The entry regulations for KJCA events are among the most flexible in junior chess in the UK. We want to ensure that this continues. This requires that the rules are known, are applied consistently and result in everybody being treated equally. This is for the benefit of all the players. Our events are entirely organised , managed and staffed by volunteers. We do not want them to feel in difficulty when faced with exceptional requests. These regulations, therefore, cover those received to date and will be updated from time to time to take account of changed circumstances and other exceptional requests received.

1. Mail Entries : These should be sent to the Entries Manager with a cheque for the entry fee in favour of the KJCA. We recommend that you send your entries at least a week in advance by first class post.
2. Late Entries : Any entry postmarked later than the Monday before the event is classified as a late entry and must have the late entry fee added to the normal entry fee. If the Monday before the event is a public holiday, the entry must catch the last post before the public holiday if you wish to avoid paying the late entry fee. We strongly suggest that any entries posted during the late entry period are sent first class.
3. Last Minute Entries by Mail : Any entry postmarked later than the Wednesday before the event is classified as a last minute entry and must have the last minute entry fee added (in lieu of the late entry fee) to the normal entry fee. We strongly suggest that such entries are not posted but are made by email or telephone (see 4 below).
4. Last Minute Entries by Email or Telephone : Most tournament organisers will not accept entries on this basis, as they have not received the entry fee, but we do. However, please note 7 below carefully. We will accept entries on this basis from the Thursday before the event onwards. From this point, it is better to make your entry on this basis to be sure that we know that you are coming, as a postal entry may well not arrive before the event. Please provide all the details required on the entry form in your email or during your telephone call to the Entries Manager and bring the completed entry form and payment of the normal fee plus the last minute entry fee to the event.
5. Entries on the Day of the Event : Many tournament organisers will not accept entries on this basis either but we do unless otherwise stated on the entry form. However, such entries do necessitate alterations to the 1 st round draw, which will have been made the previous day, and do take time to process. Therefore, if you enter on this basis, as opposed to 1-4 above, we do not guarantee that you will be allowed to play in the 1 st round unless you arrive at least 40 minutes before the advertised time of the start of the 1 st round, although you will be allowed to play in subsequent rounds. This is to ensure that such entries do not delay the start of the whole event. Therefore, if you enter on this basis, you should bring a completed entry form with you together with payment of the entry fee plus the last minute entry fee and we recommend strongly that you arrive at least 40 minutes before the start of the 1 st round as shown on the entry form.
6. Acknowledgment of Entries : Provided you have given us your email address, we will acknowledge all entries received under 1, 2, 3 and 4 above by email. If you have sent an entry under 1 or 2 above and have not received an acknowledgment of receipt by email by the Wednesday before the event, we recommend that you telephone the Entries Manager to check the situation and make any alternative arrangements under 3 or 4 above that may be necessary. No other acknowledgments of receipt will be sent.
7. Payment for Entries : Payment may be made by cheque in favour of the Kent Junior Chess Association or KJCA or in cash. Please do not make your cheque in favour of any individual. Also please do not send cash through the post. If payment of your annual membership subscription is up to date (it expires each 31 August), you may deduct the membership discount, provided this is mentioned on the entry form, which is the case in most tournaments. Nobody may take part in the event unless the full amount payable in respect of their entry has been received. For this reason, we suggest that you provide us with your email address and ensure that you have received acknowledgment of receipt by email, as mentioned in 6 above. Please note that if you enter under 4 above but do not attend, the full fee due must still be paid.
8. Refunds : If you enter under 1 or 2 above and are subsequently unable to attend, you will be offered a refund provided you notify the Entries Manager of your withdrawal earlier than the Thursday before the event and have paid for the entry being withdrawn with a single cheque solely covering that entry. The refund will be given by tearing up your cheque . Refunds will not be given under any other circumstances or by any other means. This is largely because decisions regarding catering and equipment requirements for the events are normally estimated from entries received by the Wednesday evening and, once the 1 st round draw has been made, withdrawals cause a lot of extra work. This also re -emphasises that, if you change your mind and withdraw or simply do not attend after entering under 4 above, the full fees remain payable.
9. Sections Entered : The Entries Manager will normally apply your entry to the section mentioned by you on the entry form or in your email or telephone call. If you are too old to play in that section or you have not specified which section you are entering, the Entries Manager will attempt to contact you but, if unsuccessful, will apply your entry to the youngest section for which you are qualified.
10. Changing Sections : You may change the section for which you are entered by emailing and/or telephoning the Entries Manager earlier than the Friday before the event free of charge. After this, if we have made an error in transposing the section from your entry form or email, we will move you to the correct section free of charge. Otherwise, changing sections necessitates alterations to the draw for 2 sections. If this happens on the morning of the tournament, this causes a lot of disruption and usually delays the start of the whole tournament. Therefore, if you wish to change sections on the morning of the tournament, you should first approach the relevant Controllers. If the section from which you wish to transfer would be reduced below one person above the number of rounds to be played, you will not be allowed to change sections. If this is not the case, they will ask you to go to the Entries Manager to pay the Transfer Fee. The Controllers will only move you into the section to which you wish to transfer upon confirmation that the Transfer Fee has been paid. Unless the Transfer Fee has been paid at least 40 minutes before the start time of the 1 st round, we cannot guarantee that you will be able to play in the 1 st round, although you will be able to play in subsequent rounds. Transfers after the 1 st round (for example, because it is realised that you are too old for the section in which you started) will result in the forfeit of any points scored previously.
11. Byes : If you are present at the tournament and you do not have an opponent, for example because there are an odd number of players in your section, or your opponent does not appear before his/her clock falls or earlier if a lesser default time is mentioned in the entry form, you will receive a 1-point bye. The selection of the player to receive the 1-point bye if there are an odd number of players in the section will be done solely in accordance with the Draw Methodology published by the KJCA. If you do not appear before your clock falls or the default time mentioned in the entry form, you will receive no points. Unless we have good reason to believe that you will appear for subsequent rounds, you will be excluded from the draw for the remaining rounds. 1/2-point byes for excused absence will not be granted unless specifically allowed in the entry form and will never be allowed in the last round. No player will receive more than one bye in any competition.
12. Payment of Fees Due : Any fees outstanding from previous events (especially under 4 above) must be paid in full before an entry for a future event can be processed by the Entries Manager. All fees must be paid in full before you can take part in the event. For this reason, if your entry fee has not been acknowledged by the Wednesday before the event, we recommend that you check with the Entries Manager that it has been received. If it has been delayed in the post, you will need to pay in full on arrival and, if your cheque arrives subsequently, it will be torn up.
13. Other Matters : Any circumstances not covered here will be decided at the discretion of the most senior KJCA official available and will be subsequently reported to the Committee to consider whether these regulations require any updating.