................................................................... 8 15. Trophies .............................................................................................................................................................. 8 16. Name Cards ..................................................................................................................................................... 9 17. Wild card entry ................................................................................................................................................. 9 18. Union Logos ....................................................................................................................................................... 9 19. Clocks ............................................................................................................................................................... 10 20. Schedule.......................................................................................................................................................... 10 21. Submission of annexure documents during registration ........................................................................ 11 Annexure A – Code of Conduct for Managers, Coaches and Officials .................................................. 12 Annexure B – Code of Conduct for Players .................................................................................................... 13 Annexure C – Indemnification ........................................................................................................................... 14

www.SAJCC2014.com

2 of 15

1. Local Organizing Committee (LOC) Convener Dina van der Walt Mobile: 078 3155 738 Email: [email protected] Accommodation Ronel Pieterse - Safe Stays Sport Tourism Mobile: 083 5627 198 Email: [email protected] Treasurer Milda Smith Email: [email protected] Technical/Logistic Connie VD Walt Email: [email protected] Public Relations Farrel Moses Sponsors and Marketing Warren Ahjum Email: [email protected] Transport Charlotte Moller Email:

[email protected]

Safety and Security JJ de Kock Medical Dr Holroyd/Dr Hurter

www.SAJCC2014.com

3 of 15

2. Invitation All CHESSA members and affiliated bodies are cordially invited to participate in the annual South African Junior Chess Championships 2014. The LOC is honoured to host this prestigious event and we sincerely hope that you will enjoy the tournament with us.

3. Documentation and Related Documents All information will be re-published in an updated circular. Changed and added information will be clearly marked in red. The following documents will be distributed.    

Union Representative Registration Tournament Rules Detailed Timeline and Deadlines Registration Software

Available Will be available after format is finalized Available Will be available after format is finalized

4. Venue The Championships will be hosted at Mittah Seperepere Convention Centre - Kimberley Physical Address 10 West Circular Road, Kimberley

5. Regional Contact Person Please take note that we will only liaise with one representative per region. Kindly provide us with the full contact details of your authorized representative with whom we can deal on all matters. Please register this person by completing the Union Representative Form no later than end of business 30 July 2014. Please ensure that the contact person has access to email and internet access as all correspondence will be via email. Attached regional contact person registration

www.SAJCC2014.com

4 of 15

6. Financial Arrangements Fees 1. Participating in Team Event only

R500-00 pp

2. Participating in Wildcard Event only:

R350.00 pp

3. Individual Event Late Entry Fee

R150.00 pp

4. Managers and coaches

R250.00 pp

Payment Arrangements 1. Estimated quantities for participation must be submitted by 2014/08/30. A non-refundable deposit must be paid by 2014/08/30. The deposit is 30% of the estimated quantity of participation. Final participation quantities must be submitted by 2014/09/30. The quantities supplied by this date will be used as a minimum billing quantity amount i.e. the union will be billed for this quantity or more. If no final quantity is supplied by 2010/10/25, the estimated quantity will be used as the final billing quantity. All fees must be paid in full before 2014/11/25.

NB All late payments will incur a 10% penalty and interest at prime interest rate, calculated on a daily basis. Interest will be calculated from the date the payment was due and on the largest quantity possible.

Banking details Account Name: Bankers: Account Number: Branch:

www.SAJCC2014.com

SAJCC First National Bank 62255808366 252 645

5 of 15

7. Accommodation SAJCC ACCOMMODATION, 3 - 1 0 J a n u a r y 2015 Safe Stays Sport Tourism has years of experience in providing a balance of quality and affordability for national sport events. That is why the LOC chose to appoint them as accommodation management partner for the tournament. They are in the process of finalizing a selection of comfortable and affordable accommodation in and around Kimberley. Rates are being specially negotiated for the tournament and as always Safe Stays undertake to offer rates that are in most cases less than the advertised rates for that establishment. Accommodation will be made available in the following categories: Hostels, Hotels, Guest Houses and Self Catering Establishments. Rates will vary according to the type of accommodation as well as and the amount of people sharing per room. At this stage, the following rates can be given as broad guideline: Type of accommodation

Rate variation per person

Meals Included

Hostels

R260-R320

All

1* establishments

R200-R250

Breakfast

2* establishments

R200-R300

Breakfast

3* Hotels

R250-R450

Breakfast

4* Hotels

R350-R550

Breakfast

Guest Houses

R250-R550

Breakfast

Self Catering

R600-R1500 per unit

None

Booking procedure: A description of all accommodation will be made available on the tournament website no later than the start of the 3rd School Term. After choosing your accommodation type, you will be requested to proceed to the appropriate online reservation form. On this form more detail about the accommodation will available. Fill in all fields in the online form and submit your request. You will receive a confirmation of your choice through an invoice within 48 hours after completing the online reservation form. Accommodation will only be confirmed upon receiving payment of the deposit as per invoice. All accommodation will be available at a first come first pay basis. All questions regarding accommodation can be addressed to Ronel Pieterse from Safe Stays Sport Tourism. Email: [email protected]; Cell: 083 562 7198 www.SAJCC2014.com

6 of 15

8. Recreational Activities We are organising various activities on discount prices for visitors.

9. Spectators Spectators will be allowed in the playing halls under strict conditions. tournament rules for more details.

Please see the

10. Tournament Format Please refer to the tournament rules for the complete set of rules. Below is a summary which can be used for planning purposes only. Final format will only be finalized at July CHESSA council meeting Team Championship Age Groups : u/8, u/10, u/12, u14, u/16, u/18 & u/20 u/8 - 6 players per team ( boys & girls) u/10

- 10 players per team ( boys & girls)

u/12

- 10 players per team ( boys & girls)

u/14

- 10 players per team ( boys & girls)

u/16

- 10 players per team ( boys & girls)

u/18

- 10 players per team ( boys & girls)

u/20

- 6 players per team ( boys & girls)

Rounds:

7

Format:

Round Robin

Sections:

A and B Section

Reserves:

1 per team

Wildcard Age Groups : u/8, u/10, u/12, u14, u/16, u/18 & u/20 Rounds:

7

Sections:

Open and Girls for each age group.

Format:

Swiss

www.SAJCC2014.com

7 of 15

11. Information Management In our quest to be more efficient in the management of information, all information will be communicated and submitted electronically and it is therefore essential that your appointed regional coordinator has access to the internet and e-mail. Access control is the responsibility of each region. More details on information management will follow in the Policies and Procedures Circular.

12. Tournament Website All further correspondence will also be made available on the tournament website www.SAJCC2014.com Pairings and results will also be published here.

13. Registration Software All registrations must be done via the tournament website. This includes registering players for the Team and Wildcard Championships as well as registering managers &coaches.

14. Arbiters All applications must be made by downloading the application form from the Events website. Once the deadline has passed, the names of those applicants will be forwarded to the ATM for ratification. ONLY names registered this way will be considered.

15. Trophies Winners of 2013 SAJCC are kindly requested to return all trophies in their possession and also to please inform us who has which trophies. The deadline for notification is 2014/09/30. Trophies must be handed in during registration on Saturday 2015/01/03.

www.SAJCC2014.com

8 of 15

16. Name Cards Regions must make their own ID cards for players, managers & coaches. Requirements for ID cards are: The size is the same dimensions as that of a driver’s license or credit card. Must have a picture (head & shoulder) of the person. Must contain the following information: Regional name (e.g. Northern Cape) Player name (e.g. John Doe). Please note, NO NICKNAMES. CHESSA Membership number Team name and board position (if participating in the Team Championships) (e.g. Board 4, Reserve 1, etc.). Must be in black printed letters.

A completed card should look like the example below:

Photo

Northern Cape Ann Other 1234567 (Chessa ID) u/8 A Board 1 This space must be left open

17. Wild card entry Individuals who wish to enter the Wild Card Event and who will not be taking part in the Team Championships and players who are not officially representing any particular Region must: 17.1. Enter online at the tournament website which will be made available soon. 17.2. Obtain special permission from the CHESSA Youth Comission to participate; or 17.3. E-mail a letter of authorisation from their region to the Chief Arbiter. Closing date for wildcard entries is 15 November 2014.

18. Union Logos Any region that has a logo (in electronic format) is asked to please send a copy to [email protected] these will be used for the tournament results as well as the tournament website. The higher the resolution of the logo, the better.

www.SAJCC2014.com

9 of 15

19. Clocks Each region is responsible for bringing the following quantity of clocks: COMPULSARY 6 clocks per team of 10 players;

THIS IS

4 clocks per team of 6 players; All clocks must be in good working order. All clocks must be marked clearly and will be handed in to the tournament organisers as part of the registration process on 2015/01/03. It will be handed back after the Wildcard event. Electronic clocks will have preference. Unions should stipulate the type of electronic clocks that they will bring along. NO DIGIBLITZ CLOCKS WILL BE ACCEPTED.

20. Schedule

SAJCC 2015 Programme Time 10:00 – 15:30 20:00

Action Arrival and Registration Managers and Technical Meeting

Who Day 1 - Sat - 03/01/2015 Regional Representatives Regional Representatives

Venue Convention centre Meeting Room – Convention centre

Team Draws 08:20

09:15 - 13:15 09:30 11:00 - 15:00 12:00 – 15:00 17:00 - 21:00

Players seated Opening & Announcements 1st Round Meeting Photographs Lunch 2nd Round

08:45 09:00 - 13:00 09:30 11:00 - 15:00 12:00 – 15:00 17:00 - 21:00

Players seated 3de Round Meeting Photographs Lunch th 4 Round

08:30

Day 2 - Sun - 04/01/2015 Teams

Convention centre

LOC

Convention centre

Teams Regional Representatives Teams

Convention centre Meeting Room Convention centre

Teams

Convention centre

Day 3 - Mon - 05/01/2015 Teams Teams Regional Representatives Teams Teams

Convention centre Convention centre Meeting Room Convention centre Convention centre

Day 4 - Tue - 06/01/2015 08:45 09:00 - 13:00 09:30 11:00 - 15:00 12:00 – 15:00 17:00 - 21:00

Players seated th 5 Round Meeting Photographs Lunch th 6 Round

08:45 09:00 - 13:00 15:00

Players seated th 7 Round Price Giving Closing

www.SAJCC2014.com

Teams Teams Regional Representatives Teams

Convention centre Convention centre Meeting Room Convention centre

Teams Day 5 - Wed - 07/01/2015

Convention centre

Teams Teams

Convention centre Convention centre Convention centre 10 of 15

21:00

Draws

08:45 09:00 - 13:00 13:00 – 16:00 17:00 - 21:00

Players seated st 1 Round Lunch nd 2 Round

08:45 09:00 - 11:00 12:00 – 13:00 14:00 – 16:00 17:00 – 19:00

08:45 09:00 - 11:00 12:00 – 13:00 13:00 – 15:00 17:00

Players seated 3de Round Lunch th 4 Round th 5 Round

Players seated th 6 Round Lunch th 7 Round Price Giving

Wildcard Players Day 6 - Thu - 08/01/2015 Wildcard Players Wildcard Players

Convention centre Convention centre

Wildcard Players

Convention centre

Day 7 - Fri - 09/01/2015 Wildcard Players Wildcard Players Wildcard Wild Card Day 8 - Sat - 10/01/2015 Wildcard Players Wildcard Players Wildcard

Convention centre Convention centre Convention centre Convention centre

Convention centre Convention centre Convention centre

21. Submission of annexure documents during registration Annexure documents – code of conduct and indemnification form must be submitted electronically (flash drive) on day of registration by union representative. Info will be copied and flash drive will be returned during registration process.

www.SAJCC2014.com

11 of 15

Annexure A – Code of Conduct for Managers, Coaches and Officials As a provincial representative /manager /coach /arbiter to the South African Junior Chess Championships of 2014, I agree to:        

Represent myself and my region to the best of my ability; Conduct myself in a manner which will bring credit to myself and my region; Abide, at all times, by the regulations of the organisers; Accept and abide at all times by the decisions of the arbiters and organisers; Abide, at all times, by the FIDE laws of chess, by the rules of the tournament and by any team rules as laid down by the organisers; Act at all times in the best interests of chess and as expected from a member of CHESSA; and Be bound by the decisions of the tournament disciplinary committee, such committee to consist of the Chief Arbiter of the tournament, two Arbiters, one person from the LOC and one person from CHESSA. Agree that details of any disciplinary proceedings be made available to the Disciplinary Committee of CHESSA which may result in further action from them.

Any problems that may occur during the tournaments must be brought to the immediate attention of the Chief Arbiter of LOC who will address it accordingly and where required in strict confidence. I _______________________________________________ being appointed/selected by my region, under the auspices of CHESS SA to represent my region at the South African Junior Chess Championships of 2014 hereby accept the above code of conduct and agree to adhere to it at all times. Furthermore, I accept that any contravention of the above may result in me being suspended from further participation in the tournaments and disciplinary action taken against me. _________________________ SIGNATURE OF OFFICIAL

www.SAJCC2014.com

________________________ REGION

___________________ DATE

12 of 15

Annexure B – Code of Conduct for Players As a provincial participant to the South African Junior Chess Championships of 2014, I agree to: Represent myself to the best of my ability; Conduct myself in a manner which will bring credit to myself and my region; Abide, at all times, by the regulations of the organisers; Accept and abide at all times by the decisions of the arbiters and organisers; Abide, at all times, by the FIDE laws of chess, by the rules of the tournament and by any team rules as laid down by  the organisers;  Act at all times in the best interests of chess and as expected from a member of CHESSA; and  Be bound by the decisions of the tournament disciplinary committee, such committee to consist of the Chief Arbiter of the tournament, two Arbiters, one person from the LOC and one person from CHESSA.  Agree that details of any disciplinary proceedings be made available to the Disciplinary Committee of CHESSA which may result in further action from them. Players should be aware that any problems, social or otherwise that may occur during the tournaments, must be brought to the immediate attention of their team manager whose duty it will be to deal with the matter immediately and in strict confidence.     

I _______________________________________________ being selected by my region, under the auspices of CHESS SA to represent my region as player at the South African Junior Chess Championships of 2014 hereby accept the above code of conduct and agree to adhere to it at all times. Furthermore, I accept that any contravention of the above may result:  in me being sent home, or  that further participation in the tournament may immediately be suspended, and/or  that I may be barred from selection to play for South Africa in a junior event, and/or  Revocation of my provincial colours. _______________________ SIGNATURE OF PLAYER

________________________ REGION/TEAM

I ____________________________________________, the abovementioned minor, hereby agrees to the above.

___________________ DATE legal

guardian

of

the

___________________________________ _______________________ SIGNATURE OF LEGAL GUARDIAN DATE __________________________________________ SIGNATURE OF ACCOMPANYING MANAGER (If applicable)

www.SAJCC2014.com

_______________________ DATE

13 of 15

Annexure C – Indemnification I, the undersigned………………………………….. (Full names), Parent/guardian/supervisor of …….………………………………………….………………. (Full names) hereby:Consent to my/the above child participating in the above chess tournament and all activities [included bus transport] related thereto; Delegate my/the parental authority in respect of the above child for the duration of the above tournament to the Team Managers, which managers shall have full authority, power and capacity to determine rules and regulations from time to time, to which the child shall be subject. Authorize the Management to, in their best judgment, provide, supply and/or apply medical care to the said child at the expense of the undersigned, including the services of a medical practitioner and/or hospitalisation as the circumstances may require; Indemnify the management, CHESS SA, SAJCC and Local Organising Committee, and everybody acting on behalf of any of the above associations or institutions, against all actions, claims, injury, loss or damage whatsoever the child or myself may sustain or be involved in directly or indirectly, arising out of the said participation, activities and/or events, whether on the premises of the said University or elsewhere, whether it is/was due to the negligence, default or omission of any such association, institution or individual; Undertake not to institute any action or other proceeding against any of the associations, institutions or individuals referred to in paragraph 4 above, in respect of any of the activities, events and /or circumstances referred to above; Declare that the said child is healthy, fit and capable to participate in the above championship and activities, subject to the following: …………………………...……………………………………………………….………………………… ……………………………………………………………………………………………………………… (Give particulars of any illness/ weakness of any kind. Indicate any medicine requirements) Medical aid fund: …..……………………………………………………….. Medical aid number: …………………………………………………………… Main member of fund: ……….…………………………………………………... Contact number during this period: …...….………………….………………………… Region: …………………………… Team: ………………………………………………... THUS DONE AND SIGNED at ………………….…… this ………day of ……………………… 2014. ____________________________ SIGNATURE www.SAJCC2014.com

14 of 15

Union Representative Details Name: Surname: eMail: Cell Phone: Union:

eMail to: [email protected]

www.SAJCC2014.com

15 of 15